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Tenancy Policy

Introduction

This policy outlines the standards, rules, and procedures for all tenancies managed by H.W. Property Rentals Ltd (HWPR).


Our commitment is to provide high-quality rental properties and foster long-term, positive relationships with our tenants, ensuring full compliance with all applicable UK legislation and aligning with best practices from industry bodies, such as the National Residential Landlords Association (NRLA). We are committed to maintaining the highest standards of property management and ethical practice, always prioritising tenant welfare.


This policy will be updated in accordance with the Renters Rights Bill, which is due to come into force later in 2025. We will adapt the tenancy terms to reflect any changes introduced by this legislation. Additionally, we will ensure all tenants receive a copy of the UK Government's How to Rent guide at the start of each tenancy, in line with statutory requirements. 

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2. Tenancy types

HWPR will offer the following types of tenancies, in line with UK law:

  • Assured Shorthold Tenancy (AST): The most common form of tenancy for private landlords, typically 12 months (unless otherwise agreed), after which it may be renewed or converted into a rolling periodic tenancy.

  • Licenses to Occupy: For shared accommodation or short-term arrangements.

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3. Right to rent and immigration checks

In accordance with the Immigration Act 2014, it is a condition of the tenancy that the tenant and any occupiers over the age of 18 must maintain a valid right to rent in the UK. HWPR will verify the tenant’s identity and right to rent before the tenancy commences.

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4. Tenancy agreement

All tenancies will be governed by a formal written tenancy agreement, signed by both parties before the start of the tenancy. This agreement will clearly outline the responsibilities of both the landlord and tenant, including:

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4.1 Rent and payment

The tenant is required to make the full payment of the initial rent, either directly or via OpenRent. The tenancy will not commence until both the initial rent and the deposit (or deposit replacement) have been received in full.
Ongoing rent payments will be made monthly, and tenants will be notified in writing of the correct payment details for each period. Payments will be either directly to HWPR or through OpenRent’s Rent Now rent collection system, as confirmed. 


4.2 Deposit terms

Tenants can choose between a Cash Deposit, which will be held under the terms of mydeposits (a government-approved tenancy deposit scheme), or a Deposit Replacement, which tenants can purchase from Reposit. The chosen method must be specified in the tenancy agreement.


If a Cash Deposit is chosen, it will be registered with mydeposits within 30 days of the tenancy commencement.
If a Deposit Replacement is chosen, the Tenant will be bound by the terms and conditions of Reposit, including payment of a non-refundable fee and liability for damages, rent arrears, or any breach of the tenancy agreement at the end of the tenancy.


At the end of the tenancy, deductions from the deposit may be made for:

  • Unpaid rent

  • Damage to the property (other than fair wear and tear)

  • Cleaning costs or damages resulting from pets, animals, or breaches of the tenancy agreement.

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5. Property maintenance and repairs

Tenants are responsible for maintaining the property in a clean and tidy condition, keeping all fixtures and fittings in good repair, and promptly reporting any maintenance issues. 


Tenants are also responsible for reporting any issues that may lead to further damage if left unaddressed, such as plumbing leaks or electrical faults. Prompt reporting helps prevent unnecessary repair costs and ensures the property remains in good condition.


HWPR will ensure that the property meets all required safety standards, including annual gas safety checks, electrical inspections, and fire safety requirements. Repairs and maintenance requests will be handled in a timely manner, with emergency repairs prioritised.

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6. Utilities and council tax

Unless otherwise agreed, tenants are responsible for paying all utility bills, including gas, electricity, water, and other services provided to the property. This also includes telephone, TV licence, and internet services.
Tenants are responsible for paying the council tax for the duration of the tenancy unless otherwise agreed. If the landlord is billed for council tax, the tenant must pay a proportionate share as agreed.

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7. Insurance

Tenants are responsible for insuring their own belongings and possessions. HWPR’s landlord’s insurance covers the property but does not extend to contents or personal items.

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8. Inspection and access to property

HWPR reserves the right to conduct routine inspections, at least once every six months, and annual inventories of the property, with at least 48 hours' notice. The inspections and annual inventories are to ensure the property is being properly maintained.


HWPR or our appointed agents may need to access the property to carry out repairs, maintenance, or inspections. Tenants must allow reasonable access with prior notice.

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9. Pets

We're proud to be pet friendly landlords. Tenants must obtain prior written consent from the landlord before keeping any pets at the property. Tenants must adhere to the terms of the Pet Policy, which outlines the conditions for keeping pets, including responsibilities for pet care, property maintenance, and ensuring pets do not cause any damage or nuisance. 


A copy of HWPR’s full Pet Policy is available upon request and must be followed throughout the tenancy.

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10. Tenant welfare and communication

HWPR believes in open, transparent communication with our tenants. We will ensure tenants are kept informed about any matters affecting their tenancy, including planned maintenance, repairs, and other relevant updates. Tenants will also be provided with a clear point of contact for any queries or issues during the tenancy.


We’re committed to offering support to tenants facing issues such as rent arrears or personal difficulties that might impact their ability to meet tenancy obligations. We will work with tenants to provide a fair and reasonable approach to resolving these matters, offering flexibility where appropriate.


If tenants have any complaints or concerns about the property or management of the tenancy, they can raise these directly in writing. All complaints will be taken seriously, and tenants can expect a response within 10 working days.

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11. End of tenancy

Tenants are required to vacate the property on or before the end of the tenancy term and ensure that the property is returned in the same condition as it was at the start of the tenancy, with fair wear and tear accepted.


Tenants must return all keys to the landlord on the day of vacating the property. Failure to do so may result in additional charges for re-securing the property.


Upon vacant possession and return of the keys, the cash deposit or deposit replacement will be returned, minus any deductions for damage, unpaid rent, or breach of contract. The dispute resolution service via mydeposits will be used for any unresolved deposit disputes.

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12. Termination of tenancy

The tenant must provide at least one month's written notice before terminating the tenancy. The notice must expire either on the day before the next rent payment is due or on the final day of the tenancy term.


Both parties can mutually agree to terminate the tenancy early, with the required notice period as per the tenancy agreement. Any rent due will be apportioned for any incomplete rental periods.

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13. Anti-social behaviour and eviction

HWPR does not tolerate anti-social behaviour. This includes excessive noise, criminal activity, or disruptive behaviour that impacts neighbours or the community. If tenants or their guests engage in such behaviour, it will be considered a breach of the tenancy agreement and may result in eviction proceedings. Tenants must also inform the landlord of any disturbances or anti-social behaviour occurring within the property.


If eviction becomes necessary due to anti-social behaviour or any other breach of the tenancy agreement, HWPR will follow the legal process as outlined in the Housing Act 1988. Eviction will only be pursued if all other attempts to resolve the issue have failed, and in compliance with the Protection from Eviction Act 1977.

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14. Equal opportunity and non-discrimination

HWPR is committed to promoting equality and fairness. We will not discriminate on the grounds of race, gender, age, disability, sexual orientation, religion, or any other protected characteristic under the Equality Act 2010. We ensure that all tenants and potential tenants are treated fairly, with respect and dignity, throughout their tenancy.

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15. Compliance with legislation

HWPR will ensure compliance with all relevant UK legislation, including but not limited to:

  • The Rent Repayment Orders legislation

  • The Housing Act 1988

  • The Landlord and Tenant Act 1985

  • The Equality Act 2010

  • The Gas Safety (Installation and Use) Regulations 1998

  • The Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020

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This policy is subject to review and will be updated regularly to ensure continued compliance with relevant legislation and best practices.
 

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