Frequently Asked Questions

How do I book a viewing

1. You can call our office 0121 472 2200
2. You can visit our Selly Oak office; pop in any time to discuss your requirements and our dedicated lettings team will discuss your options and arrange an appointment to find the best property for you.
3. You can email; enquiries@britanniapropertyservices.com

Reserving a property
Once you have chosen your property each tenant must pay:

One weeks rent to hold a property and to remove it from the market for 7 days. This "holding fee" is then subtracted from your balance monies due on account at your next appointment:-

Admin Fee per tenant: we do not charge any administration fee

Security Deposit (a maximum of 5 weeks rent; if you do not have a UK based guarantor OR a cleared tenant reference then the landlord may request further advanced rental payments)

1 Months' Rent (payable monthly before the tenancy starts) ; Landlord may request further advanced rental payments if there is no guarantor or a cleared tenant reference

*Monies paid are non-refundable should you decide not to take the property held!

Contracts signing appointment:

An appointment is made at the time of placing the holding fee for you to return to our office within 7 days to:

1. settle any balance monies on account
2. sign the tenancy agreement
3. providing (x2 forms of ID, Tenant Reference/ Guarantor form with x2 forms of Identification).

*If contracts are not signed and monies paid within 7 days, all monies become forfeit and the property will be remarketed (unless agreed otherwise in writing by BPS).

Permitted payments

For properties in England, the Tenant Fees Act 2019 means that in addition to rent, lettings agents can only charge tenants (or anyone acting on the tenant's behalf) the following permitted payments:

• Holding deposits (a maximum of 1 week's rent);
• Deposits (a maximum deposit of 5 weeks' rent for annual rent below £50,000, or 6 weeks' rent for annual rental of £50,000 and above);
• Payments to change a tenancy agreement eg. change of sharer (capped at £50 or, if higher, any reasonable costs);
• Payments associated with early termination of a tenancy (capped at the landlord's loss or the agent's reasonably incurred costs);
• Utilities, communication services (eg. telephone, broadband), TV licence and council tax;
• Interest payments for the late payment of rent (up to 3% above Bank of England's annual percentage rate);
• Reasonable costs for replacement of lost keys or other security devices;
• Contractual damages in the event of the tenant's default of a tenancy agreement; and
• Any other permitted payments under the Tenant Fees Act 2019.

Tenant protection

In addition to publishing relevant fees, lettings agents are also required to publish details of:

• the redress scheme they are a member of; and
• the name of the approved or designated Client Money Protection scheme they are a member of (if any).

*These can be found in the footer on our letterheads and or website

Agency Fees:

Our fees are simple, straight-forward, and as set out below:

Landlords:

Tenancy Set up Fee:	£350
Tenancy Deposit Protection Fee:	£40
Tenancy Management Fee:	12% of monthly rent e.g. £1000 rent will incur a fee of £120

Tenants:

Lettings Holding Fee:	£100 Used to secure your property; is then transferrable towards your opening tenancy balance due
Rental Arrears Fee:+	3% above the bank base rate, used by HSBC
Lost keys / Access Fee:	£50 per key set / access visit
Mid-tenancy Replacement Tenant Fee:	£250 per replacement tenant
Post-tenancy Rent Recovery Fee:	£50 per rent payment overpaid by the tenant that requires recovery

+ fees are calculated and accrued on a daily basis, up until the outstanding rent is received

The majority of our properties are managed directly by us, so we are your first point of contact. We will advise you if your property is managed by the landlord directly, as they will then be your first point of call.

Click on this link: http://www.britanniapropertyservices.com/tenants-documents.asp

An inventory is a list of everything that your landlord has provided with the property you're renting, including where applicable: furniture, carpets, curtains, appliances and kitchenware. It should also state the condition everything is in - particularly anything that was already damaged, marked or worn before you moved in. A full inspection of the Property is to be made by the Tenant(s) listing any damages or items missing onto an Inventory which is provided by the Landlord or BPS). The Inventory must be compiled and brought to the attention of a BPS representative within the first 7 days of the Tenancy Agreement commencement date, to avoid any end of Tenancy disputes.

Your Deposit is held and returned by mydeposits who are the government approved custodial scheme; your deposit is held on account of any damage dilapidation or injury to the Property or Fixtures and Fittings caused by the Tenant(s), their family or visitors and on account of any other liability on the part of the Tenant(s) under the provisions of the tenancy agreement. Deposits cannot be used to cover rental arrears/or pay rent at any time during the Tenancy. Deposits will be registered/returned in accordance with the Deposit Scheme. For further information please visit https://www.mydeposits.co.uk/tenants/?cookies=1

We will use best endeavours to address maintenance issues within reasonable timescales. Addressing maintenance issues may be subject to the Landlord's authorisation, obtaining parts and/or any reasonable unforeseeable events (if applicable).

1. We encourage tenants to report any maintenance issues within your property (for the best interest of the property and its occupants)
2. Maintenance must be reported in writing and/or verbally by either of the following methods
   1. http://www.britanniapropertyservices.com/tenants-maintenance.asp
   2. enquiries@britanniapropertyservices.com
   3. At our Selly Oak Office 521 Bristol Road, Selly Oak, B29 6AU

Tenant's possessions are not covered by the Landlord's insurance policies. The Tenant is strongly advised to obtain adequate insurance for any such belongings as soon as they are left in the Property.

1. Rent is due on the 1st of every month
2. Rent must be paid by standing order/ Bank transfer (unless authorised by BPS in writing)
3. Arrears are subject to a fee of 4% above the BoE base-rate and an administration fee for every arrears letter sent of £25
4. If you cannot pay your rent please arrange an appointment with BPS to discuss payment
5. If your student loan is late, BPS may authorise you to pay when your loan credits your account. This is subject to provision of proof of when the loan will be paid and written authorisation of BPS

Beneficiary: BPG HOLDING (UK) LTD
Bank: BARCLAYS
Sort Code: 204150
Account Number: 13801705
IBAN: GB45BUKB20415013801705
BIC Number: BUKBGB22
Reference: State your surname and first line of your property address (eg. Smith51North)

If your rent is including bills you do not need to do anything!

If your rent is excluding bills you must take your meter readings when you move into the property and register your name with the gas, water and electricity providing companies. For the best deals search the Internet or visit: http://www.uswitch.com/

Many factors are influenced as to the cost for each utility such as

• Energy supplier
• Number of residents in the property
• Amount of use (some tenants can be very careful by turning things off/not on standby; having heating at a reasonable level but also shutting windows/putting on extra layers of clothes, etc.).
• Fit energy saving bulbs and turn off lights when not required
• Energy efficiency of the property (will be better if double glazed, insulated where required etc)
• Energy efficiency of the appliances

Who supplies the electric or gas?: To find out click http://www.uswitch.com/gas-electricity/who-supplies-my-electricity-and-gas/?gclid=CPrY1PaN864CFWwntAodwwq3IQ

Shared houses: If you live in a shared house whereby each tenant has their own tenancy agreement and the rent is inclusive of bills (such as gas, electric, water) then you do not need to advise the Council Tax office. BPS will deal with any council tax issues accordingly.

As a student do I have to pay Council Tax?
Most students do not have to pay Council Tax, but some do. Therefore, it is worth taking time to check that you qualify for exemption. Guidance on whether or not you are exempt from Council Tax can be found by contacting:-
Tel: 0121 303 1113
Email: counciltax@birmingham.gov.uk

Or alternatively speak to your University (they may provide you with a Council Tax exemption certificate which the local council may require).

All tenants except those living in shared houses(as advised above) must advise Birmingham City Council that you are residing in the property;
Birmingham City Council
Resources department (revenues and benefits)
PO Box 5
Birmingham
B4 7AB.
Tel: 0121 303 1113
Email: counciltax@birmingham.gov.uk

You must obtain landlord's written permission if you wish to decorate. If you make changes without written authorisation then the cost to reinstate this may be deducted from your deposit.

You cannot cause any damage to the landlord's property; ie with nails, Screws, blu-tak, Sellotape etc. You can use MAPPING PINS to put up posters/pictures etc. but please ensure you do not cause any damage whatsoever in doing so. Always get our written permission (particularly for erecting fixed shelves)!

It is usually your responsibility to maintain the garden (unless it states otherwise in your contract or if you live in a shared house or if you live in a property whereby communal grounds are maintained by the landlord eg. apartments etc).
The landlord will not generally provide gardening equipment (you may need to hire tools).
Alternatively you are advised to speak to BPS who can recommend a gardener for you.

What is condensation? The moisture caused by everyday living and occurs when warm moist air comes into contact with cooler air, or a cold surface, which is at a lower temperature. It is by far the most common form of damp in properties today. However, it is when moisture vapour from condensation is allowed to build up over a period of time within your property that you begin to see examples of damage caused to walls, fabrics, floors and ceilings from condensation. Along with the unsightly black mould typically associated with condensation, the smell of damp will also be present. Condensation moisture in the air can come from a variety of sources in your property. Water vapour is produced in relatively large quantities from normal day to day activities which inevitably can lead to condensation in the property. For example, a five person household puts about 10 litres of water into the air every day. More examples include:

• Breathing (asleep) 0.3 litres
• Breathing (awake) 0.85 litres
• Cooking 3 litres
• Personal washing 1.0 litres
• Washing and drying clothes 5.5 litres
• Heating

Moisture can also be drawn from the structure of the building into the internal air; from below the floor or through the walls/ceilings.

Keep your property well ventilated by opening windows on a daily basis to allow moist air to escape. If condensation repetitively appears REPORT IT IMMEDIATELY!

It's a condition of your tenancy to keep your property clean and tidy. The property must be hygienically maintained in a clean and tidy tenant-like manner and that all items of refuse, including kitchen waste, newspapers and bottles are removed from the property and disposed of on a regular basis either at the personal cost of the Tenants or through use of general services provided by the local council.

If your property comes with a communal cleaner ; all tenants are still responsible overall to clean the property. The communal cleaner is there to help service the shared common areas only (normally once a month), in order to help maintain the condition of the property such as clean/vacuum all communal floors, wipe over bathrooms, kitchen worktops etc. The cleaner is not there to upkeep and fulfill the normal responsibilities of all tenants i.e. to live in a decent manner and to keep the property tidy and hygenic.

All refuse is to be safely disposed of each week and ready for collection on the appropriate collection day . For more information please visit: http://www.birmingham.gov.uk/refusecollection.

Generally pets are not allowed unless authorised in writing by BPS.

Not to do or suffer to be done on the Property anything which may be or become a nuisance or annoyance to the Landlord or the Tenants or Occupiers of any adjoining premises and to ensure that no disturbance or inconvenience is caused to neighbours by any form of anti-social behaviour and to keep noise to a minimum, particularly at night. The Tenant(s) agree not to cause/or be a nuisance in any reasonable manner.

1. If you lose your keys
   BPS will replace your keys subject to a fee of £25 for standard keys and £50 for a Euro Master key lock system key
2. If you are locked out
   BPS will give you access to your property subject to a £25 call out fee (£50 for after- office opening hours)

If BPS requires access we will usually give you 24 hours written and/or verbal notice; and for the tenants to ensure the property is in a clean and presentable condition.

The required amount of 'Written Notice' given by the Tenant shall be no less than six weeks, which must be given to BPS six weeks before the Tenancy agreement expires, or the contract will roll over after the ending date on this contract until the required six weeks written notice has been given (unless otherwise the Landlord or BPS has given the Tenant(s) two months written notice or a Section 21 notice to vacate the Property, which can also be sent prior to the ending date on the contract or at any time should the contract roll over). If the required amount of written notice is not received from the Tenant(s), part or all of the security deposit may be forfeit. (Tenant(s) must have written confirmation from BPS, stating that Tenant(s) Termination notice has been received & approved).

You should email enquiries@britanniapropertyservices.com to advise which option you wish to pursue.

1. You must find a replacement tenant who must be approved by BPS (BPS may be able to assist you) BPS may charge the original Tenant a fee of £250 for all reasonable costs and expenses in securing a replacement Tenant.
2. You may forfeit your deposit and pay a penalty equivalent to 1 month's rent

Both options are strictly subject to the landlord's/ BPS' written authorisation.
You should email enquiries@britanniapropertyservices.com to advise which option you wish to pursue.

Please refer to our Complaints Procedure

Regulation:
As an active member of the NAEA, we want to reassure you that your business with us is safe, trustworthy, and bona fide.
By law, we are required to display a copy of the accounting rules of our client money protection provider. We are also required to display a copy of our scheme certificate. You can find both of these using the navigation.

Client Money Protection (CMP) Scheme:
You can also find this information here...
CMP is a scheme that reimburses landlords and tenants should a letting agent misappropriate their rent, deposit or other client funds. It has long been a requirement for ARLA Propertymark members to have CMP and has been a legal requirement for all letting agents since 1 April 2019.
CMP is mandatory for every company that acts as an agency in property (including chattels auctioning) which handles client money or uses a third party to oversee client money. If this is the case, to become a member, Principals, Partners and Directors (PPDs) have to take out CMP with Propertymark unless they have CMP with Money Shield, RICS or the Law Society of Scotland.
Our affiliation with the scheme is renewed annually as per membership requirements, and all client money is held within the appropriate client monies account at HSBC UK; you can be assured that your money is safe with us.
Propertymark CMP Main Scheme Certificate

Accounting rules, NAEA:
You can also find this information here...
An Accountant's Report or financial 'HealthCheck' is required to ensure our company handles client money correctly. Client money is any money held which we are not beneficially entitled to, e.g. tenants' deposits, rent, service charges, arbitration fees etc.
Where client funds are held subject to the Estate Agents Act 1979, the Accountant's Report must be completed by a registered auditor as per section 1239 of the Companies Act 2006.
This refers to pre-contract or contract deposits in connection with the purchase of landed property or a connected contract. This does not apply if you only hold client funds in connection with lettings.
Client money must be held in a bank or building society regulated by the Prudential Regulation Authority (PRA) with permission to accept deposits under the Financial Services and Markets Act 2000. More info...
Reports must be completed by a chartered or certified accountant. The accountants must be a member of one of the Financial Reporting Council's Recognised Supervisory Bodies (RSBs) and have a practicing certificate. The accountant must not have a connection to anyone at the company during the accounting period stated in the report.