The Rental Process
How can I view property?
We arrange viewings at times convenient to you. All appointments will be accompanied by one of our professional property experts who are happy to answer any of your questions. We recommend you view early to avoid disappointment. To begin your property search, click here
What happens when I find my perfect property?
You will need to come into our office to meet one of the letting team to discuss your interest/offer. You will need to provide us with the details of your offer including any special conditions and supporting information, e.g. I.D. information for each member and proof of address to comply with the Right to Rent legislation. We will then put this forward to the Landlord. Once your offer is accepted we will ask for a referencing fee, and confirm all details of the offer, the parties involved and details of the tenancy. You will then be emailed a link to complete your online referencing and references.
What references do I need?
We will ask you to complete an online reference form, which will require you to provide your personal details, current employment details, your current Landlord details etc… Along with your reference application we will require you to provide photo ID in the form of a passport and or visas / work permits for entry into the UK. We will also require proof of address dated within the last three months. References are undertaken by an independent referencing company.
Who is responsible for contacting the utility companies?
As a Tenant, it is your responsibility to arrange setting up and closure of accounts directly with the utility supplier. All utilities should be on when you arrive at the property. However, you will need to contact your preferred utility provider and provide them with the Tenants’ full names, your move in date and meter readings where necessary to ensure you are billed correctly. We can help you with this.
What are your Fees?
We are a transparent agent; please click here for a full breakdown of Clarkes fees & Charges.
How much deposit and advance rent do I need to pay?
We ask for one month’s rent in advance and up to five weeks rent is usually taken as a deposit. You will be informed of the required deposit amount prior to the rental process getting underway and a holding deposit being taken.
Where can I find out more about the rental process?
You will be provided with a How to Rent which outlines the rental process for you in detail. If you have any further questions, please contact us and we will be happy to answer any questions that you may have regarding the rental process.
You will need to provide us with a certificate showing you have taken out contents insurance to protect the landlord’s goods before move in day. We can provide you with a FREE quotation.
During Your Tenancy
Who do I speak to if I need help with my tenancy?
If your property is managed by Clarkes Estates contact the management team on 01243 861344 or via e-mail to firstname.lastname@example.org where we will be happy to assist you with your query.
If Clarkes Estates do not manage your property, you will need to contact your Landlord directly and they will be able to provide you with the information you require. We will provide you with the Landlords contact details upon move in
I have a maintenance issue, what should I do?
If your property is managed by Clarkes Estates you should report maintenance via your 24/7 MyProperty file, our online maintenance reporting system. Available online day or night, you can report the issue, upload a photo, and we will deal with your problem. You will be updated every step of the way. To report a maintenance issue, click here.
The team can be contacted at email@example.com or 01243 861344
If Clarkes Estates do not manage your property, you should contact your Landlord directly.
How do I pay my rent?
When you sign your Tenancy Agreement we will explain the rental payment process. We will give you the account details of who you need to pay, Clarkes Estates or the Landlord directly. The payment details are contained within your Tenancy Agreement.
What happens if I pay my rent late?
If Clarkes Estates manage the property, you will receive an e-mail informing you that your rent is outstanding and you will be required to make an immediate payment as per the terms of your tenancy agreement. Failure to make payment will result in a formal rent arrears letter being issued which is chargeable, as outlined on our fees & charges.
I cannot log into MyProperty file
Please contact our lettings team who will help you reset your password.
How do I renew my contract?
Clarkes Estates will contact you and your Landlord 90 days prior to the end of your Tenancy Agreement to ascertain your renewal plans. Negotiations will take place to ensure that your tenancy is renewed on acceptable terms. New documentation will be issued to you and available on your MyProperty file for you to view, digitally sign and download as required.
End of Tenancy
How do I serve notice to vacate my property?
Notice will need to be served in accordance with your Tenancy Agreement, please refer to your Tenancy Agreement to check if you are within your notice period.
If Clarkes Estates manages your property you can serve notice via e-mail to firstname.lastname@example.org on or before your notice date. Please ensure that your e-mail has your property reference along with your notice dates so it can be processed accordingly.
If your property is not managed by Clarkes Estates you will need to serve notice directly to your Landlord as outlined in your Tenancy Agreement. Please also copy us email@example.com into the e-mail for our reference.
When should I make my last rent payment?
You will need to contact your bank to cancel your standing orders or online payments in line with your notice period. Please note we do not have access to payments from your account. Failure to cancel your payment resulting in a refund process will incur a charge. Please see our list of fees / charges
What should I do with keys, fobs and parking permits at the end of tenancy?
Please note unless otherwise instructed all keys, fobs and parking permits should be returned to Clarkes Estates on the day of vacation. Failure to return keys will incur a charge of your daily rental amount until all keys, fobs and parking permits are returned.
What costs should I expect at the end of tenancy?
You are responsible for the cost of an Inventory Check-out. You may need to have the property professionally cleaned to return it to the standard at Check-in. We can recommend cleaning companies who will be able to provide a FREE estimate for you once they have visited your property.
The cost of the Inventory Check-out is based on an independent Inventory company’s price list. An invoice will be provided to you.
What is the Tenancy Deposit Scheme?
Since April 2007 all deposits taken for Assured Shorthold Tenancies are registered with a recognised deposit scheme. Please refer to your Tenancy Agreement for details of your deposit scheme.
Clarkes Estates managed properties are registered with the Tenancy Dispute Service.
When will my deposit be returned?
The Inventory Check-out report is provided to both the Landlord and Tenant for comment and costing. Once final bills have been settled on the Tenancy and deductions, if required, have been agreed with all parties, the deposit can be returned.
“Trigg & Co offers all of its landlord clients it’s unique ‘Rent on Time’ Service. Tenants deposit monies are held by Rent on Time Limited in the Tenants Deposit Scheme.”