As a tenant at Fortress Property Solutions expect reliable and proficient property management from our capable and competent professional property managers at the office, easy and simple tenancy sign-up, emergency call-outs from our maintenance team when required and prompt deposit returns at the end of your tenancy subject to the terms and conditions of the Deposit Protection Scheme (DPS).
We will explain below what to expect throughout the renting process with Fortress Property Solutions.
Step 1 Finding a Property
To make it easier for you the tenant to find a property to rent with us at Fortress Property Solutions, we offer some very useful and free services via our website and in-house tenant enquiry and management team at the office. From our quick search facility to our handy journey planner on all property details, we at Fortress Property Solutions take the hassle out of finding a property to rent. All our properties for rent are advertised on all major marketing portals. You won’t need to revisit the website once you have registered with us because we do the hard work for you by keeping you alerted to all our new available properties with Phone, Email & Text Property Alerts. Once you find a property to rent, we guide you through every step of the way.
Step 2 Reserving a Property
When you wish to secure a property to rent with us at Fortress Property Solutions, we will require an initial Holding Deposit, the equivalent of one week’s rent, in order to submit an offer to the landlord. This will be held until the Tenancy Agreement is entered or up to 5 calendar days.
Acceptance of your Holding Deposit does not imply a tenancy, which will only be created when the Tenancy Agreement has been signed by all parties. Please note that your offer is subject to Landlord Approval and in accordance with the Estate Agents Act 1979, the marketing of the property will continue whilst your application is processed and until the tenancy agreement has been signed. Where a Tenancy Agreement is entered into the Holding Deposit will be utilised towards the first month’s rent due under the tenancy. Your Holding Deposit may be retained if you fail a Right to Rent check, provide false or misleading information or if you decide not to enter into a Tenancy Agreement.
In any circumstances where your Holding Deposit is refundable this will take up to 7 days. The Holding Deposit will be refunded if the landlord decides not to enter the Tenancy Agreement within 5 calendar days of Holding Deposit payment, unless mutual agreement by both landlord and tenant to extend the period in which the Tenancy Agreement is entered into.
The balance of full move in monies will be taken once referencing is complete and your offer accepted. Please note that the balance of all moving-in monies can be paid via Bank Transfer or in the office.
Step 3 Providing Reference Details for Renting
Before we can draw up the Tenancy agreement we will need to take references including a credit check. We have to satisfy the landlord that you are able to pay the rent and have a good character reference. You will receive an email with the details of the referencing process and an online application form; for which all information needs to be completed within 24 hours.
In order to meet our referencing criteria we will ask you to provide the following:
- Proof of address and your address history for the last 3 years
- Proof of identity and if applicable proof of residency (visa documentation etc.). This is also known as the Right to Rent Checks.
- 6 months’ bank statements and 6 months’ payslips as proof of income
- Income/ occupation details
- Previous landlord/ managing agent details (if any)
- Students will be asked to provide proof of student status
There may be circumstances whereby Fortress Property Solutions will require additional documentation in order to support your application for a tenancy. Where this is required your Property Consultant will be in touch with you directly.
About Guarantors
In some circumstances, we will ask for a Guarantor to underwrite the rent. Typically this is the case when the tenant is a student, is self-employed or has only been employed for a short while. A Guarantor has to be a homeowner, have a clean credit history, and be in employment or in receipt of pensions. Your contact at Fortress Property Solutions will explain more if necessary and make the appropriate arrangements.
Step 4 Guidance for Overseas Tenants
Many people from overseas successfully find a property to rent with us at Fortress Property Solutions. Simply complete as much of the reference detail as possible and we will process your application. We appreciate that you may wish to discuss or read about renting in your own language. Many of our staff are multi-lingual so just ask us if you wish to speak in your own language.
Step 5 Deposits, Fees and Rental Payments
Deposit with the first rental payment
On the majority of tenancies, we take 4 weeks’ worth of rent as deposit along with your first month’s rental payment, in line with current legislation. Under the provisions of the United Kingdom Housing Act 2004 every landlord or letting agent that takes a deposit for an assured shorthold tenancy in England and Wales must join a tenancy deposit scheme. As complies with the law, your deposit is safeguarded by an independent rental deposit scheme called Deposit Protection Scheme (DPS).
Registered DPS Agent ID Number: 1853466
Payment
Once a moving date has been agreed and references have all been approved by the landlord, the tenancy agreement will need to be signed by all parties and the initial monies in full will become due less any holding deposit previously paid:
This is made up of the following:
- Deposit normally equal to four weeks rent.
- The first month’s rent in advance. (rent is worked out on a per calendar month basis), which is, if you are not aware; the weekly rent, multiplied by 52 weeks and divided by twelve months to give the per calendar month rental figure.
The above monies need to be in a cleared form before the tenancy is able to commence, payment by means of either a banker’s draft, cash or paid directly into our client bank account and showing as cleared.
Tenant Fee’s
Our aim is to be as transparent and honest about our fees as possible which will enable you and help you make informed decisions without any surprises. Monthly Rental Payments: This is paid in advance and your rent will become due by arranged method on the same date every month thereafter.
Company Let
Company applications are acceptable where the company will be paying the rent. Please note that all monies to be paid on the signing of the agreement prior to the occupation and should be paid in cash or by bankers draft, unless they are paid a minimum of seven working days prior to occupancy.
How to pay the rent?
Please find our Bank details below.
It is the tenant’s responsibility to make sure the payment is in the bank account by 5.00PM on the date the rent is due (or earlier) regardless if it is a Bank Holiday, Saturday, Sunday or any other working day.
Ways to pay
- Direct Debit/Standing Orders
- Inter Bank Transfer (Internet Banking, Telephone Banking or Mobile Banking)
Reference
Please always use your door number and the beginning of the road name as reference.
Other references as your name are hard to detect.
Our Primary Bank Account as follows
Account Name: Fortress Property Solutions Ltd (Client Account)
Name of Bank: Virgin
Account Number: 29 89 97 38
Sort Code: 05-02-00
Please note we regret that we DO NOT accept cheques unfortunately. Rental payments can only be accepted in the name of the tenants named on the Tenancy Agreement. Please do not hesitate to get in touch may you need further information regarding the rental payment process.
Step 6 The Letting Agreement Between the Landlord and the Tenant
You will be provided with a copy of the contract you sign known as the Tenancy Agreement. Both the tenant and the Landlord are required to sign the Tenancy Agreement. This will form your letting contract. The agreement normally used is called an Assured Shorthold Tenancy (AST). This entitles the Landlord to possession of the property at the end of the tenancy period. Most rental tenancies are for 6 or 12 months but can also vary.
Where the Landlord has instructed or accepted a break-clause, this normally provides a right for either the Landlord and/or the Tenant to terminate the Agreement after a shorter period, typically 6 month less that the tenancy term – but with 2 months’ notice period (so 4 months less occupation that the full term in total). This notice has to be served in writing by the party giving notice. Any special requirements, such as an extra item the landlord agrees to supply e.g. a bed, or variations to the standard tenancy agreement will be listed in a Rider document and attached to the Tenancy agreement. You should note that the Landlord does not have an obligation to carry out pre-contract promises of furnishings or repairs for renting unless they have been listed on the Rider attached to the Tenancy Agreement. This does not apply to items which are required by statute or properly arise after occupation.
Your property consultant at Fortress Property Solutions will go through the Tenancy Agreement with you, and provide you with a copy signed by all parties. Generally the points you should note under the Tenancy Agreement are:
- The Tenancy Agreement is between you and the Landlord. Fortress Property Solutions are not a party to the Contract and are not appointed to arbitrate its terms.
- All named tenants have joint and several liability under the Tenancy agreement.
- You are contracted to stay in the property for the duration stated in the Tenancy Agreement. The Assured Shorthold Tenancy agreement means that the Landlord has already served formal Notice to you to give up possession on the date stated in the Tenancy Agreement.
- Where a Guarantor has entered into an Agreement, in the event of the Tenant not meeting the obligations under the Agreement, the Guarantor would be liable to accept responsibility.
Step 7 Arranging Utilities
The arrangement in almost all cases is that the Tenant has to pay gas, electricity, telephone, water and local authority council tax unless stated otherwise. You should liaise with the Landlord to the obtain details needed to change services into your name. Electricity and telephone services must be applied for at least 4 working days before moving if possible.
The Tenant must advise all relevant utility companies when moving in and out. Meter readings should be taken at the start and the end of the tenancy. The gas / electric / water All companies should be informed of your name and the metre readings submitted to them. The Landlord is responsible for any repair/maintenance problems to appliances etc. but the Tenant is responsible for any breakages which should be reported immediately. All emergencies regarding Gas, Electricity, Water can be dealt with by calling your local utility companies who have 24 hour helpline assistance or emergency services, if required
Step 8 The Provision of Keys
We ask the Landlord to provide a set of keys for each tenant renting the property. Under no circumstances are locks to be changed by the Tenant without prior approval of the Landlord or Fortress Property Solutions. Tenants must ensure they return all keys to Fortress Property Solutions at the end of the tenancy period, otherwise monies will be deducted from the rental deposit money will be kept to pay for replacing any locks. We at Fortress Property Solutions sometimes retains a set of keys for management purposes.
Step 9 Moving Into the Rented Property
Your contact at Fortress Property Solutions will arrange for your ‘Check-In’ to the property you are renting. At this stage a report, (an inventory or Check-In Report) will be prepared to record the condition of the property. We ask you to sign this report to clarify that the condition of the property is as recorded. We ask the Landlord to ensure that the property is clean and tidy prior to you moving in. We also ask the Landlord to leave you any instruction or appliance manuals in a binder for your reference. And, if the property is ‘Managed’ by Fortress Property Solutions, we will send you a Tenant’s Information Welcome Pack detailing your contact details during the tenancy.
About inventory and check-in reports
If a Landlord does not arrange an inventory we prepare a report called a Check-In Report. It is important that you check you agree with the Inventory or Check-In report as it will be used to check the condition of the property at the end of the tenancy. Your Landlord will compare the Inventory or Check-In report against the outgoing report to determine if deductions for repairs should be taken from your rental deposit. The report will record the condition of the contents such as small household appliances, crockery etc, plus the general interior and large household appliances e.g. the fridge. A Check-In records the general condition of each room (the walls, appliances, curtains, lighting etc) which will be compared against a report done at check-out stage.
Step 10 Your Safety under Gas, Furnishing and Electrical Regulations
The Landlord is obliged to make arrangements to ensure that the property is safe for you whilst renting under gas appliances, furnishings and electrical regulations.
The Gas Safety (Installation and Use) Regulations 1998:
All gas appliances and associated pipe work must by law be maintained in a safe condition and be checked for safety at least every 12 months by a suitably qualified engineer. Before moving into the property, you must be handed a copy of the last record of inspection. Also, a record of these checks should be in the property. Similarly, instructions for these appliances should be in the property. If you feel that these conditions are not being complied with tell your Landlord immediately.
Furniture and Furnishings (Fire) (Safety) Regulations 2010:
Amongst other matters this Act requires that all furniture must have a label clearly showing that it is fire resistant. Any new or additional furniture being put into the property must also comply with these regulations.
The Electrical Equipment (Safety) Regulations 1994:
Electrical appliances must be checked before you move in to the property.
Step 11 Contact During the Tenancy
Unless your rented property is ‘Managed’ by Fortress Property Solutions you will deal directly with the landlord after you move in. Your property consultant at Fortress Property Solutions will be able to advise you on this point.
If you have any queries (Managed by Fortress Property Solutions Properties Only)
Once you have moved in to the property, we will email you a Tenant Information Welcome Pack, the contents of which are listed below:
From the date of your occupation all correspondence should be dealt with by your Property Manager at Fortress Property Solutions, whose contact details will be detailed in your Tenant’s Welcome Information Pack.
Please note that in the interest of all parties concerned, we at Fortress Property Solutions will only correspond or discuss any matters with the parties who are renting as named in the Tenancy Agreement. However, if any party wishes to nominate another to handle their affairs, they can provide a legal Power of Attorney document for that party and from then on, we at Fortress Property Solutions will only deal with this party in substitution of the original.
Contents of Tenants’ Welcome Information Pack for renting:
- Fortress Property Solutions Thank you Letter
- Contact numbers you’ll need for Fortress Property Solutions (e.g. your Property Manager/ Maintenance Team).
- Copy of the Fully Signed Tenancy Agreement.
- Property Inventory and Check-In Report with Photographic Evidence and Notes.
- Gas safety check (if applicable).
- Electric Certificate (if applicable).
- EPC Certificate (if applicable).
- How to Rent Guide?
- PRS Property Redress Scheme Information
- Deposit Protection Prescribed Information and Registration Certificate
- Spare standing order forms.
- Appliance Operation Explained/Documentation Warranty Provided (if applicable).
- Fortress Property Solutions Payment Instructions
- Any service contracts relating to property.
- Particular requirements relating to the property.
- Guidance notes issued to tenants: how to deal with condensation, deposits, giving notice on your lease, inspections, keys, replacing Tenant information, reporting repairs, tenant’s information sheet.
Step 12 If You Need Repairs Whilst Renting (Managed by Fortress Property Solutions Properties Only)
You should report any maintenance issues to your Property Manager at Fortress Property Solutions via phoning our office on 0203 1461 786 or you can send an email to your property manager whose contact details will be within your Tenant’s Welcome Information Pack.
Some of our landlords insist we obtain their authority prior to arranging any repairs at your property. We at Fortress Property Solutions appreciate that you want the property to be in working order and try to arrange repairs as soon as possible. Before we can go ahead we may have to gain a quote for the works from the contract repairer and then seek the Landlord’s approval first.
Out of hours repairs for emergencies only
For emergency repairs that occur out of hours – 5pm to 10am – you need to phone a separate number. Once you become a tenant with Fortress Property Solutions, you will find the telephone number within your Tenant’s Welcome Information Pack.
Step 13 Visual Inspections (Managed by Fortress Property Solutions Properties Only)
During the course of the tenancy, every four months, we at Fortress Property Solutions may inspect the premises you are renting to verify that the terms of the Tenancy Agreement are being complied with. We will either email or telephone you to make arrangements for an inspection date. Provisions for these arrangements are included in the Tenancy Agreement.
Step 14 Renewing Your Tenancy Or Moving Out
Two months before the end of the tenancy, we at Fortress Property Solutions will contact you to see if you would like to renew your tenancy. If you wish to stay on in the property we seek approval from the Landlord first and make any necessary arrangements. If the Landlord does not wish to renew the tenancy we can start looking for an alternative property to rent if you wish. Please appreciate that if you are not staying in the property we may wish to show it to other prospective Tenants during your notice period.
Step 15 Return of Your Rental Deposit
At the commencement of the Tenancy you would normally have been checked in and an inventory or Check-In Report outlining the condition of the property which will be included within the Tenants Welcome Information Pack. At the end of your Tenancy, a similar Check-out Report is compiled and this is where the condition and cleanliness of the property is checked and reported back to the Landlord. Normally this document is referred to by the Landlord in deciding what deductions for repairs, if any, need to be made from your deposit. Fortress Property Solutions cannot be involved in any decision over return of deposit – this is between the Tenant and the Landlord. You can liaise with the Landlord about return of deposit, after the inventory or our Check-Out report has been done. A copy of this report will be sent to you for your reference.
Protection of Deposits for Tenants
When your tenancy ends, an inspection of the property will be carried out, either by the landlord, ourselves or an independent inventory clerk instructed by the landlord. Landlords are required by legislation to pay a tenant’s deposit into a separate custodial or insurance based Deposit Scheme. Either type of scheme will protect a tenant’s deposit money. If only part of the deposit is in dispute, then the remainder that is not in dispute must be returned to the tenant within a maximum of 10 days of the tenancy ending. The tenant and landlord can jointly or separately apply to the Deposit Scheme to have their case referred to Resolution or Court. Once a resolution has been reached, the deposit must be returned within a maximum of 10 days. Landlords who let their property through Fortress Property Solutions use the Deposit Protection scheme (DPS).
Step 16 Useful Telephone Numbers for Utility Companies and Council Numbers
Useful Gas Numbers
National Grid 0845 835 1111
British Gas 0800 048 0202
Scottish Power 0845 270 7008
N-Power 0800 316 8558
Useful Utility Number-Electric
EDF 0800 096 9000
Southern Electric 0800 107 9639
Useful Utility Number – Water
Thames Water 0845 920 0888
Council Tax Numbers
Epping Forest Council 01992 564 188
Waltham Forest 0208 496 3000
Redbridge 0208 227 2926
Newham 0208 431 2000