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Tenants Services

We have a range of properties throughout Nottinghamshire and work with our applicants to match them to the best property for their needs. Please search the properties we have available through our property search facility.

Arrange a Viewing

Once you have found the property that you wish to view call the office on 0115 9166160 and they will arrange the appointment.

Complete an application form

Once you have chosen a property you will need to complete a Tenancy Application Form this can be requested from the office and filled in online or on paper.
Any applicant that is not in full time employment? will need to have a guarantor in place. The guarantor will also need to fill in an application and must be in full time employment or have sufficient proof of funds.
The Application Form allows us to obtain the landlord’s approval to proceed with the letting. Employer and previous landlord references are taken and a report is obtained from a Credit Agency called Endsleigh. Please ensure that you contact your employer and any previous landlord so that these are returned as quickly as possible. We anticipate 3 - 5 working days to process the application.
There is a charge of £150 for the first applicant and £50 thereafter on submission of the application to cover the costs associated with the credit report and drawing up a contract.
Once an application has been accepted, the property is taken off the market and is let subject to the approval of the references. Once an application has been accepted, the Application Fee is non refundable.
On occasion we may receive more than one application on a property. Our commitment is that we will only ever process one application at a time on a property, so if multiple applications are received a decision will be made as to which application we will progress. The other parties will be informed at the earliest opportunity and receive a full refund of any amounts paid. We will also endeavour to find suitable alternative accommodation.

Signing of the Tenancy Agreement

Once the application has been approved and the landlord’s approval has been obtained, we will arrange for you to come in and complete the Tenancy Agreement.
At the time of signing you will be required to pay one months rent as a deposit which will be held in the Deposit Protection Service (DPS).
At the signing of the agreement a moving in date will be arranged. On this date one of the lettings team will meet you in the property to run through the inventory and check you into the property. Keys will be handed over at the appointment in exchange for the first months rent. Shields & Co will also supply you with a copy of the Gas Safety Certificate, bank details for transfer of rent and a welcome pack. Meter readings will be taken and we will inform the gas, electric and water suppliers and the Local Authority that you have moved into the property.

Utilities & Council Tax

Unless explicitly detailed, you will be responsible for electricity, gas, water, council tax and telephone bills on the property. You will need to arrange the transfer of electricity and gas accounts at the start of your tenancy and provide them with the meter readings on your inventory. You will be required to inform us immediately if you change your electricity or gas supplier.

You will also be required to notify the relevant Local Authority of the commencement of your tenancy so that they may invoice you directly for Council Tax. Please note that if you are a single occupier you are entitled to a 25% discount.

We cannot make any arrangements to connect a telephone and suggest you contact either BT (0800 800 150) or Virgin Media (0845 454 1111) at least three working days prior to occupation.

A television licence and any cable, digital or satellite television arrangements will be your sole responsibility. However, if a cable, digital or satellite service is not already available at the property you must contact us for written permission prior to installation.

Insurance

The landlord is responsible for insuring the main structure of the building and any of their contents, fixtures and fittings. This insurance will not cover your belongings and you are therefore advised to take out separate insurance cover in this respect. If you need more information, a member of staff will be happy to go through this with you.

Periods of Absence / Frost Damage

You must notify us in writing when the property will be left vacant for more than 28 days. During cold periods the property should not be left empty overnight without any heating, due to the risk of freezing and bursting pipes. Water should be turned off at the mains stopcock whenever a property is left empty during winter months.

Maintenance & Repairs

You must contact us immediately in respect of any maintenance problem (wherever possible via the ‘Fault Reporting’ form on the website. The landlord is responsible for the fabric and services of the building, plus any fixtures and fittings such as kitchen appliances; except in the instance whereby the damage or fault has arisen due to neglect or misuse. Expenses incurred without prior approval may not be refunded.

If the property has gas an annual safety check is required by law. You will be expected to allow our appointed engineer reasonable access.

End of Tenancy

When you wish to vacate the property you must give one month's notice in writing to be received at our offices no later than two working days after the date of the notice. If, for whatever reason, you need to vacate the property during the initial term then we will endeavour to re-let the property, thereby releasing you from your ongoing liability. There is an early release administration fee to offset some of our additional costs in this respect.

Keys must be returned to our offices by 12 noon, or before, the day of vacating the property, together with a forwarding address. Failure to return keys will result in a continuing liability for rent.

An end of tenancy inspection will be carried out by your Property Manager and you will be notified of any faults and, in some minor cases, be given the opportunity to return and rectify the problem. During the inspection electricity and gas meter readings will be taken and we will notify the service provider of the end of your tenancy and liability.