Introduction

In the past few years City & Swansea Council, as a local authority have a policy to lift standards of accommodation.  This has also come as a directive from the National Government through legislation.

As a result, tenants also have a part to play in maintaining standards, and by complying with fair terms of tenancy, you are able to create correct and amicable relationships with your landlord and ourselves, as their agents.

Therefore, we have put together some basic information and tips to assist you renting accommodation through us

About your Tenancy

This Summary does not contain the full terms and conditions of your tenancy, a copy this will have been given to you. It is important that you take time to read the Tenancy Agreement thoroughly as you will be bound by these terms for the duration of your tenancy and occupation.

Firstly,  if we have been asked to only let the property and not deal with rent collection or management, you will have been given full details off your landlord

Where we are acting as the management agent, you will be dealing with us rather than your landlord, although may be from time to time, you may have contact with your landlord.

The Landlord

Landlord and Tenant Law prevails under UK law and as such your tenancy will always between Landlord and Tenant (Landlord & Tenant Act 1987).

The Landlord is the legal owner, or Trustee for the property and is granting you the Tenancy to occupy the property for the return of rent and for a period of time

Type of Tenancy

You will have sighed an Assured Shorthold Tenancy under the Housing Act 1988 (as amended by Housing Act 1996). This type of tenancy is the most common form of agreement now used by landlords.

Duration of the Tenancy

Normally we create tenancies for a minimum period of 6 month and thereafter month to month. You are liable to pay the Landlord the rent for the full fixed term of the tenancy, and if continuing, them monthly thereafter

Rental Due Date

This is the date from which the tenancy commences and the date that your rent is due.

You are obligated to pay your rent in cleared funds prior to this date.

Cleared Funds

Cleared Funds is an expression that means the funds are free to be used, so if paying by a cheque, it usually takes 5 – 7 working days for us to be able to pay our landlord – to ensure that the cheque is honoured by your bank. Therefore, the rent must be paid in enough time to allow for the clearing of cheques by the due date.

Joint & Several Liability

If there is more than one name on the tenancy agreement then the tenancy is called a joint tenancy, and therefore the named tenants have Joint and Several Liability of the Tenancy.

This means that if one party was to vacate prior to the end or expiry of the tenancy, the remaining tenant(s) will be liable for the full rent and terms of the tenancy.

Also, if one party does not pay their share of the rent, the other(s) are equally liable for the arrears, or if one party damages the property, fixture or fittings, it will be treated as all of the tenants have damaged the property, fixtures or fittings. Therefore, it is most important that you are happy to share the property with your co-tenants prior to signing.

Moving In

As soon as you move in to the property, you will need to deal with the following:

• Read the electric, gas and if applicable water meters and inform the utility companies of the readings. Please also contact us with these readings.

• Check the inventory/condition report contained within your tenancy agreement for any discrepancies. Should you wish to make any comments, please detail them on this document and return a copy to us within 7 – 14 days of occupation. If we have not received an amended copy within this time, we will take it that you agree with the printed copy, we will not be able to take any comments for you after this timescale and the inventory will then be used as the basis for your check out against unfair wear and tear.

Should you have any queries or problems on your occupation, please contact us as soon as possible. For experience, we understand that moving is a stressful time for all, and therefore, we will try and act as quickly as possible to sort any minor problems that come to light on your occupation

For this reason, we have set up an online form for tenants to communicate repairs to us 24 hours a day

Animals

Unless you have negotiated the keeping of a pet in the property, you will not be allowed. It will be regarded as a breach of tenancy, if you allow a pet or animal to be kept at the property without consent from the landlord.

Therefore, If you don’t have written permission – Don’t keep an animal !

Smoking

It is very difficult to prevent persons from smoking in rented accommodation, Therefore clauses have been inserted, so that any damage due to smoking, stains, burns deterioration of the décor will be chargeable to you, the tenant. Therefore, it is advisable that if you, your partner or guests smoke, do so outside, it could save you money!

Please read the FAQ page for answers for some of the common question asked

Insurance

Under normal circumstances the Tenants contents will not be covered under the landlord’s insurance policy. Therefore you should make your own arrangements for cover. It is advisable that you cover fridge/freezer contents, as this can a costly to replace in the event of electrical power failure or other problem.

You will not be able to claim against the landlord.

Tenants contents insurance is available through Letsure

We can also cover basis Tenant’s Liability insurance at £60 per 12 months – this is also portable, should you move property.

Utilities

Tenants should read all meters on entry, regardless of any other person’s actions. You should notify the authorities of the meter readings, council for council tax purposes and the relevant water authority.

Many utility companies do not take third party information, such as from a letting agent. Therefore if you have not read the meters on occupation and vacation, you may be in for a shock when a final demand arrives for a very large sum of money.

Refuse Collection

When occupying a property for the first time, it is good advice to contact a neighbour to find out the procedure for the disposal of household rubbish. This should include any recycling facilities in the area.

Do Not allow rubbish to mount up in the back garden, this only encourages rodents and other unwanted pests to frequent the area. Also any cost for removal of this rubbish will come down to you.

Recycling

The Council provides a number of recycling sites across the City so that members of the public can dispose of their recyclable waste, such as glass, paper, cans and textiles.

The Kerbside Recycling collection service for paper, glass and cans and is now offered to every home in Swansea.

For further information about any aspect of recycling please contact the recycling office (01792) 635600 or email  recycling@swansea.gov.uk

Noise/Unsavoury Behaviour

In certain properties, such as converted houses into flats, there is a greater risk of impact noise due to the construction of the property.

Therefore, laminate flooring is now considered a problem in this type of property and should not be laid.

Load music/parties are very well in private grounds, but in flats, semi-detached and terraced houses can cause a nuisance and annoyance to neighbours. BE considerate to your surroundings.

If there has been cause of complaint, address the neighbours courteously and try to reach an amicable agreement on the level of acceptable noise.   However, you have to live, so someone cannot argue about you walking, talking, laughing etc.

Health & Safety

In certain types of accommodation, such as Houses in Multiple Occupation or HMO, there is a requirement for the landlord to provide fire-fighting equipment for your safety. These are NOT toys and should be regarded as your lifeline.

DO NOT set off fire extinguishers for fun. If you do have cause to use an extinguisher or blanket INFORM the Landlord or Agent as soon as possible. This is for two good reasons, 1, the equipment will need refilling or replacing, and 2, the insurance company may need to be informed.

Smoke alarms, these are only as good as the batteries in them. You will be responsible for the replacement of the batteries. Don’t get caught out. -  Press the Button Test them at least one a week.

Self-closing mechanisms on fire doors. We all know they are a pain; your carrying a tray and it slams in your face!

These are designed for your safety and well being – DO NOT tamper with the springs, remove them altogether. They are costly items to replace and reset and this cost will came back on to you.

They are there for good reason -  they will prevent the spread of fire enabling you to vacate the property more safely.

If the property has an automatic fire detection system, make sure that there are no faults on the panel and that no one a has broken the sounders or call points.

ALWAYS CHECK THE MEANS OF ESCAPE – this will normally be through the centre of the property and out through the front or back doors.

CONDENSATION OR DAMP ?

Many tenants report to letting agents that the property is damp as mould growth has appeared.

What is condensation?

Condensation in a building usually occurs when warm air comes into contact with a cold surface. The air is cooled below its saturation point causing its excess water vapour to change into liquid water. The condensed water usually appears as water droplets or water film on non-absorbent surfaces such as windows or tiles. This form of condensation is described as surface condensation.

Conditions for condensation

Condensation in dwelling houses is mainly a winter problem particularly where warm moist air is generated in living areas and then penetrated to colder parts of the building. Water vapour is produced in relatively large quantities from a large number of activities. Condensation will also occur under suspended timber floors where the temperature of humid air in the floor space is lowered by cold air moving in through ventilators and water is then condensed on the underside of the timber floor, this will often induce timber decay of the wooden floor.

The causes of condensation

In dwelling houses condensation is related to modern living standards, economic pressure and changing building design. The main cause of condensation is naturally the generation of moist warm air by domestic activities. Moist air can come from cooking, bathing, washing and drying clothes as well as paraffin heaters and flueless gas heaters – up to 17 litres of water can be produced daily in some homes! In certain areas such as bathrooms and kitchens the moist, warm air can spread to cooler parts of the house to condense on cold surfaces.
The effect of moisture generation is further aggravated by the way houses are ventilated – it is theoretically possible to avoid condensation by adequate ventilation. Up to about the late 1960s there was natural ventilation in many homes because of the lack of double-glazing, poorly fitting windows and doors, open fireplaces. Present attitudes have eliminated natural ventilation by the use of double-glazing, draught excluders, fitted carpets (preventing air movement up through suspended wooden floor boards) and the removal of open fireplaces with the introduction of central heating systems. To put it simply buildings have being effectively sealed and provided ideal conditions for condensation to occur.

Unoccupied and/or unheated throughout the greater part of the day allowing the fabric of the building to cool down, The moisture producing activities are then concentrated into a relatively short period. This sudden increase in warm air can produce condensation as the air comes into contact with the relatively cold structure which is still warming up.

MOULD GROWTH

Mould growth will appear on any damp surfaces such as plaster, wall-paper and timber and is associated with condensation problems in many buildings. It is unacceptable because of appearance (unsightly growths of various colours – greens, yellows, pinks, black, grey or white).

There are many factors for such growth. It is agreed that “black mould” will settle on damp areas.

However the main cause of such mould can be one of the following reasons:

• Drying Clothes        –  particularly on radiators, can increase condensation unless you open a

window to compensate and allow the air to flow.

• Tumble Drier          -   If this is not vented out of the property, moist air will circulate and settle

on cold surfaces producing condensation. Unless this is wiped off, mould can form.

• Doors                     -    Keep bathroom doors shut when bathing or showering. Kitchen doors

shut when cooking.

• Windows                -    Keep windows open when bathing or showering or when cooking

• Portable Gas fires  -    Under no circumstances should these be used in rented

Accommodation – for this purpose the produce more than a pint of water vapour per pint of liquid gas consumed.

There are also extremely dangerous – Carbon Monoxide

• Extractor Fans        -    These should be used when appropriate

• Cupboards etc       -     If these are placed too close to walls, air cannot circulate and

therefore, mould growth will form on walls. Always allow a suitable gap

Electrics & fire

Make sure that you do not dry clothes on appliances not designed for such a purpose. Always check that flexes, cables are free from from damage and wear  and make sure you use the correct fuse for the appliance

REMEMBER THE COLOUR CODING FOR PLUGS

Gas

If the property has gas appliances supplied by the Landlord, these will require an annual landlord’s safety certificate to check for soundness.

It is a criminal Offence for a landlord not to have the appliances tested annually and records kept of any maintenance. Gas safety (Installation and Use) Regulations 1998 and amendments, as a tenant you have also the responsibility for allowing access for engineers to carry out safety checks on the appliances.

If you don’t, you are putting your lives in danger.

There will be plenty of notice given to tenants of a visit, and even telephone numbers to contact the engineer to make a suitable appointment.

Don’t forget, that contractors hate wasted journeys the same as you, so if an appointment is made – keep it.   If you can’t phone the engineer or the agent in good time.

If you smell gas

Please extinguish any cigarette or any naked flame.

Turn off gas supply at meter

Open Windows for ventilation

DO NOT turn any electrical appliances on or off

Leave the property

Telephone the Transco to report the escape and listen to their instructions

Tel:     0800 111 999

Should any gas appliance breakdown, please do not repair it, contact us, and we shall send a qualified GAS SAFE registered installer to attend to the fault. Or – in an emergency (only) contact a suitable GAS SAFE  Registered contractor to make a suitable repair. We would be obliged though, that you inform us of all emergency incidents and the name and telephone number of any contractor that has been called out.

Water

Make sure that you know where the stopcock is located.

Make sure that all drain plugs are removed when the property is unoccupied. If away for long periods, please turn off the water supply at the stock cock. Please inform us of any long stay away from the property (i.e. 3 weeks or more) in order that suitable arrangements can be made in winter for frost protection etc.

Washing Machines

It is always advisable to turn off the taps when the appliance is not in use. It is recommended that liquid detergent be used in the machine in preference to powders.

If you do use powders, please clean the dispenser trays and any filters after use or at least once a month. You may be charged if a repair is made due to clogging of any filter or foreign material found clogging the machine, as use of such machines require regular cleaning as part of normal use.

Security

Please ensure that all doors and windows are closed and locked at night and when the property is left unattended. Please use any security devices at the property

If the property has an keypad alarm, if you change the combination, please inform us or the Landlord, to avoid any unnecessary problems with authorities.

Keys

Please use common sense regarding keys, take all labels associated with the keys off the bunch. If keys are lost or stolen, you will be responsible for the replacement of locks and addition keys.

On vacation of the property, do not leave the keys in the property or with any other person. Please return them to our office. Costs may be incurred if keys are not returned to us.

Gardens

During the growing season, lawns will need to be cut every 7 days, this will ease the problem of overgrown and unsightly gardens. Under the terms of your tenancy you are responsible for the cutting lawns and keeping the garden tidy. Do not cut down any trees or take up shrubs

We expect that the garden will remain in a suitable condition throughout the tenancy and on vacation.

Parking

Do not obstruct other parking spaces, garages or drives; acquaint yourself with the designated parking areas. If there is a resident parking permit required for the parking area, these are normally obtained direct from the local authority.

Cleaning

At the end of the tenancy the property should be cleaned to a good standard. Everybody’s perception of a good standard is different.

Therefore, please make sure that all sanitaryware are clean and disinfected. The kitchen appliances are cleaned professionally. The carpets are vacuumed. If heavily soiled during the tenancy, then the carpets should be professionally cleaned. This could account for Per

What is clean ?

Free from dirt, contamination, impurities, etc.; unsoiled; unstained

Therefore, in general terms a property should be free from dirt/grime, carpets unstained

The very minimum , the carpets should be vacuumed – if soiled then a professional cleaning company would be required to deal with this having regard to the above statements.

Kitchen appliances, should be free from food residue, grease, “burnt on stains”, tenants should ensure that they only use suitable cleaning products for the job and have regard to the type of appliance being cleaned – ie if self clean sides to ovens – do not use cleaning agents.

Tenants should remember to:

Completely clean inside and outside the kitchen cupboards and all shelving.
Clean the oven, inside and out – including the hob and grill.
If there is a microwave, that gets a thorough clean both inside and out.
Same applies to the dishwasher (if applicable).
The fridge is also given a thorough clean.
All kitchen worktops are wiped (right into the corners).
If required, the freezer is defrosted and cleaned inside and out.
Sweep and wash hard surface floors – or vacuum if the floor is carpet.
The sink is de-scaled.
All window ledges get a damp cleaning, as do skirting boards, door frames and radiators.

Bathroom Cleaning

The toilet, bath, shower, sinks and floor are all thoroughly scrubbed and disinfected. Tiles and mirrors are all wiped and all grime and scale removed.
Door frames, skirting boards and any worktops are also wiped, leaving the bathroom in a perfect clean condition, ready for your new tenant.

Rubbish and tenant’s unwanted items of furniture should be removed from the property and disposed of in a proper manner. The landlord can charge against the deposit for disposing of these items – dumping costs can be high.

Pests

Ants
These are of no public health significance but can be a nuisance. Control measures are generally only required where ants are entering buildings. Access points should be sealed using mortar, cement or mastic as appropriate together with the application of a residual insecticide.

There are two species of ant commonly found in the the UK:
The Garden (Black) Ant
The Pharaoh’s Ant

The Garden Ant has a black segmented body, the workers are 5mm in length and the queen is 15mm long and brown in colour. Their nests are found in soil, lawns and close to buildings.

The Pharaoh’s Ant which is of tropical origin is a smaller species; the workers are only 2mm long, the queen 5mm long and both are yellow in colour.

How can they be controlled?
There are several measures you can take to control Garden Ants:
Identify and destroy the nest using boiling water or a proprietary insecticidal dust or spray around the nest and opening in buildings.
Ensure that sugary foods are kept in sealed containers and all food spillages are cleared up.
An infestation of Pharaoh’s Ants must be professionally treated.

Safety?
All pesticides are applied by our qualified and experienced staff to ensure the safety of the public and minimise damage to the environment.

Fleas
The most common fleas found in British houses are the cat flea and the dog flea. The human flea is now extremely rare and is largely found in piggery’s.

How to spot them
Fleas are brown, around 2mm long, 1mm high and so thin that they look almost flat. The adult feeds from birds or mammal while the larvae feed on small particles of organic matter.
Fleas pass through three stages (egg, larvae and pupa) before becoming an adult. Their eggs are smooth, oval, greyish white and very smooth (1/4mm). They can only just be seen with the naked eye.
The fleas’ armour makes them almost impossible to squash and they are capable of jumping a vertical height of 30cm. This represents 200 times its own body length, if a man were to jump this height it would be around 350m straight up in the air!

Habits

Both adults and larvae live in cracks and crevices, usually on the floor or in the host’s bedding. Each species of flea is more or less dependant on their own species of host, but remove the host and some fleas can live for months on human blood. However they cannot breed and so will die eventually. If a house has been empty for months fleas can lie dormant until a host appears for them to feed from. 
Control

You would need to contact the Pest Control Department in City & County of Swansea

With cat or dog fleas it is necessary to have the animal treated (your vet will be able to help) and have its bedding thoroughly washed and treated with insecticide.

All floors, cracks, crevices, fabrics and bedding should be treated with insecticide and bed linen should be washed.

We advise that you vacuum all floors and floor coverings and spray all new vacuum cleaner bags with insecticide to kill any fleas that are collected.