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Tenants

Finding a property

To make it easier for you to find a property to rent, we offer some very useful and free services via our website. From our quick search facility to our handy maps and updated images on all property details, we take the hassle out of finding a property to rent. You won’t need to revisit the website because we do the hard work for you by keeping you alerted to new property with Email & Text Property Alerts; you can even view all property details on our website via your iphone by downloading our app. Once you find a property to rent, we guide you through every step of the way with the help of our advisors and representatives.

Reserving a property 

When you wish to secure a property to rent with us, we will require an initial Reservation Fee of £200 in order to submit an offer to the landlord plus a further £125 administration fee once the offer has been accepted, and the balance of the full move in moneys will be taken seven days after payment of the Initial Reservation Fee. These payments are taken from the complete total and are not an extra fee.

Acceptance of your Reservation Fee does not imply a tenancy which is subject to Landlord Approval. The initial reservation fee is non-refundable should you cancel. Please note that the balance of all moving-in monies must be cleared within seven days.

In any circumstances where monies are refundable this will take up to 10 working days and may be made by cheque.

Providing reference details for renting

Before we can draw up the Tenancy agreement we will need to take references sometimes 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 need the following reference details for renting: 

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 or claims a form of Housing Benefit. A Guarantor has to be either a homeowner, be self employed or be in full timeemployment. Your contact at Midland Housing Ltd will explain more if necessary and make the appropriate arrangements.

Guidance for overseas tenants

Many people from overseas successfully find a property to rent with Midland Housing Ltd. 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.

We have translated the details we require for references into selected languages, which will be given to you when you start the reference process. 

You may find it helpful to translate these website pages into your own language by using Google’s free translation service at www.google.com/language_tools

It is however highly recommended that you start looking for a property 2 – 3 weeks prior to moving to the UK.

Deposit with the first rental payment

We take 1 months worth of rent as a deposit along with your first month’s rental payment. In addition we charge an administration fee of £95. As complies with the law, your deposit is safeguarded by an independent rental deposit scheme called Deposit Protection Scheme.

How to pay the rent

  1. By Standing Order (our preferred method)
    Standing Order dates must be set up for a minimum of 2 days before the rent due date stated in the tenancy agreement. This will allow time for the monies to be first transferred into the Midland Housing Ltd Client Account and then into the Landlord's account. 
  2. By Cash: 
    Between 10am and 6pm Monday to Friday into the office or call a member of staff on 0121 773 5500. 
  3. By cheque: 
    Cheque payments must be sent or delivered to: Midland Housing Ltd, 81 Stoney Lane, Sparkbrook, Birmingham, B12 8EQ. We must receive the cheque at least 7 working days before the rental due date stated on your tenancy to avoid any possible disruptions.  

We regret that we cannot accept Debit or credit card payments within the office and all rental payments must be cleared before or on your rent date.

A late fee of £25 will be charged to all late payers and this is automatically added to your account.

The Letting Agreement Between Landlord & 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. This entitles the Landlord to possession of the property at the end of the tenancy period. Most rental tenancies are for 6, 12 or 18 months. Where the Landlord has instructed or accepted a break-clause, this normally provides, under Clause 10 of the Tenancy Agreement, 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 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-contact 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 contact at Midland Housing Ltd 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. Midland Housing Ltd are not a party to the Contract and are not appointed to arbitrate its terms.

All 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 unless renewed for a further period.

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.

Arranging utilities

The arrangement in almost all cases is that the Tenant has to pay gas, electricity, telephone, water and local authority council tax. You should liaise with your Midland Housing contact to insure they have your complete details to have all utilities transferred into your name. This will be done 1 or 2 days after your tenancy starts.

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. Tenants must ensure they return all keys to Midland Housing Ltd at the end of the tenancy period, otherwise monies will from the rental deposit money will be kept to pay for replacing any locks.

Moving into the rented property 

Your contact at Midland Housing Ltd will arrange for your ‘Check-In’ to the property you are renting. At this stage a report, (an inventory) 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, whether or not the property is ‘Managed’ by Midland Housing Ltd, we will provide you a Tenant’s pack which includes your tenancy agreement, a copy of you inventory, copies of safety regulations and certification and contact details.

About inventory and check-in reports

It is important that you check you agree with the Inventory 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 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.

Your safety under gas 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.

Contact During the Tenancy 

Unless your rented property is ‘Managed’ by Midland Housing Ltd you will deal directly with the landlord after you move in. Your property consultant at Midland Housing Ltd will be able to advise you on this point.

If you have any queries (‘Managed’ property only):

Once you have moved in to the property, we will provide you a Tenant Pack, the contents of which are listed below, and this information will also be available online during your tenancy through the tenant section on our website.

From the date of your occupation all correspondence should be dealt with by your Property Manager atMidland housing Ltd, whose contact details will be detailed in your Tenant Pack. 

Please note that in the interest of all parties concerned, Midland Housing ltd 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 details for that party and from then on, Midland Housing Ltd will deal with this party in substitution of the original.

Contents of Tenant Pack for renting: 

If you need repairs whilst renting (‘Managed’ property only)

You should report a repair to your Property Manager via our website under the contact us link. Or you can write to your property manager whose contact details will be within your Tenant Pack.

Normally we have authority from the Landlord to carry out repairs up to £250. However, some landlords insist we obtain their authority prior to arranging repairs. We 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.

Out of hours repairs for emergencies only

For emergency repairs that occur out of hours – 6pm to 10am - you need to phone a separate number. Once you become a tenant, you will be provided the telephone number on the day you move in alternatively you can use the contact us page within our website. 

Visual inspections (‘Managed’ property only)

During the course of the tenancy, every four months, we may inspect the premises you are renting to verify that the terms of the Tenancy Agreement are being complied with. We will write or telephone to you to make arrangements for an inspection date. Provisions for these arrangements are included in the Tenancy Agreement.

Renewing your tenancy or moving out 

One month before the end of the tenancy, we 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 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.

Return of your rental deposit 

At the commencement of the Tenancy you would normally have been checked in and an inventory Report outlining the condition of the property would have been completed. 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. Midland Housing Ltd 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. 

This information was correct at the time of publication and may be periodically updated. Advice may vary between agents so please check if you wish to clarify any points.

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