Tenants

Merriebank primarily acts on behalf of Landlords but also serves as the permanent link between tenants and Landlords for fully managed properties.

We strive to ensure that all properties under full management are maintained to a high standard, remain clean, and comply with all statutory requirements. Any reported issues are communicated directly to Landlords with a view to them being resolved as promptly as possible.

All tenancy deposits are protected through a Government-backed Tenancy Deposit Scheme. For more information, please visit: www.depositprotection.com

All tenancy applications are handled in strict confidence, and every applicant is treated equally. As part of the process, references are required to verify information. These may be obtained from banks, employers, credit agencies, previous landlords, or other relevant sources.

If any reference is found to be false, it may result in the termination of the tenancy agreement at the earliest opportunity.

Applicants are generally expected to show that rent does not exceed 2.5 times their monthly income, either individually or jointly. For example, a property with a rent of £1,000 per month would require a single or combined income of at least £2,500 per month.

Applicants who do not meet this requirement may still be considered if they have a guarantor with a clean credit history and earning at least 3 times the monthly rent (each of combined). For example, for a property with £1,000 rent, the guarantor would need to earn at least £3,000 per month. If this was a joint application, it may be considered that you could have a guarantor each reducing this amount.

Upon submitting an application, if selected, you will be asked to pay a holding deposit subject to referencing. Providing you submit all the relevant information promptly we aim to make a final decision within 15 days, but often this is much sooner.

You will receive a copy of our tenancy guide to sign before paying this along with a draft tenancy agreement.

The Government’s ‘How to Rent Guide’

The property’s current gas safety record (if applicable)

Details of how the deposit is protected

Energy Performance Certificate (EPC)

Electrical Installation Condition Report (EICR)

The holding deposit is non-refundable if you choose to withdraw from the tenancy and this is generally equivalent to 1 weeks rent or less.

If the tenancy proceeds, the deposit is deducted from your move-in costs, typically the first month’s rent.

If the Landlord withdraws, accepts another offer, or no agreement is reached within 15 days (the Deadline for Agreement), the deposit will be refunded in full, provided you are not at fault.

If you provide false or misleading information which reasonably affects the Landlord’s decision to let the Property to you, or if you fail a credit referencing or right to rent check, or if you withdraw from the proposed agreement, or if you fail to take all reasonable steps to enter an agreement when the Landlord has done so, we will retain your holding deposit. In the event that we intend to retain your holding deposit, we will set out in writing the reason for this within 7 days of either deciding not to enter the tenancy agreement or the Deadline for Agreement.

We are committed to safeguarding your personal information. All data provided is handled in compliance with legal requirements, including the Data Protection Act 1998.

Please remember that by entering into a tenancy agreement, you are entering a legally binding contract. If you have any doubts, we recommend seeking independent legal advice before signing any documentation.

Once your tenancy is agreed and signed, you will receive an email with key collection details. You will also be sent a detailed inventory from our external provider, Toogood Inventories. You have 14 days to review the inventory and highlight any issues not already noted. This step is important to ensure any potential problems are documented at the start of your tenancy.

On your move-in day, you must contact all utility providers and the Isle of Wight Council to provide your contact details and current meter readings (these will be listed on the inventory). While we and the Landlord will also notify them, only you can set up your accounts and billing preferences as you wish.

If you lock yourself out, please contact our main office or out-of-hours emergency number and we will arrange access for you. A small call-out fee applies, up to a maximum of £35 + VAT. If a replacement key is required, additional charges for the cost of the key may apply.

Rent should be paid via bank transfer (details provided in your tenancy agreement) on or before the agreed date each month. This should be arranged as a standing order.

For any maintenance issues you will need to contact us at Merriebank. The best way is via email using maintenance@merriebanklettings.co.uk giving as much detail as possible including pictures. For emergencies outside office hours, you can call Dean or Sophie directly.

You must seek written consent from the landlord before making any alterations, including painting walls, installing fixtures, or keeping pets (if not already permitted).

If you lock yourself out or loose your keys Contact our office immediately. You may need to cover the cost of a replacement key, call out or locksmith if necessary.

Notice periods are outlined in your tenancy agreement. For a rolling tenancy, you typically need to give at least one month’s written notice on the rent payment date. Fixed-term tenancies must follow the conditions set in your agreement.

Once we receive your notice in writing, we will confirm receipt. We may need to begin re-marketing the property and arrange access for viewings.

As your move-out date approaches, we will schedule a final check-out, comparing the property against the original inventory. It is highly recommended that the property is deep cleaned before this appointment.

Please refer to your tenancy agreement for full details.