Tenant fees explained
Churchfield charge a non-refundable administration fee to all applicants applying to rent through us. The agency fee amount is dependent on how many people the property is for and whether a guarantor is required.
Tenancy Administration Fee (Up to ONE applicants) Inc. VAT
Tenancy Administration Fee (Up to TWO applicants) Inc. VAT
Additional Applicant Administration Inc. VAT
Guarantor Fee (Per Guarantor) Inc. VAT
Making payment of the agency fee is the first step to securing your new home, once this payment is made the property is withdrawn from the market subject to satisfactory references.
We will carry out a credit check, an employment reference and also a previous landlords reference. If you are self-employed we will request a reference from your accountant.
If you are not able to supply the required information there may be an alternative option, subject to the landlords agreement - such as paying rent in advance.
Please note that if the tenancy does not proceed, you will not be entitled to a refund of your agency fee in any of the following circumstances:
If Tenancy Application Forms are not returned within 72 hours
- Where any of the joint tenants or guarantors changes their minds and withdraws after references has been sought and/or documents prepared and/or preparations for the tenancy put in hand.
- Where the tenancy does not start within one calendar month of the date of the agency fee being paid because of any action by you.
- Where any of the references do not meet our company criteria and an alternative solution cannot be found.
- Where your references show that you have given misleading or incorrect information that cannot be construed as a mistake.
We will refund your money in full if the landlord decides to withdraw or is unable to enter into a tenancy through circumstances outside of their control.
Once your referencing is complete we will book an appointment with you to visit our office to sign the tenancy agreement and collect your keys. On move in you will need to pay one month’s rent in advance along with a damages deposit of one month’s rent plus £200.00 (Unless agreed otherwise). This payment will need to be received on or before your move in date, in cleared funds.
0800 111 999
01202 222 222
01202 451 597
0845 600 3600
01202 590 059
0845 026 0654
0800 048 0202
0845 052 0000
0845 070 4851
0845 2700 700
Fees and Charges applicable during your tenancy and when you come to vacate:
Tenancy Renewal Fee Inc. VAT
Failure To Set Up Utility Bills Within 7 days - Fee Inc. VAT
|Check Out Fee Inc. VAT to be deducted straight from deposit:
Studio to 1 Bed
2 Bed to 3 Bed
4 Bed to 5 Bed
6 Bed to 7 Bed
|0-1 bed £60.00
2-3 bed £84.00
4-5 bed £108.00
6-7 bed £120.00
Assignment of Tenancy Fee Inc. VAT (Changing from one tenant to another) Incoming tenant
Assignment of Tenancy Fee Inc. VAT(Changing from one tenant to another) Outgoing tenant
Late Rent Fee Inc. VAT (This fee is automatically charged to the tenants account if the rent is late by 7 days).
Failing to cancel Standing Order at the End of the Tenancy Inc. VAT
Paying Rent by Cash or Cheque Fee Inc. VAT
Providing a Written Reference Following the End of the Tenancy Fee Inc. VAT
Sarah Olymbios | Senior Lettings Negotiator & Property Management
My role is to deal with landlords and tenants accounts, property maintenance, deposit returns and occasionally lettings viewings, valuations and inspections.Send an Email
Karrie Wallis | Lettings Consultant & Property Management
I work on a part time basis supporting the lettings department with all aspects of administration and property management. Heading up the property inspections, I have a keen eye for detail and work hard to ensure we are protecting our clients investments.Send an Email
Gemma Hayward | Associate Partner (ARLA Qualified)
Having joined Churchfield back in 2007 I am now entering my 11th year in the industry. Now Associate Partner and ARLA qualified I head up both the lettings and holiday lettings departments, working closely with the staff to ensure our clients get the best possible service.Send an Email
How to rent
View the Ministry of Housing, Communities & Local Government's 'How to rent checklist' PDF >
Reporting a maintenance issue
Please check firstly whether Churchfield are managing your tenancy, if we have acted on a tenant find only basis for your landlord it is unlikely that we will be your point of contact for any maintenance – you can check this from your move in pack which will confirm whether or not we are your point of contact for maintenance issues.
Where Churchfield are managing your tenancy, please ensure you contact us at your earliest opportunity on 01202 779911, or you can email email@example.com or firstname.lastname@example.org.
Please note: If a contractor is instructed following a tenant’s report of a maintenance issue at the property which proves to be a result of tenant negligence, neglect or user error the cost for the contractor’s time and parts where applicable will be charged to the tenant. To avoid unnecessary costs please ensure you are fully aware how to operate all of the appliances and request a manual if required to avoid user error.
Dealing with condensation & mould
What to do in an emergency
In the event you are not able to contact Churchfield and you have an emergency, we would ask that you take the necessary action to resolve the situation as best as possible. We have a link on our website to our pre-qualified contractors who may be able to assist you. All voicemail's and emails will be responded to at the earliest opportunity.
Your responsibilities as a tenant
Learn more with this PDF outlining your responsibilities as a tenant >
The deposit repayment process
Once you have vacated the property a third party will attend to compile a check out report which is produced by using the initial inventory carried out prior to your tenancy. You are welcome to be part of the checkout inspection, however please do confirm this to us so we can make arrangements with the inventory company.
Once the checkout is complete a copy of the report will be emailed to you, and a copy will be sent to your landlord. Churchfield will make comparisons between the Inventory and the Check Out and where necessary will propose any fair and reasonable charges to be deducted from your deposit. Churchfield protect all deposits with The Deposit Protection Service (The DPS) so all deposit funds are held by them. Once we have authorisation from the landlord to process a repayment we will log on to initiate the repayment process. The DPS will contact you to confirm the initiation and will request your confirmation of the repayment. (Please note you will require your Deposit ID number and your Repayment ID). If you require any assistance with the repayment process please feel free to contact Sarah Olymbios 01202 779911 or email email@example.com. Alternatively The DPS provide a help service for tenants.
Find out more from The Deposit Protection Service Website, or contact them on 0330 303 0030
View the DPS Tenant Guide PDF >
Our business working hours
Churchfield are open Monday – Friday 9am – 6pm and Saturday 9am – 4pm