Information for prospective and current contract-holders of residential properties in Wales managed or let by Imperial Services.
Holding deposit
A holding deposit of up to one week’s rent may be requested to reserve a property. Where monthly rent applies, one week’s rent is calculated as the monthly rent divided by 4.35.
A holding deposit may only be retained where permitted by Welsh law. This can include circumstances where an applicant provides materially false or misleading information, withdraws from the proposed contract, or fails to take the reasonable steps required to enter into the occupation contract by the agreed deadline. Each case will be considered on its individual circumstances.
Security deposit
The security deposit payable will be confirmed in the property particulars and before any holding deposit is accepted. Imperial Services’ normal security deposit is one month’s rent plus £100 per room, subject to the property and the landlord’s instructions.
Where a suitable guarantor cannot be provided, an alternative arrangement may in appropriate circumstances be considered, which can include a security deposit of up to 1.9 times the monthly rent. Any alternative arrangement is discretionary and requires the appropriate written approval; it is not automatically available.
Any security deposit taken will be protected in an approved tenancy deposit protection scheme and the required information will be provided within the applicable statutory timescale.
Rent
Rent is payable in accordance with the occupation contract. Where an approved alternative payment arrangement has been agreed, this may include rent being paid in advance.
Late rent
No late-payment charge is made for the first seven days of arrears. Where rent remains unpaid after seven days, interest may be charged at an annual rate of 3% above the Bank of England base rate, calculated in accordance with the applicable Welsh regulations.
Utilities and household services
Where the occupation contract makes the contract-holder responsible, permitted payments may include gas, electricity, other fuel, water and sewerage, council tax, television licence, telephone, broadband, cable or satellite installation and subscriptions, and other communications or utility charges permitted by law.
Lost keys or security devices
If a contract-holder loses a key, fob or other security device, they may be required to meet the reasonable and evidenced cost of providing a replacement. Where the loss means that a lock or security system needs to be changed, the charge may also include the actual cost of the locksmith, replacement lock, additional keys or security devices reasonably required for the property.
Where Imperial Services or the landlord incurs additional costs directly as a result of arranging the replacement, these will only be passed on where permitted by law and will be limited to reasonable, evidenced costs actually incurred. We will explain any proposed charge and, where available, provide supporting invoices or receipts.
Emergency or out-of-hours call-outs caused by the contract-holder
Where an emergency or out-of-hours attendance is requested because of something caused by the contract-holder — for example being locked out after leaving keys inside the property, or damage caused to a window or lock — the contract-holder may be responsible for the reasonable and evidenced costs actually incurred in dealing with the issue.
No charge will be made to the contract-holder for attendance required because of a defect, repair or other matter that is the landlord’s responsibility.
Avoidable or deliberate damage
Where damage beyond fair wear and tear is caused by a contract-holder, occupier or visitor, the contract-holder may be liable for the reasonable and evidenced cost of putting the damage right, to the extent permitted by law.
Missed appointments
Where a contract-holder’s actions result in an agreed contractor appointment being missed and the landlord or agent incurs an actual charge, the reasonable evidenced cost may be proposed to the contract-holder where permitted by law.
A request to end a fixed-term occupation contract early will be considered by the landlord on its individual circumstances. The landlord is not required to agree to an early termination. If an agreement is reached, any payment requested will reflect lawful and reasonable losses or costs arising from the early termination. Unless an agreed surrender or other lawful arrangement is made, the contract-holder remains liable for the sums due under the occupation contract.
Imperial Services does not charge contract-holders prohibited letting fees such as application, referencing, guarantor, viewing, routine inventory, check-in, check-out or renewal fees. Any payment requested in connection with a residential occupation contract will be limited to a payment permitted by Welsh law.
Property Redress: PRS041925
Client Money Protect: CMP012692
Rent Smart Wales Agent Licence: LR-77148-45252
If you are unsure whether a payment applies to you, please ask us before making payment. This page is intended to explain the types of payments that may lawfully arise and does not override your occupation contract or applicable Welsh legislation.
