Tenant Information Guide - Finding your new home

Step 1

When viewing a rental property our experienced lettings staff will ask for information regarding your employment situation and basic income, to establish if your income to rent ratio would meet the criteria.  Sometimes this can be overcome with a suitable guarantor. You may also be asked the term of tenancy you are looking for and when you would like to move. It may also be in your interest to establish from your agent whether the property is managed by them or the landlord. If you decide that the property is what you are looking for then you should always check with the agent what the admin fees are and if there will be any special conditions applicable to the tenancy agreement.

Step 2

Once you have found the right property you will be required to pay an administration fee equivalent to 25% of one month’s rent plus v.a.t plus £30 for each applicant to reserve the property subject to references and contract.  If a guarantor is required a fee of £30 each will also be required.

The admin fee is non-refundable unless the landlord withdraws the property from the market. A minimum fee of £150 plus v.a.t applies.

Once the admin fee is paid by yourself  by cleared funds (cash or card accepted) you will be provided with a receipt. This does not mean at this stage that the property is now yours to rent, it is confirmation of payment of the admin fee and all tenancy agreements are pending satisfactory references. The receipt does confirm that we will not carry out any further viewings on the property while your application is being processed.

Step 3

Each adult moving into the property will need to complete an application form.  If a guarantor is required they will also need to complete a guarantor application form. References are carried out from the information provided in the application form by a Credit Referencing service. You will also be asked for photo I.D, either passport or driving licence.

Step 4

Once satisfactory references have been obtained, you will be contacted to arrange a time to visit the local office to sign the Tenancy Agreement. You will be asked to pay the first months rent and the bond on this arranged day in cleared funds, cash to be received by 12.00 noon or bank cards are accepted. Contracts can not be signed until funds due are paid or cleared. A copy of a specimen tenancy agreement is attached in appendix 1. It is worthwhile reading the tenancy agreement before your sign in date so that you are aware of what you are signing.

You will also be asked to complete a Standing Order mandate for future rent payments, and set this up with your bank. It is the tenants responsibility to set up the Standing Order as MGY do not request rent by Direct Debit.

Step 5

At the time of signing the contracts you will be given an Information pack with a detailed Inventory & Schedule of Condition, which is to be returned signed to MGY within 7 days (only if managed by the agent).  We advise that if you have any cleaning issues on arriving at the property that you inform us (if managed by the agent) or your landlord (if a let only and managed directly by the landlord) within the first twenty four hours.

You will also be provided with contact details for maintenance issues and out of hour calls with our managed properties or the landlord details for Let only properties, a copy of the current Gas Safety Certificate and the keys to the property will also be issued.

Step 6

MGY are members of the TDS (Tenancy Deposit Scheme) so your bond will be protected with the TDS for our managed properties and held in a separate Client Account.  You will be provided with a certificate with the details of the bond and a copy of the Leaflet ‘What is the Tenancy Deposit Scheme?’  The prescribed pages of the scheme will be attached to your tenancy agreement.

Contact details

Tenancy deposit Scheme
PO Box 1255
Hemel Hempstead
Herts HP1 9GN

Email deposits@tds.gb.com
Web www.tds.gb.com

Please note if a Let Only property your bond may be registered with another scheme of the landlords choice.


Welcome to your new home.

If your property is managed by MGY you would have been given a detailed Inventory and Schedule of conditions including photographs. Over the next 7 days we advise that you check through the inventory adding any amendments that you feel you may be held responsible for at the end of the tenancy and return a signed copy to MGY.  If we do not receive a signed copy we will assume that you are in agreement with the details in the Inventory and this will be used for the final check out inspection.

Similarly we advise that any cleaning issue on moving in are brought to the attention of MGY as soon as possible (at least within the first twenty four hours) as if we do not hear from you we will assume that you are happy with the property how it is and will expect for you to leave it in this condition on the final check out inspection.

Unless otherwise stated in your Tenancy Agreement you will be responsible for all utilities. The inventory will include meter readings for gas, electric and water if metered.  MGY will notify the suppliers of the new readings and who is responsible for ongoing bills.  Cardiff Council will also be notified of the date occupied.  If you wish to set up a payment plan with the suppliers you will need to contact them directly. If you are in a let only property it is your responsibility to inform all utility providers of your new tenancy.

During your tenancy, although the landlord has a responsibility to keep the property maintained and in good repair; as a tenant, you too have responsibility for the following:

  • Changing light bulbs/fuses
  • Checking smoke alarm batteries
  • Bleeding central heating gas radiators
  • Keeping the property ventilated to avoid condensation problems
  • Drains cleared and unblocked
  • Report any leaks as quickly as possible to avoid damage to the property
  • Maintaining/De-frosting fridges and freezers
  • TV Licence Renewal
  • Lawns to be cut and gardens to be kept tidy

Our contact details below are to be used throughout the duration of your tenancy if you are in a managed property only:


Tel 029 20 845063 (North Cardiff)
Tel 029 20 475191 Cardiff Bay
Monday to Friday 9.00am – 5.30pm
Saturday 9.00am – 4.30pm

Out of hour emergency calls only

James Linden 07885994121 or
Simon SCH Plumbing for plumbing and heating only 07976371968


Routine Inspections

Regular routine inspections are carried out during the terms of your tenancy on behalf of our landlords.  This is to check that the property is being kept in good order and to note any repairs.  You will be notified in writing of these visits on a quarterly basis. For let only properties this should be discussed with your landlord directly.


Renewing your contract

Approximately two months prior to the end of your tenancy you will be contacted by MGY (if in a managed property) via post requesting your future intentions, again if the property is a let only then this should be discussed with the landlord directly.  Should you wish to renew your contract on a managed property a renewal admin fee of £48.00 including VAT would be payable. All tenancy renewals are for a further fixed period (either six or twelve months). You will also have the option to continue the contract on a periodic basis (month by month continuing from the original agreement) if the landlord is agreeable.  If you are uncertain of your rights it may be worth seeking your own legal advice.


Vacating the Property

We will contact you in writing once you have given notice to vacate.  As a tenant you are required to give 30 clear days writen notice prior to your contractual start date. The landlord is required to give two month’s notice.

On contacting you we will confirm the procedure to handover the property. Again for let only properties these details should be discussed with the landlord directly. 

On your check out date you will be met at the property by the check-out clerk with the inward inventory if your property is a managed one.  All personal items should have been removed and the property professionally cleaned, gardens cut to seasonal conditions and rubbish removed.  All keys are to be handed over. 

If the property is not ready for inspection then there will be a charge of £50.00 inclusive of VAT to re visit the property.  You may also be charged for rent per day until the property is handed over to MGY with all keys received.

If there is no dispute regarding the condition of the property and all rent is paid in full, the bond will be returned to you within 10 working days.  You will need to provide the agent with your account details for the return of the bond as well as giving to them your forwarding address. If there are any deductions to be made and an agreement cannot be reached between the tenant, agent and landlord then the disputed amount will be held and the remainder sent back to the tenant. The disputed amount will then be held until the TDS make a final decision on which the money is owed to.


Please be advised that the above applies to managed properties only. Let only properties, details should be discussed with your Landlord directly.


Final meter readings will be taken at the time of the check out inspection, you will be asked for a forwarding address for the final bills to be sent to you for payment. Again if the property is let only all this should be confirmed by your landlord.

Appendix One

Managed AST Specimen Copy

Unmanaged AST Specimen Copy