The only way to do this is to find a replacement and legally assign your tenancy to them (via a form called a ‘Deed of Assignment’). Details of the process are below:
1. Find a replacement – It is your responsibility to find a replacement. You will need to advertise and conduct viewings yourself. You should involve your housemates in the search as they will ultimately be living with your replacement. If the replacement tenant is a full time student, they will be exempt from council tax. If they are a non-student they will be liable for council tax on the whole property and in our experience this normally results in the house being unaffordable for them and then you will need to find another new tenant. With this in mind, we strongly urge you to find a replacement who is a student. We are not able to provide details of the amount of council tax that is due so you will need to contact the council directly to find out more information on this. You will be able to find their contact details on their website.
2. Send the documentation – Once you have found a suitable replacement and discussed this with your housemates, you will need to email firstname.lastname@example.org to express in writing that you are looking to leave your tenancy early, if you have not done so already. We will send you the documentation that you will need to forward on to the replacement tenant for them to complete. This will consist of an application form, guarantor form and direct debit form and also the details of the payments required. They will need to pay a deposit which is the equivalent amount to five weeks’ rent and also the first months’ rent in advance in order to secure the room. Please note that the exact amount of rent due will depend on the date that they are planning to move in. We will also email the remaining tenants with the Deed of Assignment Form and ask them to confirm if there is any communal damage in the property within 7 working days of the receipt of the email. If there is any communal damage, a proportion of the charge for this will be taken out of your deposit.
3. Complete the Deed of Assignment – Whilst your replacement is returning payments and paperwork, you will need to organise the signatures on the Deed of Assignment. This will need to be signed by you, your replacement tenant and all of your housemates. This document is often what can hold up the move out process and deposit return – it must be completed and returned to the office before the new tenant is able to move in.
4. Check-out – There is a cost of £50-£70 for leaving you tenancy early to pay for the check-out which will be deducted from your deposit. Once we have received all payments and paperwork from the new tenant, including the Deed of Assignment Form signed by you and your housemates, we will be able to book in a check-out of the room. This will be booked in within 7 working days (Monday – Friday) after receiving all payments and paperwork. We will not book this in until all paperwork and payments have been received. At the check-out, we will inspect your room and any damages or cleaning will be noted to be deducted from your deposit. You are not required to be present at the check-out. The keys must be left in the lock of your bedroom door for check-out appointment, after this the room will be locked. If the keys are not present at the check-out you will be charged for replacement keys. The keys can either be returned to the office for the new tenant to collect or be left with another housemate to arrange access for the new tenant.
5. Handover – Once the check-out is complete, the new tenant will need to collect their keys from the office or arrange to collect the keys from one of the other housemates. Once this is completed you cease to have legal responsibility for the tenancy. The new tenant will be given a copy of the most recent Inventory for the property and will have 7 days to submit any Inventory Amendments to us, which will need to be sent to us via email with any photographs as attachments to the email.
6. Rent – If you move out mid-month you will be charged rent at the relevant daily rate for each day until your check-out. We would expect the full rent on your rent day and will refund any overpaid rent along with your deposit. Please note that it is your responsibility to agree with the replacement tenant the day in which they will take over the rent payments.
7. Deposit return – Individual deposit returns are processed within 14 working days, unless this is during the busy summer changeover period in which case it may take up to a month. You will be asked for your bank details and we will not make a payment unless these have been provided.
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