Welcome to your new home
Thank you for choosing Varcity Living. We hope that this year is filled with lots of fantastic memories and that you enjoy your stay with us.
To ensure this year goes as smoothly as possible we have created this guide which has all the information you need. This booklet covers everything from moving in to how to report maintenance issues. If you have any questions which are not answered within this booklet do not hesitate to get in touch.
About Varcity Living
Our main office is located at 1 College Road, Bangor, LL57 2AN. Our office opening hours are:
Monday 9:30am to 5:00pm
Tuesday to Friday 9:00am to 5:00pm
Saturday 9:00am to 1:00pm.
Please note we will be closed on public holidays.
Moving in
Varcity Living want your moving in experience to be as stress free as possible. So we have provided a list of things you need to do during your first couple of weeks as a new occupant.
Utility Bills
If you have chosen to have an “all bills Included” package then you do not need to worry about this bit. If, however, you decided to pay the bills yourselves here is some advice to help with setting up new contracts and make sure companies still provide you with gas, electricity and water.
You will need to provide the meter readings to your chosen utility company and create an account in your name. You will then be billed by the company and can set up direct debit payments with them.
Can’t find your meters?
In older properties the meters are likely to be located in the hallway close to the front door. Alternatively they could be in the ground floor front room in an alcove next to where a fireplace used to be or sometimes they are in the cupboard under the stairs.
In new build properties they are likely to be in purpose built cupboard which could be in the front room, by the front door or on the outside of the property. If the gas meter is located on the outside of the property you will need a gas meter triangle key to get into the cupboard which can be bought from many convenience stores or Amazon.
Inventory and condition of the property
Inventory
An inventory is a detailed report of the current condition of the property. This will contain a description and photos of each item.
After you have collected your keys, you will be sent your inventory via email. You will then have 14 days to amend the report with any changes, you can edit the report from the link sent to you in the email. You can also add your own pictures to the report.
It may ask you to log in with a password or log in as guest, please log in as guest (this does not require a password)
We advise that you thoroughly check through the inventory and your property to ensure the inventory is complete and accurate, then sign it when you have done so. Please do not report aesthetic items as a maintenance job on property file, as these will be rejected. Only maintenance requests or broken items need to be reported to us on property file.
If, for example, we have missed a mark or scuff on the inventory that you want to be documented, please add this yourself to the report via the link.
Once you’ve settled in
Post
If you receive post which is addressed to a previous occupant, do not return it to us, just write on the envelope “RTS” (return to sender) and place it in a post box!
If you receive post which is addressed to Varcity Living or the Landlord (name is on your contract) then please either forward it to 121 High Street, Bangor, Gwynedd, LL57 1NT or drop it into our offices as soon as possible as it may contain important utility bills/information.
Please note there is no charge to forward or return mail. If you keep receiving mail which is not for you, although it may be annoying please always return it to sender, this will make the sender realise that the person no longer lives at that address.
Heating is important
When you leave for winter break we advise that you to leave the heating on for a few hours overnight to keep your pipes from bursting! If you do not leave the heating on when you leave for the holidays, the water in the pipes could freeze and burst, which could cause considerable damage to the property.
To reduce the risk of any security issues and to ensure insurance is validated, please
LOCK ALL WINDOWS AND DOORS
Although Bangor is a safe city, we do suggest ensuring all doors are locked and that all valuables are kept out of sight when not in use.
Be neighbour wise
Bangor is highly populated by students, be aware that you may not live next door to students. Any anti-social behaviour will be reported to Bangor University and the local Environmental Health department who may wish to take any issue further. Please think of the local residents if having a social gathering, it is a breach of your contract to make loud noise between 11pm and 7am. Local authorities may issue fines should anyone be found making noise outside these hours.
Rubbish collection
In Gwynedd the green general waste bins are collected every 3 weeks, the brown food waste bins every week and the blue recycling boxes are collected once a week all on the same day every time. To find out which colour bins are collected on which days please visit the Gwynedd Council website (https://www.gwynedd.llyw.cymru/en/Residents/Bins-and-recycling/Bins-and-recycling.aspx). You will need to enter your postcode to generate the Council collection timetable for your area.
Failure to manage household waste can lead to unwanted visitors in the form of rodents, seagulls and insects. If the situation becomes unhygienic and your landlord has to step in to resolve the situation then you could be faced with significant cleaning charges.
What can I recycle?
For an up to date list of current recyclables please visit the Gwynedd Council website
No-Smoking
Please note, it is against the law to smoke inside a HMO (House in Multiple Occupancy) property and also a breach of your Tenancy Agreement to smoke in any of our properties. Fines will be issued.
Inspections and viewings
Interim inspections
During the contract we generally carry out 1 interim inspection, this is usually in January/February however the Landlord may ask us to inspect their property more frequently or may even want to visit their properties themselves. You will be given at least 24 hours’ notice before an inspection takes place. This is just to check you are looking after the property and there are no significant issues.
Renewing your Tenancy Agreement
If you’d like to stay in the property you are currently in for the next academic year you will need to let us know from 1st October and before 1st November, if you do not inform us then we will start advertising the property and carry out viewings. The reason why you need to let us know this soon is because students tend to start their house hunting around that time.
If you choose to renew your contract, you will be required to sign another contract to secure the property for another year. Please inform lettings@varcityltd.com.
If you would like to find another property for the next academic year you can pop into our office or email us at lettings@varcityltd.com and we can arrange to show you some properties which meet your criteria.
House Viewings
If you have informed us that you are not staying in the property for the next academic year, we start conducting house viewings from late October and early November. We will give you at least 24 hours’ notice prior to conducting viewings on the property which can be via; text, email or phone call. Please try and tidy up before we arrive to ensure the property is at its best, otherwise this will result in much more viewings.
Reporting maintenance
During your time in the property you may have maintenance issues that will need addressing. It could be something as minor as a broken chair or it could be something major like a leaking pipe. It is essential that you report all maintenance issues to us immediately, failure to report maintenance issues could result in significant damage to your property for which you may become liable if it is not reported quickly.
How to report maintenance
All maintenance has to be reported on PropertyFile, you would have been sent an email to activate your PropertyFile account. If you have not had an email to activate your account, please email us at info@varcityltd.com and we will send you the invite. Please include pictures and clear information on your PropertyFile report, we can then send this onto the landlord or a contractor for them to come and resolve the issue.
If you have any emergencies out of office hours, then please call 07506 580397 or the office number and it will direct you to the correct line. Please note this is only to be used in an emergency. Emergency maintenance are issues that require immediate attention for the safety of the occupants and/or the property.
Maintenance you are expected to fix
Contract holders are expected to fix minor maintenance issues, for example replacing light bulbs and replacing batteries in smoke alarms. We expect our contract holders to unblock a sink/shower/toilet. You can unblock it by using unblocking chemicals or a plunger which are available in most supermarkets. If this does not work then we will send a plumber which you may need to pay for.
What to do if you misplace your keys
If you have misplaced your keys or locked yourself out during office hours then please come to our 1 College Road, Bangor, LL57 2AN office and we can provide you with our master keys, you can then take these to go cut a new one down on the High Street, there are many shops that provide this service. If you are locked out, out of hours you can call our emergency number however you will need to pay a fee before we let you in, as per your occupation contract note it is at the discretion of the person on duty as to whether they provide you with access to the property.
What to do if you notice damp/mould
Black mould is unfortunately a common problem in nearly all accommodation and will be more noticeable in winter when it is colder.
To keep your property free from mould and ensure there are no deposit deductions at the end of your contract you will need to ventilate the property well and keep the property heated. This means simply opening windows and putting the heating on consistently. If you do have a minor mould issue we suggest using a weak bleach solution or mould spray on a damp cloth to wipe it down. However, if it is quite severe then please report it on PropertyFile. Warning bleach and disinfectant solutions should be handled with care.
Leaks
During office hours, if you notice any leaks please call us immediately 01248 719254. Out of office hours please call our emergency number 07506 580397.
Leak from a tap
Please turn off your water at the stop tap. The stop tap is usually underneath the kitchen sink, or out the front of the property in the pavement.
Leak from the ceiling where the bathroom is above
Stop using the bathroom and call us. Do not switch on the ceiling light below the bathroom.
Leak from a washing machine
Please switch off the machine. If the leak is coming from the water supply into the appliance then turn the red and blue plastic taps behind to the off position.
Electricity has gone off
Is your house on a top up meter? If so:
- You may need to put money on the key/card. You can do this at any shop which has PayPoint or you may need to do this online using your account details.
- If you still have no electric you will need to go to your fuse box and reset any switches which have tripped.
Is your house on a billing meter? If so:
- You will need to go to your fuse box and reset any switches which have tripped.
Usually something will trip the fuses and make some of the electric go off. All switches on the fuse board should be facing up. If any are down, turn off all the sockets and lights and put the switch back up. Then, one by one, turn the sockets back on until you figure out what trips the switch again.
If you have tried the above points and still have no electric contact your neighbouring properties to see if they have electricity, there could be a power cut in your area. You can also check this by visiting the SP Energy Networks site www.spenergynetworks.co.uk and searching using your postcode.
If all of the above fail please contact the office.
I smell gas
If you have any gas appliances please ensure they are turned off and then call National Grid on 0800 111 999 and switch off the gas at the gas meter. Please contact our office after you have contacted the National Grid.
Please note you may smell a small amount of residual gas smell if the boiler is on from the flue that exits the property and if you have the door/windows open.
Boiler isn’t working
Is your house on a top up meter? If so:
- You may need to put money on both the gas and electric cards. You can do this at any shop which has PayPoint or online via your account.
- Check the pressure gauge, it should be between 1-2
Is your house in a billing meter? If so:
- Check the pressure gauge, if it is below 1 then please contact the office
- Check any display messages displayed on the front of the boiler then please contact the office
Fire alarm goes off when cooking
If you have a basic smoke alarm on the ceiling then clear the smoke from the area and it will stop.
Other properties may have fire alarm panel by the front door. If the alarm goes off, enter the code or turn the key, press silence, wait for smoke to clear if set off by cooking, press reset, ensure the red ‘fire’ lamp is not lit once reset. If there is a “fault” light flashing or a continuous beeping then this will need to be looked at by a professional
In case of an actual fire please evacuate the building and then call 999. Do not try and fight the fire or attempt to recover your belongings.
Rent Payments
When you pay your rent, it will need to be paid directly to us. You can do this in 2 ways:
- On the website, under the tab ‘Make a Payment’ – https://www.varcityliving.co.uk/make-payment/
- Bank Transfer: Varcity Living Ltd Sort code: 30-90-43 Account No.: 30995768
If you would rather pay by bank transfer you will need to write in the reference bar: Your Name and House. When making an online bank transfer you will not receive a receipt from us unless requested.
Wanting to leave your contract
If you decide you no longer want to continue with your Occupation Contract we need to inform you of the following information:
- You have signed a legally binding agreement to pay the rents due in the terms of the Occupation Contract
- Failure to meet the commitments of the Occupation Contract may result in court action against you/your guarantor/fellow contract holders
The options available to you are as follows:
- Search for a replacement contract holder to take over your liabilities, you will need to pay the rent due until the point at which the new contract holder takes over your liabilities of the Occupation Contract
- Make a settlement offer to your landlord whereby an amount of money is offered in return for complete release of your individual liabilities to the Occupation Contract
- Continue to live in the property as planned
The sooner action is taken the better, please note late payment charges will occur if your rent is not received on time. Details can be found in your Occupation Contract.
Please note the above steps are your responsibility and we cannot readvertise a room that already has a signed Occupation Contract on it.
Please email us if you wish to leave and we can send you more in depth drop out information.
Moving out
When the end of your contract is near there are a few things you need to think about, this includes returning your keys and reclaiming your deposit.
Closing inspection
When the last person leaves the house and all cleaning has been completed, please return all the keys to us at the 1 College Road office. The original inventory will be checked against the current condition of the property and any discrepancies will be charged to your deposit and you will be sent the report via email.
Clean your property
Before you leave the property you are expected to give it a deep clean throughout. If this is not the case then you will incur deductions to your security deposit.
Returning of keys
When returning your keys, all keys must be labelled and placed in an envelope with your names on. We will then know the property is ready for a closing inspection and will attend at our next available opportunity. Failure to return all the keys provided during the move in process will result in charges for replacement keys and locks.
Reclaiming your deposit
Your deposit is held in one of the government approved protection schemes, the DPS. Varcity Living does not hold your deposit, but don’t worry, reclaiming your deposit will take just a few easy steps at the end of your contract. Details on how to reclaim your deposit are stated in your Occupation Contract. You will receive a closing inspection report once it is finalised and this will have more information on and when you can reclaim your deposit.
Thank you for choosing your accommodation with us and we hope you enjoy your stay!
Varcity Living offices
