30 Stafford Street, Edinburgh EH3 7BD

Welcome to your new Home!

We would like you to settle into your new home quickly and want your tenancy to be as trouble free
as possible. So, to assist with this, we've listed some information covering the most frequently asked
questions, which you may find useful.

If you do have any queries during your tenancy in connection with your rent or maintenance/general
queries, please do not hesitate to contact the office on 0131 459 2222 between the hours of 9am
and 5pm Monday to Friday. We do have an answer machine so if your query is out-with office hours
please leave a message so that we can deal with this on our return especially if you have a
maintenance problem. Please see our 'Maintenance Section' for further information.

If you prefer to email us, you can email:

General Enquires - Reception - edinburgh@ballantynes.uk.com

Maintenance Queries – Elaine Durie – maintenance@ballantynes.uk.com

Lia Mitchell (Property Assistant) – lia@ballantynes.uk.com

Senior Property Manager - Kelly Gibson - kelly@ballantynes.uk.com

Property Manager - MC Galletta - mc@ballantynes.uk.com

Accounts Queries - Tracy Smith (Office Manager) - tracy@ballantynes.uk.com

Rent

Rent is paid monthly by standing order, which is an instruction by you, to your bank, to make the
payment to us. It is your responsibility to ensure your rent is paid fully and on time each month. If
you are having problems paying your rent, you must let us know immediately. Late payment or
failure to pay your rent will incur charges and may put your tenancy at risk and may affect your
future credit. Please ensure you set up your rent payments to go to

Hampden & Co Sort code 83-91-55 Account Number 11009029

Ballantynes Ream Ltd and put your property address and surname as a reference.
Maintenance/Repairs/emergency out of office hours

Should you have any maintenance or repairs issues during your tenancy, you should let us know as
quickly as possible. We will then instruct the relevant contractor to assess and carry out any
necessary repairs. We will pass your contact details to the contractor, who will contact you to
arrange a suitable time to visit. If you are unable to be present to allow access during normal
working hours, and providing you agree, the contractor can collect a set of keys from the office to
gain entry. It is your responsibility to ensure appliances, fixtures and fittings remain in full working
order and that any faults are reported immediately to avoid further deterioration or damage to any
part of the property occurring. If you make an appointment with a contractor which you fail to keep,
you may be charged for the call-out.

Please note: If you have a fault that you think is an emergency, you must report this as soon as
possible. For instance, if your heating or hot water is not working, this should be reported as soon as
you discover the fault – do not leave it until the end of the day as we cannot guarantee that an
engineer will be able to visit the same day. If the office is not open, you can leave a message on our
voicemail and we will deal with the problem first thing on the next working day. You may be held
liable for further damages caused as a result of delaying reporting a fault.

EMERGENCY CONTRACTORS

Outside normal office hours (Monday to Friday 9am to 5.30pm), if you have an extreme emergency
such as a gas leak or you require a locksmith, plumber or central heating engineer, please call the
relevant numbers that follow. Please note if you use one of the following services and the call out is
not deemed an emergency the charge will be allocated to you.

Please be aware your landlord may have a SCOTTISH GAS HOMECARE AGREEMENT. Should you have
any problems with your boiler please contact them in the first instance on 0800 107 7798 and give
your landlords name, before calling out an emergency contractor. You will have been given these
details at your move in if they are applicable.

Gas Emergency

Please phone the National Grid Service Emergencies on 0800 111 999

We rarely pay attention to our gas service until it goes wrong but when it comes to the safety of
your home and family it pays to be prepared. Watch the short videos at the below web address, on
various aspects of gas and carbon monoxide safety and make sure that you know what to do in an
emergency.

http://www2.nationalgrid.com/UK/Safety/Gas-Safety-Videos/

Plumbing Emergency

Please phone 07851 300 842. If you phone this number, please be aware that your call may not be
answered immediately, but if you leave your name, phone number and a brief, clear message, you
will receive a response within a reasonable timeframe.
Central Heating Emergency

Please phone 07851 300 842. If you phone this number, please be aware that your call may not be
answered immediately, but if you leave your name, phone number and a brief, clear message, you
will receive a response within a reasonable timeframe.

• For loss of power please phone 105

• For a locksmith please phone 0131 553 6792. If you have locked yourself out of the property
the charge will be payable by you.
• For a glazier please phone 0131 555 3539
• If you are experiencing water ingress from a property above and you can’t contact your
neighbour please phone Edinburgh City Council on 0131 200 2000

Ending Short Assured Tenancy

Your Lease will run for an initial period of 6 months (unless otherwise agreed prior to your Lease
signing). If you wish to leave at the end of the initial term, you must give us one month’s written
notice (please note that we take your months’ notice from the date we receive the letter/email). If
notice is not given, your tenancy will automatically continue on a rolling month to month basis. You
can then give one month’s written notice at any time. Your Landlord must give you two months’
notice to regain possession of the property.

Ending Private Residential Tenancy

Your Lease will run indefinitely from date of signing. If you wish to leave you must give us one
month’s written notice (please note that we take your months’ notice from the date we receive the
letter/email). If notice is not given, your tenancy will automatically continue on a rolling month to
month basis. Your Landlord must give you one month's notice to regain possession of the property.

Change of Tenancy

Once you have signed your tenancy agreement you are bound by the Terms and Conditions until the
end of the initial term of the Lease. However, in certain circumstances where one tenant wants to
move out, a replacement tenant may be added to the Lease. To make any alterations to the Lease,
there will be a charge of £30. In this situation, we will not refund a part deposit to the exiting tenant,
so this must be agreed and paid between tenants.

Gas/Electricity Checks

It is a legal requirement in a rented property that the gas and electrical installations and appliances
are tested annually. You must allow access to the relevant contractor for this to be carried out when
it is due. If you are not able to be present and are happy to do so, the contractor can gain access
using the office set of keys.
Inspections

We will visit the property approximately 3 months after you move in to carry out an inspection. This
is to ensure the property is being kept in reasonable order and to identify any maintenance that may
be required. Inspections will then be carried out every 6 months providing there are no problems,
unless the landlord has requested more frequent inspections. You will be advised when the
inspection is due. If you are unable to be present to allow access, we will gain entry using the office
set of keys. Unless we hear to the contrary, we assume that an inspection can go ahead.

Inventory

You will be provided with 2 copies of an inventory showing the condition of the property and its
fixtures, fittings, furniture and any other items belonging to the landlord. You will be given a period
of 7 days to check this inventory and note any changes, in duplicate, on both copies that you wish to
make on the condition of any item. You must then sign and date both copies, retain one for yourself
and return the other to us, we must have an original copy. Failure to do so can incur a charge of
£50+VAT and may affect the return of your full deposit.

Alarms

If there is a burglar alarm in the property, you will be given the existing code at the start of your
tenancy. You may change this once you move in, but please ensure you advise us of the new code.

Keys

You will be provided with one set of keys per adult tenant. These, along with any further sets you
have cut, must be returned at the end of your tenancy. We will also hold keys for the property.
These keys will not be used to gain entry to the property by either us or any contractor without your
consent except in an extreme emergency, such as an excessive water leak to another property.

Pets

No pets are permitted in the property without prior consent from the landlord. If you have been
granted permission to keep a pet, you will be required to pay an extra deposit of £150 per pet and
sign an agreement stating you will cover the cost of any damages that may be caused to the
property by the animal and have all carpets (and soft furnishings where applicable) professionally
cleaned when you move out.

Mice and Pests

Mice are a fairly common problem, particularly in tenement buildings. Any small gaps or holes in
walls or skirtings can be blocked up with wire wool. You should also ensure the property is kept
clean and tidy and food is stored correctly. Should you experience a problem with mice or pests in
the property you should contact us in the first instance.

Parking

Most private developments have one parking space per property. If a permit or pass is required
within one of these developments, you will be provided with this at the start of your tenancy. This
must be returned at the end of your tenancy. If you have moved into a property with on-street
parking in a controlled zone, you must purchase a permit from the local council if required.

Smoking

All our properties are non-smoking. Smoking, or allowing visitors to smoke in the property, is a
breach of the terms of the lease. It is also a criminal offence to smoke in the stairs or any enclosed
areas communal areas of the building.

Move out

When you decide to move out of the property, each tenant must provide us with one month's
written notice. We will accept this as at the date on which it is received by Ballantynes Ream Ltd. It is
advisable to allow a couple of days for the post to get to us, alternatively, you can email us at
edinburgh@ballantynes.uk.com On receipt of your notice letter, we will write to you explaining the
move out procedure, enclosing a cleaning check list which we hope you will find helpful. When you
move out of the property, we will carry out a full inspection and check the inventory. You should
ensure that all items are returned to the rooms they were in at the start of your tenancy, as per your
inventory. The property must also be cleaned to a good standard, alternatively we can recommend a
couple of cleaning firms. Please take your meter readings and inform your utility supplier and the
council tax office that you are leaving. We will also do this following the final inspection.

TENANTS' RESPONSIBILITIES:

Boilers/Radiators

If you have a gas combi boiler, please 'top up' the water pressure when required. Occasionally, if the
boiler has not been in use for a period of time, the water pressure can drop. There is usually a gauge
showing the water pressure on the boiler - generally it should be set to 1.5 bars. Most boilers will
have a filling loop (flexible silver hose) attached to the bottom of the boiler at the pipe work. There
will be a small black tap (some boilers have 2 taps - turn both) which should be turned to allow the
water to fill up in the system. The dial on the gauge will move up as this is done. Ensure taps are
closed once optimum pressure is achieved. When you move into the property, you will be shown
how this is done. If you are in doubt, you can either refer to your boiler instruction manual or call the
office, where a member of staff may be able to talk you through it over the phone. If the pressure
continually drops, please report this to us as soon as possible as there may be a fault with the
system or a leak.

For FERROLI Boiler Programming Help Go To: https://www.youtube.com/watch?v=fC5X9iH0xeQ

It is also your responsibility to bleed the radiators if required. If your boiler radiators aren't heating
up properly or not at all, this may be all that is needed. You can purchase a key from a hardware
shop which is inserted into the triangular screw at the side or top of the radiator. Turn the key
slightly, holding a cloth underneath, this allows the air to be released. You will hear the air hiss as it
escapes and feel the heat rising up inside the radiator. Once water starts to drip from the radiator
turn the screw back to original position. This should rectify the problem.

PLEASE DO NOT TURN OFF YOUR BOILER WHEN YOU GO AWAY, LEAVE ON LOWEST OR FROST
SETTING. TURNING IT OFF AT THE WALL MAY DAMAGE THE BOILER.
Council Tax

Please advise your local council tax office when you move into the property – even if you are a
student or exempt from payment for any other reason. You can do this simply by phoning or
emailing them. They will then send the relevant forms to you to complete. When your tenancy
comes to an end, you should also let them know you are moving and settle any outstanding amount
due for the property.

City of Edinburgh Council - 0131 469 5000 / incomeandbenefits@edinburgh.gov.uk

Fife Council - 08451 55 11 44 / benctax@fife.gov.uk

East Lothian Council – 01875 824 314 / counciltax@eastlothian.gov.uk

West Lothian Council - 01506 776 982 / CouncilTax@westlothian.gov.uk

Midlothian Council – 0131 271 3201 / Revenues.Enquiries@midlothian.gov.uk

Highland Council – 0800 393 811 / Operations.Team@highland.gov.uk

North Lanarkshire Council – 01236 758051/ www.northlanarkshire.gov.uk

Electoral Registration - Under Regulations 23 of the Representation of the People (Scotland)

Regulations 2001, all new tenants who are eligible to register to vote should apply as soon as
possible after their tenancy commences at www.gov.uk/register-to-vote. Your National Insurance
number will be required to complete the registration. Eligible electors are British, Commonwealth or
European Union citizens who are or will be 18 by 30th November 2015 and who are resident. If you
are already registered and only need to change your address please email
registration@centralscotland-vjb.gov.uk

Fire - Smoke/Carbon Monoxide Detectors

Please test the smoke alarms and carbon monoxide detectors regularly and replace the batteries
when required throughout your tenancy. These should be left in working order when you move out
of the property. You must report any faulty detectors to us as quickly as possible.

Gardens

If the property you are letting has a private garden, you are required to ensure that it is maintained
throughout your tenancy. When you move out of the property, it must be left in good order relevant
to the season. In some cases, tenants in a property that has a communal garden may be responsible
for a share in the cost of the garden’s upkeep.

Insurance

Whilst your landlord will have insurance for the building, tenants should arrange their own insurance
cover for personal possessions as the landlord's insurance will not cover these. Ream also strongly
recommends Tenants Liability insurance is taken to cover for any accidental damage to the
landlord’s property, i.e. fixtures, fittings or furniture. If doing so, please ensure your policy includes
accidental damage up to £2,500 cover for the landlord’s belongings.
Legionella and Legionnaires Disease

The risk of legionella causing illness in small domestic properties is exceedingly low. Possibly the
biggest risk is when you have been away from the property for more than a week or so, on holiday
etc. Good practice in this situation is simply to run the taps (a very unlikely source anyway) with hot
water for minimum 60 seconds, and more importantly flush the shower head with warm water for
minimum 60 seconds after a period of non-use (to do this, remove from holder, cover shower head
with plastic bag before switching on the shower, then hold over drain, this will lessen risk of inhaling
sprayed droplets). Similarly flush the toilet twice to circulate fresh water through the system and
empty the cistern. Shower spray heads also present a small risk in domestic properties and should
be dismantled and cleaned of scale and debris every 3-6 months.

Lights

Tenants should replace light bulbs as required throughout their tenancy; this includes lighting under
kitchen units, cooker hoods and any outdoor or balcony lights. At the end of the tenancy, tenants
must ensure any blown bulbs are replaced and all lights are working.

Telephone/Broadband/TV

Tenants must purchase a TV license for the property, even if the TV belongs to the landlord. Any
faults with TV aerials, satellite installations are also your responsibility (except where the fault is
deemed communal). The cost of installation of any satellite TV, broadband, telephone line
connection should be borne by the tenant.

Utilities

Please advise your chosen gas and electricity provider that you have moved into the property. You
can use whichever utility provider you wish. Meter readings will be taken on the day of your move
in. You should then contact your provider, give them the readings and set an account up in your
name. Please ensure Ream are advised of the name of your provider when you leave.

Ventilation

Please ensure the property is adequately ventilated. You should open bathroom and kitchen
windows regularly and leave trickle vents open at all times to avoid condensation. Extractor fans
must be used in internal bathrooms and kitchens. Washing must not be hung over radiators or
heaters to dry.

As we are continually trying to improve our services, please let us know if there is any other aspect
of letting a property that you think could prove useful to you.
CONDENSATION

What is condensation?

Condensation is moisture, which can cause rotting window frames, peeling wallpaper and mould on
walls, carpets or clothes. It forms on cold surfaces and where there is not much air movement. You
may see patches of black mould on windows, in corners, in or behind wardrobes, even on bedding
and furnishings. It often forms on north-facing walls and gets worse in winter. You might also notice
a musty smell. Condensation can encourage mould growth and dust mites and increase the risk of
illnesses like asthma and bronchitis.

What causes condensation?

There is always moisture in the air, but normally you can’t see it. Condensation forms when air gets
too full of moisture, or when it cools down quickly on cold surfaces. Condensation “seeks out” cold
places. Warm, humid air produced by cooking, washing and drying clothes will go to areas like
window panes, cold walls and unheated rooms.

Four things cause condensation:

Producing a lot of moisture – steam in kitchen and bathrooms, drying laundry

Not enough ventilation – the moist air can’t escape

Not enough insulation – cold surfaces

Not enough heating – the air cools too soon to escape

What can you do to reduce condensation?

Produce less moisture

Avoid using paraffin or bottled gas heaters – they produce a lot more moisture

Cover pans when cooking and/or open windows

Dry laundry outdoors if you can, otherwise hang it in a room with the door shut and window open
and heating on.

If you use a tumble dryer, vent it to the outside or buy a DIY “self-condensing” dryer kit.

Let the moisture out

Leave “trickle” vents open whenever someone is in the room – small vents at the top of windows

Air rooms that people use regularly, especially bathrooms, leave windows open. Even breathing
produces a lot of moisture

Use extractor fans in bathrooms and kitchens when cooking or drying laundry and open windows
when they steam up.

Close internal kitchen and bathroom doors when steam is being produced to stop moisture
spreading to the rest of the house and again open the windows, or use extractor fans.
Air cupboards and wardrobes and avoid putting too much in them as this stops air flow.

Leave a gap between furniture and walls.

Insulate your home

Fit wall and loft insulation to make the outside walls and ceilings warmer

Draught proof internal kitchen and bathroom doors to help keep moisture from spreading
throughout the house

Heat your home

Keep temperatures in all of the rooms above 15 degrees Centigrade. This will cut down the risk of
condensation forming on walls and fabrics although may still form on windows.

What you must not do

Never block airbricks or trickle vents

Never completely block chimneys – fit a ventilation grille

Never draught-proof windows in rooms where there is condensation or mould

Do not draught proof windows in kitchens or bathrooms unless the window has a trickle vent or
there is an extractor fan.

CONDENSATION IS NOT THE ONLY KIND OF DAMPNESS

Others include:

water leaking from pipes, gutters, wastes or overflows

water coming in through a crack in the wall or a missing roof tile

Rising damp which leaves a “tidemark” on the wall, about a metre above the floor.

Repairing the fault treats these kinds of dampness. You may need specialist help.

If none of these problems can be found, then it is likely that the house is suffering from
condensation.

SAFETY: Never draught-proof rooms, which have a cooker, boiler or gas or solid fuel heater
without checking with a heating or draught-proofing installer. Fires and heaters need air – if there
is not enough fresh air getting in, you risk carbon monoxide poisoning.