Email Templates

Reply to Tenancy Agreement Acceptance

Hello,

Thanks for this.  So now we have a binding tenancy agreement between us.

We should liaise again in [insert when] to co-ordinate the logistics of your move in.  You’ll need to pay remaining monies shortly before you actually move in.  Refer back to my email below for the exact amounts.

In due course, I will send you an email introducing you to your new housemates.  And after you move we will send you a certificate proving protection of your deposit.

From now on please use these phone numbers:

  • Me (Andrew Williams) - 07973 179201 (my personal mobile - the number you had previously was for advertising only and I will not tend to check it)

  • My colleague Matt Read - 07969 292896

…and this email for any issues including maintenance once you’re in the flat.

Also, see these two useful links (paste into your browser):

www.rainbowcapital.co.uk/movingin

www.rainbowcapital.co.uk/inserthouseref

Thanks again for everything.  We look forward to your move in and you becoming our tenant.

Best wishes,

Andrew and Matt

Introduction to New Housemate

Hi Everyone,

????? will be moving into ??????'s old room from this ??????? (??/??) around late afternoon. I'll be at the house to meet her and hand over the key and help ??? get settled.

?????? is ?? and works in/for.,

In their own words, ???? describes ????? as:

"????????????????????????????"

Emails cc’d in above. I presume there might be a WhatsApp group or similar for the house?

I am sure you’ll point ???? in the right direction with regard to the rhythms, protocols and any informal by-laws within the house.

Best wishes,

???????

Trying to Break Off Cycle 1

Hi Kabirou,

Thank for email.  And sorry you’re leaving but it sounds a good move for you so many congrats.

You can read about move out procedures on our website - https://www.rainbowcapital.co.uk/tenancyending    It would then be helpful if you would complete the form via this link - https://www.rainbowcapital.co.uk/breakingtenancyform

[NB The form mentions a break fee, but as a concession to you as a valued and current tenant, we agreed to waive this when you extended your tenancy, so just ignore this and we intend your return your deposit in full]

Please let is know your timetable and the earliest and latest you might vacate.  The contractual break date is 30th November but there is a chance we can find someone sooner, and if so, and you can vacate earlier, then we might be able to release you from your tenancy sooner.  No promises on this though and if we do not find someone until 30th November then you would need to pay your rent until then.  

Hope all this is clear.  Feel free to call me to discuss if necessary.  

Best wishes,

AW

07973 179201

Trying to Break Off Cycle 2

Roan,

Thanks for your texts.  I thought it was better to email rather than text back.

Before I launch forth, I should say that it’s very unfortunate what happened to you, but it was good to see you looking happy and relaxed around the dining table.  From our side, of course we want you to stay.  You’re obviously a good chap and it’s vital to our business to find and retain the best tenants.  So whilst I set out the procedures for leaving, this is the context of wanting to retain you for the future.  Equally, we want you to be happy and comfortable in your living environment.  We recognise a feeling of safety is of paramount importance.  

Anyway, all this said, I thought I would address the procedure for moving out, both the ‘according to the contract’ position and whether there is a chance of an improvement / compromise, which there might be. 

Apologies for the long email but I thought it was helpful if I gave you an insight into everything from various perspectives... 

1. Contractual Position

First, the contractual position….

  • As per the terms and conditions of your tenancy agreement you are only able to break the contract that exists between us on three 'quarter days' and by giving us the notice outlined in Section 8 of the T&Cs.  The next tenancy break point is 30th November with notice given before 15th October.  I am afraid it is not our contractual agreement that you can give notice to leave at any time

  • The position is described in numerous places on our website (see https://www.rainbowcapital.co.uk/tenancyending) and also in the tenancy contracts you agreed with us.  In fact, we specifically asked you to say that you had read, understood and accepted the break clause provisions of Section 8, which you duly did

  • There are many good business and personal reasons why we have this break clause and we don’t mean to awkward or bloody minded just for the sake of it

    • From our tenants’ perspective it creates harmony in their homes and avoids the disruption of tenants leaving and joining the household at random.  It means our tenants have a long-term perspective and regard our properties as ‘homes’ not short term lodgings.  It keeps the intrusions into the communal areas of me and Matt doing viewings to a minimum

    • From our perspective, it allows us to plan our business’s resources and our personal time.  We are only two people.  Finding new tenants requires us to work evenings and weekdays.  As human beings we can’t work 24x7x365, so the break clause timetable allows us to plan ahead, put our social lives on hold, avoid holidays etc during those times.  We have just re-rented 30+ rooms pertaining to the 31st August break point - the point at which you came in.  We worked on re-rentals solidly for two months, gave up every night and weekend to do viewings.  We have no energy to do it all again to rent rooms at the moment

  • For now, we have to focus our resources on other things, like maintenance, development and other business matters.  Currently, we are installing three new bathrooms at another property.  Then at another we will install a new kitchen.  As you know, we own 24 houses and the only way we can manage all of them is by requiring tenants to respect the contractually agreed timetable.  We are like an airline with a flight schedule.  We can’t just take off and land when one passenger wants!  

  • Then there is the matter of financial cost.  It costs about £1000 to advertise for new tenants, do viewings, clean and prepare rooms, if necessary redecorating, check references, issue contracts, insure deposits, etc.  It’s a long and expensive process.  The only way we can keep the cost to break down a minimum is if we group break points together.  By advertising and doing viewings for more than one room at a time, we enjoy an economy of scale and can reduce the costs we recharge to individual tenants looking to break.  The cost to you would be half a month’s rent

  • Finally we ask for the six week notice period to give us a few days after the notice date to write all the adverts and understand current tenant’s timetables.  They we start doing viewings and assume the best replacement tenants might themselves have a four week notice period.  The six weeks total is the time we feel we need to avoid a void in our rental income stream that pays our mortgages and our staff costs

Anyway, all this said, where does this leave us?


2. Possible Concessions / Better News
Now, the possible compromise / improvement on the contractual position...

  • There is a good chance that once we start advertising we find someone who wants to move in straightaway and without a notice period themselves.  So it may be that we are able to let your room from say 1 November, which is little more than four weeks’ away.  This would be on the basis of us using our best efforts, however, rather than a definite promise or commitment.  As soon as we find someone to take over your room we will end your tenancy and your obligation to pay rent will end.  You would need to pay your rent in full until that point however

  • In the case of Doggett Road, we have another situation to manage in that Nese, friend of Tara, has lost her job before even moving in, so we enjoy a slight economy of scale in advertising the two rooms at once.  Given that room is empty from now, we may be willing to start advertising from next week.  This again might hasten the time when we can find someone to take over from you

  • We have some other rooms becoming available in our portfolio, albeit in different areas and at more money.  I am assuming none of these would work for you?  I don’t think they do - given locations and prices but if any did we would of course move you to them for free.  See www.raimbowcapital.co.uk/available  

Action

If you would like to go ahead and give your notice in advance of 15th October then please can you complete the form located on our website: https://www.rainbowcapital.co.uk/breakingtenancy

Feel free to give me a call on 07973 179201 if you’d like to discuss this further.

As I say we understand it’s vital you feel safe and secure in your living environment.

Best wishes,

Andrew

Email for deposit refund

Dear XXX,

Just a quick email to confirm that I have refunded your deposit in full back to the bank account that you provided me details for.  £XX should now be in your account as the transfer is instant. 


You will shortly receive another email from the Tenancy Deposit Scheme to confirm that the protection of the deposit has ceased, no action is needed from you on this.


Andrew and I would just like to stay thank you for being a wonderful tenant over the last XXX, and we would like to wish you all the best in the future. 


Best wishes,


Matt



Current accommodation - Where do you live at the moment? Why move?

Job - What do they do? Where do you work? Where do you need to get to each day? (Commute connections)

Personal - Age? Where from originally?  Nationality?  How long in UK (if relevant)

Plans - How long looking to rent for?


  2. 11. Viewing timetable

Spareroom Message Templates

Unsolicited contact to someone looking to rent with a similar profile (Stratford and Canada Water) to what we are offering/after


Hi Craig, Just read your profile and marvelling at the efficiency of your daily routine! I see you're looking for a room to move into soon... I'm a private landlord (not a letting agent) with rooms to rent across a portfolio of flats and houses in four areas of Central London. Right now we have nine rooms available across our portfolio with prices £650pcm - £900pcm including all bills, broadband and cleaner. We manage every property ourselves with a very responsive maintenance service. All our tenants are intelligent young professionals like yourself and by the look of you you would fit right in! Here are the rooms we have available at the moment: 1/ Canada Water SE16 - Vincent Close - ref#783055 - Leydon Close - ref#2008876 2/ Stratford E15 - Eleanor Road - ref#1172055 - Warwick Road - ref#783032 - Redriffe Road - ref#782249 3/ Catford - Doggett Road - ref#5613058 You can see more details and pictures of all of these rooms plus others we will have available soon on our own website which is www.rainbowcapital.co.uk Let me know if you're interested in hearing more... Matt 07969 292896

Canada Water

Hi Florence,

Just read your profile and thought you sounded great.

I see you're looking for a room in Central London. I have one in Canada Water and wonder if this might suit you?
- Leydon Close, SE16 - ref#2008876

It’s a large double room in a very large house. Ideal for a young professional to work from home in a social environment. £900 pcm inc all bills, broadband and cleaner.

Let me know if you're interested in hearing more and when you are looking to start viewings?

Andrew
07399 269185

Unsolicited contact to someone looking to rent with a similar profile (Stratford and Canada Water) to what we are offering/after

Just read your profile.

I'm a private landlord (not an agent) with rooms to rent in my own houses in three areas of London that I thought might suit you.

1/ Stratford
- Warwick Road, in Stratford, E15 - ref#783032
- Eleanor Road in Stratford, E15 - ref#1172055

2/ Canada Water
- Vincent Close in Canada Water, SE16 - ref#783055

- Leydon Close in Canada Water, SE16 - ref#2008876

3/ Catford
- Doggett Road in Catford, SE6 - ref#5613058

They are largely within your budget and the housemates are kind and intelligent. You don't say a great deal else about yourself but you look nice and normal in your photo! I think you'd fit in!

I thought I would reach out to see if any of these interested you. And if you'd like to arrange a viewing either in-person or as a video call.

Let me know if that appeals, feel free to reply via SpareRoom or call call/text directly - 07969 292896.

Matt
07969 292896

Unsolicited contact to someone looking closer to 1st September move in

Just read your profile. I see you're looking for a room later this summer... That could suit us well...

I'm a private landlord (not a letting agent) with rooms to rent across a portfolio of flats and houses in four areas of Central London.

By August we should have about 30 available rooms, with prices £700pcm - £1000pcm including all bills, broadband and cleaner. We manage every property ourselves with a very responsive maintenance service.

The best place to see our portfolio is on our own website www.rainbowcapital.co.uk

Or you can see a sneak preview of the the adverts we will put live in August...

1/ Canada Water
- Greenland Quay - ref#1579674

2/ Oval / Kennington
- Cranworth Gardens - ref#7490767

3/ Clapham
- Kenwyn Road, SW4 - ref#8481118

4/ Stratford
- Eleanor Road - ref#1172055

Let me know if you're interested in hearing more...

Matt
07969 292896

Unsolicited contact to someone looking closer to 1st September move in AND wanting an en-suite room

Just read your profile. I see you're looking for a room (preferably ensuite) later this summer... That could suit us well...

I'm a private landlord (not a letting agent) with rooms to rent across a portfolio of flats and houses in four areas of Central London.

By 20th July we should have quite a few rooms available, with prices upto £1000pcm including all bills, broadband and cleaner. We manage every property ourselves with a responsive maintenance service.

The best place to see our portfolio is on our own website www.rainbowcapital.co.uk

Or you can see a sneak preview of the the adverts we will put live below...

1/ Canada Water
- Greenland Quay - ref#1579674 (with ensuite bathrooms)
- Rainbow Quay - ref#684286 (with ensuite bathrooms)

2/ Oval / Kennington
- Cranworth Gardens - ref#7490767

3/ Clapham
- Kenwyn Road, SW4 - ref#8481118

Let me know if you're interested in hearing more...

Matt
07969 292896

Unsolicited contact to someone looking closer to 1st September move in - ALL ADVERTS - DELETE ALL BUT 3 BEFORE SENDING

Just read your profile. I see you're looking for a room later this summer. That could suit us well...

I'm a private landlord (not a letting agent) with rooms to rent across a portfolio of flats and houses in four areas of Central London.

This summer we will have about 30 available rooms, with prices from £800pcm including all bills, broadband and cleaner. We manage every property ourselves with a responsive maintenance service.

The best place to see our portfolio is on our own website www.rainbowcapital.co.uk

And here is a preview of the rooms we will advertise this summer.

1/ Clapham
- Kenwyn Road, SW4 - ref#8481118

2/ Oval
- Cranworth Gardens, SW9 - ref#7490767

3/ Vauxhall
- Park Mansions, SW8 - ref#4289417

4/ Canada Water
- Greenland Quay, SE16 - ref#1579674 (with ensuite bathrooms)

5/ Canada Water
- Rainbow Quay, SE16 - ref#684286 (with ensuite bathrooms)

6/ Canada Water
- Russia Dock, SE16 - ref#783055

7/ Canada Water
- Leydon Close, SE16 - ref#2008876

8/ Catford
- Doggett Road, SE6 - ref#5613058

9/ Stratford
Eleanor Road, E15 - ref#1172055

Let me know if you're interested in hearing more and when you are looking to start viewings?

Matt
07969 292896


Unsolicited contact to someone looking closer to 1st September move in AND wanting CLAPHAM/VAUXHALL/OVAL WITH BUDGET OF £800+

Just read your profile. I see you're looking for a room later this summer. That could suit us well...

I'm a private landlord (not a letting agent) with rooms to rent across a portfolio of flats and houses in four areas of Central London.

This summer we will have about 30 available rooms, with prices from £800pcm including all bills, broadband and cleaner. We manage every property ourselves with a responsive maintenance service.

The best place to see our portfolio is on our own website www.rainbowcapital.co.uk

And here is a preview of the rooms we will advertise this summer.

1/ Oval
- Cranworth Gardens, SW9 - ref#7490767

2/ Clapham
- Kenwyn Road, SW4 - ref#8481118

3/ Vauxhall
- Park Mansions, SW8 - ref#4289417

Let me know if you're interested in hearing more and when you are looking to start viewings?

Matt
07969 292896