Contract Holder Guide

Thank you for choosing us to assist in finding your new home.

Opening Times: Monday - Friday 9.00am - 5.30pm.

Saturday 9.00am - 4.00pm

We have a range of properties available: shared and individual student accommodation, small to large family homes in all areas, and a great selection of quality apartments from studios to the finest executive apartments in the best and latest locations in Swansea. We also manage a large portfolio of properties specifically designed for long term settled occupiers with age restrictions of over 30's and over 50’s. To view our full list of properties currently available click here

Swansea is a vibrant city enticing many newcomers to choose to reside here, with local staff we can assist in ensuring you find the property and the area that best suits your needs and requirements.

At Dawsons we assist professionals and students alike to find a property to suit individual needs, from a first time viewer to the most experienced occupant, we will help you every step of the way to ensure a stress free process for all concerned. As an occupier with ourselves you can be assured that by using our services to secure your home you will receive a professional personal service with an experienced member of staff on hand to assist with any queries.

To reserve a property we will require payment of a holding deposit which will equate to one weeks rent. This sum will become part payment of the first months rent should your application and subsequent referencing be successful.

Before setting up an occupation contract, we will take up references and a credit check on all occupants over the age of 18. For this we use an independent professional referencing service, who are one of the leading residential lettings referencing services in the UK.

Residential Lettings

You will find our staff both polite and professional in all our dealings with you and after a brief phone or face to face consultation we will quickly establish your property needs to match your requirements to our extensive list of available dwellings.

We will try and make the letting process as easy as possible for you as a new occupier with ourselves and can assure you that every stage will be handled professionally by our team here at Dawsons.

• Viewings - Once you have selected the properties you wish to view either through consultation with ourselves or through your own selection, please contact us to book an appointment. All viewings will be accompanied by a member of staff who will then be able to assist you with any questions you may have about the properties viewed. We can assist with transportation to the property where suitably possible and by prior arrangement only.

• Our Referencing Process - When you have chosen a suitable property and we have agreed the proposed rental with the landlord you will be asked to view an “offer form” and make payment of the holding deposit, which will equate to one weeks rent. This sum will become part payment of the first months rent should your application and subsequent referencing be successful. The holding deposit can be retained should any relevant person (including guarantors); withdraw from the occupation contract, provide false or misleading information or fail to take reasonable steps to enter the agreement (i.e. responding to reasonable requests for information required to process the application.

We use a professional referencing company to carry out credit checks, employment status and previous landlord's checks. We also require you to provide two forms of ID (Click Here for a list of acceptable ID). This process usually takes between 3 to 5 working days (or between 5 and 10 days should there be a need to obtain references from larger companies) after which we can then agree a moving in date. PLEASE NOTE: we can only hold a property once a holding deposit is in place. The holding deposit will be held for a period of up to 15 days (unless an extension is agreed in writing by both parties).

• Rental Agreements (occupation contracts) - We use the latest occupation contracts provided by ARLA PropertyMark for both the landlords and tenants protection. The agreements are both comprehensive and easy to understand.

The property can either be managed by us through the course of occupation or directly by the landlord depending on the landlord's initial instruction. Upon signing of the occupation contract, should we have been instructed to manage the property you will be informed of the relevant staff contacts including our maintenance department and in the case of the landlord managing directly you will be fully informed of all the landlord contact details.

We will require a bond/deposit (which is usually equivalent to one month’s rent + £100.00 This figure can be higher dependent upon the contract terms and/or rent PCM). This will be held by Dawsons or the landlord for the duration of your occupation and registered with relevant deposit scheme. All bonds/deposits that are held by ourselves are in a separate protected account in line with our obligations through ARLA PropertyMark and Rent Smart Wales. In most cases bonds/deposits are returned swiftly at the end of the occupation contract with no claims made. However, should there be a dispute that cannot be agreed, the matter can be referred to the chosen deposit scheme for an independent resolution.

• Inventory and Routine Inspections - Where a property is managed by Dawsons, our contract holders will be issued with a detailed inventory and condition report at the commencement of the contract and will have the opportunity to check and make any observations. Contract holders must remember that this document is as much for their protection as the landlords and if it is not returned amended to ourselves within 5 workings days, the accepted condition will be based on the inventory issued.

We or the landlord will carry out routine visits of the dwelling to check the property is being kept in good order and this will normally occur every 3 months (quarterly).

• Rent Payments - All rent payments must be paid monthly in advance on the rental due date (this is usually the same date monthly as your occupation contract start date) and via direct debit or standing order which can be set up upon signing the contract or in office when collecting the keys.

• Maintenance Contacts - We have a dedicated maintenance department that aims to quickly and efficiently deal with any maintenance requirements. You can contact our maintenance team during our office hours or refer to your welcome pack for out of hours emergency contractors.

PLEASE NOTE: Should you have a gas emergency and suspect a leak you should telephone Wales and West Utilities on Free phone 0800 111 999.

Student Lettings (UK and International)

We have a large selection of quality student accommodation available close to both Swansea University Campus’s as well as the campuses of University of Wales Trinity St David. All properties advertised by ourselves will comply with HMO (houses of multiple occupation) regulations and will be managed by a fit and property person, giving you peace of mind when coming to live in an unfamiliar City.

We are also the chosen local agent by the ICWS (International College Wales Swansea) to assist them with the accommodation needs of the 100's of overseas students arriving every year. We also work very closely with the accommodation office of University of Wales Trinity St David.

All student properties are usually rented to the full quota of rooms available and will be considered as one group. Any variation to this will be agreed with the landlord/ Agent or advertised as such.

• Securing your Accommodation - We strongly recommend that as soon as you have registered for your studies in Swansea that you then look to secure your accommodation with us. Don't leave it until the last minute. The further in advance that you contact us the better chance you stand of getting the right property for you. Our website will always show a full listing of our current availability (to view available student accommodation click here).

• Viewings -  All viewings are to be arranged by appointment and through our local lettings office either by phone/email or face to face. However if you are overseas, we can provide you with full descriptions, additional pictures and where available a short video of suitable properties upon request in order for you to make an informed selection without viewing the property, or if you have a contact in Swansea you may wish for them to view on your behalf which is something we will be happy to arrange.

• Our Referencing Process -  When you have chosen a suitable property and we have agreed the proposed rental with the landlord you will be asked to view an “offer form” and make payment of the holding deposit, which will equate to one weeks rent. This sum will become part payment of the first months rent should your application and subsequent referencing be successful. The holding deposit can be retained should any relevant person (including guarantors); withdraw from the occupation contract, provide false or misleading information or fail to take reasonable steps to enter the agreement (i.e. responding to reasonable requests for information required to process the application.

We use a professional referencing company to carry out credit checks, employment status and previous landlord's checks. We also require you to provide two forms of ID (Click Here for a list of acceptable ID). As a student we will also require proof of study for the academic year, student ID and Visa and/or sponsorship paperwork for International students. This process usually takes between 3 to 5 working days (or between 5 and 10 days should there be a need to obtain references from larger companies) after which we can then agree a moving in date. PLEASE NOTE: we can only hold a property once a holding deposit is in place. The holding deposit will be held for a period of up to 15 days (unless an extension is agreed in writing by both parties).

• Guarantors - Each student will require a UK based Guarantor (usually a parent or guardian) who will also undergo referencing to guarantee the occupation contract. The guarantor agreement will be required to be completed alongside your application forms and all returned within 7 days upon paying the admin fee.

Should you not have a UK based guarantor we could agree a double bond/deposit and/or rent in advance to be agreed with the property landlord via ourselves.

• Occupation Contract Term - The term of the occupation contract will be for 12 months (from 1st July to the 30th June, stating on the contract that access will be provided on the 1st September). During this period we may allow you to store items at the property, however, during this period tradesman will be required to visit the property and as a result we cannot be held responsible for any loss or damage to your possessions. As a result, we recommend that you take out suitable contents insurance to cover this risk.

• Bond/ Deposit - Each student will be required to pay a deposit/bond (equivalent to 1 months rent plus £50.00 unless otherwise stated). All deposits will be held for the duration of the occupation contract and registered with an appropriate deposit scheme. This will need to be paid on or prior to the start date of the occupation contract (no earlier than 30 days prior).

• Pre Occupation Contract - Once your documentation and references have been approved you will be required to sign the occupation contract and pay the bond/deposit (and in some instances the first month’s rent will need to be paid at this time). A direct debit or standing order will also need to be completed at this point to ensure your next rental payment is received.

• Keys - On or after the 1st September we will need to arrange a suitable day and time for you to collect keys for the property from our office (should you be overseas we can agree for a friend to collect these on your behalf should we be in receipt of all signed paperwork and monies).

At the same time we will supply you with an inventory and condition report for you to sign here at the office and then take to the property to check and return should there be a discrepancy in our findings. For the first or lead person taking possession we will require the communal areas to be checked and signed off, thereafter individuals can be checked into the rooms as and when they arrive.

Click here to view our list of shared student accommodation

Click here to view our self contained studio apartments (Park Buildings)

Long Term Lettings

We manage a large portfolio of property for a well established Swansea based company who pride themselves on both good standards of accommodation and a long term settled approach to property management.

Part of this approach is that each rental must ideally be for a minimum period of 12 months with a view to remaining long term, and restrictions will apply to specific properties (these include age restrictions which differ between buildings, along with a no children or pets policy in any of their building.

At Dawsons we are contracted to fully manage these properties and occupation contracts. Therefore providing peace of mind to tenants that the overall management including: maintenance, occupation contracts and account matters will be dealt with professionally and efficiently by our dedicated staff.