Contract Holders

Embarking on the Search for Your Perfect Rental Home?


Look to Northover & Williamson for dedicated assistance in finding your ideal rental property. We firmly believe that the pursuit of a rental property shouldn’t mean compromising on your standards; that’s why a majority of our contract-holders choose to extend their agreements.

With a Wealth of Industry Expertise, we’re poised to match you with the right home, aligning with your unique property preferences. At Northover & Williamson, we’re committed to making the rental process smooth and stress-free, sparing you the typical moving hassles.

Our Occupation Contracts start with a minimum term of 6 months.

Maintenance Issues

For all contracts holders renting a property managed by Northover & Williamson, please report your maintenance issues by emailing


Our Lettings team are on hand from 9am to 5pm Monday to Friday and from 9am to 2pm on Saturday. If you have an emergency maintenance issue during these hours, please call 02920 797919  For all emergencies outside of our opening hours, please call the same number and instructions will be provided.

Explanation of our Contract-Holder Fees

There are contract holder fees that may become payable during a contract you are looking to enter. We believe that you should be aware of these before you make any decision about a property, or before you decide to view a property.

Acceptance of any offer will be subject to contract, referencing and Immigration checks. You will need to pay the Rent and Deposit that is due under a Security Deposit.

Referencing and Right to Rent Checks – You will be asked to complete an application before referencing can be undertaken, you should also provide original photographic Identification (e.g. passport, National ID card, VISA, resident permit, driving licence) and Proof of Residence (e.g. original utility bill, council tax bill or bank statement all of which much be less than 3 months old)- if you have any queries relating to this please speak to the branch.

You should be aware that the need for a guarantor may not become apparent until your referencing (including references for any joint occupants) has been completed. Where a guarantor is required, they will need to complete an application form and provide photographic identification and proof of residence.

Referencing will cover a check against the credit file and public records of the individual, an Anti-Money Laundering check, confirmation of employment and salary details, confirmation of previous occupancy details, right to rent checks. Once the referencing is complete, we will report the results back to your prospective landlord to confirm that they are happy to proceed with your application.

Security Deposit

At the start of the occupancy, a deposit equivalent to a maximum of 5 weeks rent will be required. This is subject to referencing.

The Renting Homes (Fees etc.) (Wales) Act 2019 permits certain fees/charges to be made where a contract holder has defaulted on/or breached their obligations under their Occupation Contract


Fee type Explanation
Default fee for late payment of rent Chargeable from 14 days arrears calculated on the interest at 3% above Bank of England base rate on the late payment of rent for each day that the payment is outstanding.
Loss of key or other security device Landlords and letting agents can charge a contract holder a fee to cover the cost of replacing the lost key or security device (e.g. fob, electronic device for garage doors/ security gates)
Payment on termination of an occupation contract Landlords and letting agents can require a contract holder to make a payment for an early termination (surrender) of the occupation contract at the contract holder’s request.
Company application fee £300 including VAT


Please ask us to explain the application and move in process to you and we will be happy to answer any questions you might have now or during the application process.

Information for Contract-Holders

Download Referencing Requirements

Download Sample Occupation Contract

Download Sample Prescribed Information


Northover & Williamson is also a member of the Property Ombudsman, SafeAgent, RentSmart Wales and holds Client Money Protection.

Contract Holder Fees Schedule



Holding Deposit (per contract): One week’s rent. This is to reserve a property. Please Note: This will be withheld if the occupant withdraws from the occupancy, provide materially significant false or misleading information, or fail to sign their occupational contract (and/or Deed of Guarantee) within 15 calendar days (or other Deadline for Agreement as mutually agreed in writing).


Early Termination (contract holders request): Should the contract holders wish to leave their contract early, they shall be liable to the landlord’s costs in re-letting the property; as well as rent due under the occupational contract until the start date of the replacement occupancy. These costs will be no more than the maximum amount of rent outstanding on the occupancy.


Rent Arrears will be charged at the interest rate of 3% above the Bank of England Base Rate for seven days if the payment is not received within 14 days of the due date.


Missed appointments: Where the actions of the contract holder results in a missed appointment, the contract holder is liable for the agent’s time in remedying the situation which is charged a one-off payment of £24 (inc. VAT) plus any actual costs incurred (such as contractor charges).


Lost key(s) or other Security Device(s): Contract holders are liable to the actual cost of replacing any lost key(s) or other security device(s). If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the contract holders, landlord and any other persons requiring keys, will be charged to the contract holders.


Protect from Freezing At All Times: To ensure that all reasonable precautions are taken to protect the Property against freezing and burst pipes, provided the pipes and other installations are kept adequately insulated by the Landlord. To reimburse the Landlord in respect of any damage caused to the Property because of frozen or burst pipes due to the contract holders failing to take reasonable precautions.


Prevent Infestation: Not keep any refuse or rubbish in the Property and regularly dispose of the same in a suitable receptacle, to maintain acceptable levels of hygiene and to prevent outbreaks of any infestations of pests or disease. In the event of an infestation, to clean, arrange, or compensate the Landlord for the cleaning of the Property with de-infestation cleaner to a professional standard at the end of the Occupational Contract (if de-infestation is necessary).


Landlord’s Insurance: Not do, permit to be done, or fail to do anything that may render, void or invalidate any policy of insurance on the Property or the Contents, nor anything that may cause an increased premium to be payable, provided that a copy of the relevant sections of the policy has been given to or shown to the contract holders at the start of the Term or within a reasonable time thereafter. To pay the Landlord all reasonable sums that have been paid by the Landlord, for all reasonable expenses or any increase in premiums incurred by the Landlord- incurred because of a failure by the contract holders, their family, or visitors to comply with this clause.


Give Notice of Defects: Notify the Landlord or the Landlord’s Agent immediately in writing upon becoming aware of any damage, defect or want of repair of any nature affecting the Property or any of the Contents, whether caused by any act, default or neglect of the contract holders, or any invitee of the contract holders; i.e. Any burglary or attempted burglary upon the Property. The contract holders shall be liable for all reasonable consequential excess loss and expense arising from any failure to give such notice.


All charges will be proven by way of invoice.


All payments can be made by bank transfer or cheque. Please contact the office for further information.

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