The Engine Room, Coventry

• An Advance Rent Payment of £100 is required at the time of application to secure a room. It is a holding deposit under paragraph 3(2), Schedule 1 of the Tenant Fees Act 2019, not an additional fee, and is deducted from the first rent payment. It is used to secure the application until booking is complete and is then held in accordance with the Tenancy Agreement/Licence.

• A Security Deposit of £250 is required. For new customers, this is due with the first rent payment. For returning customers, any existing deposit is rolled over to the new booking, and any shortfall to reach £250 must be paid by the due date.

• Rent payments are set out in the application and Tenancy Agreement/Licence and are payable either in installments or as a single annual payment in advance, depending on the agreed plan.

• Where instalment payments are selected and a UK guarantor is nominated, the guarantor must complete the Guarantor Portal within 7 calendar days of notification. Failure to do so may result in the rent plan being changed to full payment in advance prior to move-in.

• A £50 administration fee applies for the administration of a contract takeover after the Cooling-Off Period.

• All rent, deposit, and charge amounts and due dates are clearly stated in the application and Tenancy Agreement/Licence, and acceptance confirms agreement to these payment obligations.

1. Booking & Tenancy Agreement

• After paying the Advance Rent Payment, a room is reserved and you must sign the Tenancy Agreement/Licence within 7 calendar days of notification.
• If you do not sign within this period, the booking may be cancelled and the Advance Rent Payment may be retained.

2. Cooling-Off Period

• A 7 calendar-day Cooling-Off Period applies from signing, unless the tenancy has commenced (Tenancy Start Date on or before signing) or keys have been collected.
• For bookings made on or after 1 August for a September start, the Cooling-Off Period is reduced to 48 hours from signing (date and time).
• Cancellation must be made in writing/email to the Property Team. If valid, you will:
  • be released from the Tenancy Agreement/Licence, and
  • receive a full refund of the Advance Rent Payment.
• Cooling-Off ends immediately upon key collection or tenancy commencement.
• Applies to direct and agent bookings.

3. After Cooling-Off Period

• The Tenancy Agreement/Licence becomes legally binding.
• The Advance Rent Payment becomes a holding deposit under paragraph 3(2), Schedule 1, Tenant Fees Act 2019, and is offset against rent.
• You are liable for the full rent for the tenancy period.
• A security deposit is payable before the tenancy starts.

4. Permitted Termination (No Penalty – Strict Conditions)

(a) Visa Refusal (International Students)

• UK visa refused before 24 August
• Written notice + official evidence (e.g. UK Home Office/local authority) required within 7 calendar days of refusal
• Outcome: full refund of Advance Rent Payment and release

(b) University Place Withdrawal (First-Year Students Only)

• Offer withdrawn due to not meeting entry requirements
• Written notice + university evidence required within 7 calendar days of notification and before 24 August
• Outcome: full refund and release

(c) Medical Withdrawal

• Student medically withdrawn from University/HEI
• Written notice + satisfactory evidence required within 7 calendar days of decision
• Outcome: release subject to landlord acceptance of evidence

5. Other Termination

• In all other circumstances (e.g. voluntary withdrawal, eviction, or no longer being a student), you remain fully liable for all sums due unless a replacement tenant is found and approved by the landlord/property manager.
• Replacement tenant must:
  • be acceptable to the landlord, and
  • enter into a new Tenancy Agreement/Licence.
• Release takes effect from the start date of the replacement tenancy, subject to approval, no arrears, and any applicable fees.

6. Deposit

• Where release applies, the Deposit will be returned under the Tenancy Agreement/Licence, minus any deductions for damage, cleaning, or breach of contract where applicable.