Cancellation Policy

Rengen Lettings – Cancellation Policy

This Cancellation Policy forms part of the Tenancy Agreement and is intended to comply with the requirements of the ANUK/Unipol National Code of Standards for Larger Developments.

This policy only applies to developments that are registered with ANUK/Unipol.

1. Cancellation Before the Tenancy Start Date

1.1 Once the Tenancy Agreement has been signed by both parties, the Tenant will remain liable for the rent and all obligations under the agreement unless:

• the Tenant exercises a statutory right to cancel where applicable by law; or
• a replacement tenant is accepted by us in accordance with this policy.

1.2 Requests to cancel must be submitted in writing.

2. Replacement Tenant

2.1 A Tenant may request to be released from their Tenancy Agreement by proposing a suitable replacement tenant.

2.2 Any proposed replacement tenant must:

• meet our eligibility and booking requirements;
• enter into a tenancy agreement for the accommodation; and
• complete all required documentation and payments.

2.3 We reserve the right to:

• accept or reject any proposed replacement tenant acting reasonably;
• market the room directly; or
• allocate the room to another prospective tenant.

2.4 The existing Tenant will remain liable for rent and all contractual obligations until:

• a new tenancy agreement has been completed; and
• the replacement tenant’s tenancy has commenced.

2.5 Where permitted by law, we may charge a reasonable administration fee relating to the replacement process.

3. Withdrawal, Exclusion or Suspension from Studies

3.1 In accordance with the ANUK/Unipol National Code of Standards, tenants occupying accommodation in England under a Common Law Tenancy may request to terminate their tenancy agreement where they are no longer able to continue their studies due to one of the following circumstances:

• withdrawal from their course of study;
• permanent exclusion from their institution;
• refusal of admission by their educational institution; or
• suspension of studies due to illness for a period exceeding 60 consecutive days, where the suspension has been formally approved by the higher education provider.

3.2 To qualify for release under this policy, the Tenant must satisfy all of the following conditions:

• the Tenant must be enrolled on a full-time course at the time the tenancy agreement was entered into;
• the change in student status must occur after the tenancy agreement has been signed;
• the Tenant must no longer be actively attending or entitled to attend their course;
• the Tenant must intend to vacate the accommodation permanently; and
• the accommodation must not continue to be occupied by the Tenant following the proposed termination date.

3.3 The Tenant must provide:

• a minimum of 4 weeks’ written notice of cancellation;
• a clear intended departure date;
• written evidence from the educational institution confirming the relevant circumstance; and
• any additional information reasonably requested to verify eligibility under this policy.

3.4 Acceptable supporting evidence may include:

• an official withdrawal confirmation;
• an exclusion letter;
• a formal refusal of admission notice;
• confirmation of suspension of studies due to illness;
• UCAS correspondence; or
• an official letter or email issued by the educational institution.

3.5 The following circumstances shall not normally qualify for release under this policy:

• voluntary transfer to another accommodation provider;
• dissatisfaction with the accommodation;
• change of mind;
• financial hardship;
• deferral of studies where the Tenant remains enrolled;
• relocation to another campus while remaining a registered student;
• disciplinary matters not resulting in formal exclusion; or
• withdrawal from individual modules while remaining enrolled on the overall course.

3.6 Rent and any other charges under the tenancy agreement will remain payable until:

• the expiry of the required notice period; and
• the Tenant has vacated the accommodation and returned all keys/access devices.

3.7 Where notice or evidence is incomplete, unclear, or defective, we will notify the Tenant as soon as reasonably practicable and provide a reasonable opportunity to remedy the issue before a final decision is made.

3.8 We reserve the right to verify any supporting evidence directly with the relevant educational institution where reasonably necessary and permitted by applicable data protection legislation.

3.9 Approval of a cancellation request under this section shall be confirmed in writing. Until written confirmation is issued, the tenancy agreement shall remain legally binding.

4. Death of a Tenant

4.1 In the event of the death of a Tenant:

• the Tenant’s obligations under the tenancy agreement will end on the date of death;
• any guarantor obligations will also end on the date of death; and
• any rent paid in advance for the period after the date of death will be refunded on a pro-rata basis.

4.2 We will liaise with the Tenant’s next of kin, nominated contact, executor or personal representative regarding collection of personal belongings.

5. Accommodation Unavailable at Move-In

5.1 If the booked accommodation is unavailable on the tenancy start date due to construction delays or operational issues, we will comply with the obligations set out under the ANUK/Unipol National Code of Standards.

5.2 Where applicable, affected tenants may:

• be offered suitable alternative accommodation; or
• be permitted to cancel the tenancy agreement without financial penalty.

6. Refunds

6.1 Any refund due under this policy will be processed within a reasonable period following approval of the cancellation request.

6.2 Refunds will normally be made using the original payment method.

7. Cancellation Procedure

7.1 All cancellation requests must be submitted in writing together with any required supporting evidence.

7.2 Submission of a cancellation request does not release the Tenant from the Tenancy Agreement unless and until confirmed by us in writing.