Clare Rogers MSc MRICS PCAP
Director of Estate Support Services
Letting Procedure: Guidelines for Applicants
1.
A lease application form must first be completed and returned to the Director of Estate
Support Services.
2.
Upon receipt of your completed lease application, references will be applied for in
writing. Please note that the University has no control over the length of time taken in
obtaining replies.
3.
In the meantime if you have applied for a shop unit your accounts or cash flow forecast
will be analysed by the University Bursar.
4.
You will receive an offer of a lease from the Director of Estate Support Services detailing
the main terms to be included in the legal document. This is not a lease agreement and
the offer is made subject to receipt of satisfactory references and University approval.
The acceptance form attached to the offer letter must be signed and returned to the
Director of Estate Support Services should you wish to proceed with your lease
application. Upon receipt of the signed form the matter will be submitted to the next
relevant Committee meeting for approval.
5.
6.
Once the terms of the letting have been formally approved we will instruct our solicitors
to prepare documentation when all of the following conditions have been complied with:

Receipt of satisfactory bank and trade/character references.

Approval of your accounts/cash flow forecast by the Bursar (if applicable).

Receipt of the lease terms acceptance form.

Approval of the relevant Committee
Once our solicitor has received instructions to prepare documentation, the University’s
standard lease will be sent to your solicitor in draft form. The lease is merely supplied in
draft form for approval and it is based on the terms already agreed. Amendments or
alterations will not be accepted, save in case of manifest error.
Upon approval and return to our solicitor the lease will be completed.
7.
Where special consents are required, for example planning permission, listed building
consent, building regulations or special trading licences, it is your responsibility to
ensure that all of the approvals are obtained prior to signing the lease agreement.
8.
Once the lease has been completed, the keys to the premises will be handed over,
usually by the Director of Estate Support Services, and you may take occupation.
9.
The lease will provide that the rent is payable quarterly in advance, preferably by
standing order (the relevant forms will be issued upon request). Quarterly invoices will
be issued for rent and any services consumed that are centrally provided by the
University, for example water, electricity etc. The building insurance premium will be
collected by a separate invoice.
It is important to remember that should you find yourself in financial difficulty at any
point during your occupation, it is advisable to contact the Bursar’s office as soon as
possible to prevent arrears from accruing.
10.
The University’s Insurance Manager will be informed when you have taken possession of
the premises. An insurance questionnaire will be sent to you for completion soon after
you have taken occupation. This must be returned to the University’s Insurance Officer
who will inform the University’s insurers of your details in order that the premium may
be assessed. This premium is recharged on an annual basis and is subject to an annual
review.
Please note that the University insures the main structure of the building against the
following risks: fire, storm, lightning, explosion, terrorism, aircraft damage, riot and civil
commotion.
Contents insurance and insurance against all other risks should be arranged by you.
11.
It is your responsibility to ensure that the Non-Domestic Rates Section of Newcastle City
Council is informed of your occupation of the premises.
THIS GUIDE IS FOR INFORMATION ONLY AND DOES NOT CONSTITUTE A VALID OFFER OR
CONTRACT