Residential Lettings and Management, Cheltenham, Gloucestershire. - 01242 261 679

The Students Guide


Either with the existing Students direct or accompanied by one of us, whichever is the mutually convenient option and remember – early viewings avoid disappointment, as most of our houses were let by January of last Academic year. To arrange viewings please telephone the office on 01242 261679 or email us at

House Booking Process

Having selected a house, you have to let us know either by telephone or email, so that we can "provisionally" allocate the house to you and your colleagues. You will then be asked to produce some basic information such as names and addresses etc, in order that we can then confirm in writing this let to yourselves. It is at this stage that you will be asked to pay your Deposit (more detail below). Thereafter we apply for the lease, which then gets emailed to you, before you all then come into the office for us to go through the document in detail. Once this process is complete, only then do we mail the Parental Guarantee request out (more detail below).


Rent is an individual responsibility and quoted on a weekly basis (the preferred Student method), although it is calculated and paid on a per calendar monthly basis (£weeks rent x 52 weeks and divided by 12 months). Payment method is by post dated rental cheques, which are dated for the 28th day of each respective calendar month, so that the money is cleared for the first day of the month and calendar monthly thereafter. Rent is payable for 10 months from September - June (inclusive), with half rent paid over the summer months of July and August, which means you can occupy your chosen property during the Summer, if you so wish, with the exception of the first two weeks of July, whilst we take back the houses and undertake the initial cleaning process.

We calculate the rental amount based on the University average of approx £75.00 per week Exclusive, with an average £12.00 premium to pay for the Inclusive Utilities element only (although please note, this average does not normally include the broadband and TV licence, which we also include).

It is our philosophy to offer value for money accommodation without charging additional premiums. However, from experience, properties quoted with a much lower rental figure almost always involves some sort of compromise, such as location, standard of the accommodation, heating, furniture quality, lack of broadband and TV licence and so on; so the moral to this is to be careful when perusing various lists as more often than not, all is not quite what it seems!

Furthermore, there is also a converse analogy to this. Just because an Agency or Landlord is asking upwards of £100.00 a week, does not mean that the property is correspondingly that much better. It’s expensive enough going to University and we strongly believe therefore that the value paid for the accommodation you occupy, should be fair and reasonable.

Utility Inclusive Cap

The inclusive element part of the rent is though “capped”, which currently is £200.00 per month, which is one of the most generous in the town. Furthermore, unlike some other Landlords, this amount is aggregated evenly across 12 months and not by Quarter, which means you benefit from offsetting the milder spring and summer Quarters against the more expensive autumn and winter Quarters. Another example of being fair and reasonable.

House hand over

As you will appreciate, our first responsibility is to get the houses handed back from the current years group at the end of their Tenancy and whereas in the past we have allowed keys for the new Tenancy to be released on the 1st July, this has now proved to be difficult and has resulted in a number of problems.

To tackle this issue, we will now not be releasing respective keys for the first two weeks of July.

If however and as sometimes happens, we have all the keys returned early from an outgoing group, we will conduct the checking out and subsequent cleaning process of that respective house early. Accordingly, we will then be in a position to release keys to those respective houses earlier than the first two weeks of July. In other words, the first two weeks of July vacant period will only be a guide, although either way if you wish to store any of your belongings, this will not be a problem and can be done.


The equivalent of a month’s rent and is fully refundable immediately after the end of the contract, subject to there being no damage or rent arrears. We accept fair wear and tear and minor breakages and in fact very rarely make any deductions. Please note, we fully comply with the Tenancy Deposit Legislation which came into force on 6 April 2007; having chosen The Tenancy Deposit Scheme as our compliance provider. They can be contacted on or 0845 226 7837. Alternatively you can find out more information from telephone 0845 609 0696.

Client Money Protection

As from 1st April 2019 Client Money Protection became mandatory. Accordingly, we have contracted Client Money Protect (CMP) to fulfil this legal requirement. This means that in addition to the protection afforded by the Deposit Legislation for Clients refundable Deposits, rental monies are also now protected aswell.

Parental Guarantees

In light of the fact that Students effectively have no income, it is a requirement that either a Parent or Guardian signs a basic Guarantee. It is a simple document and in essence means that the Guarantor ‘indirectly’ has the same responsibilities as the Student themselves and will therefore act accordingly in the unlikely event that the Student fails to pay their rent or damages the property, less the amount of the held deposit. However, Guarantors are not responsible for any other Tenant. The Guarantee is only mailed out for signing after a copy of the lease has been emailed to the respective Student and in addition, after the lease signing meeting has taken place.

Lettings and Administration Fees

We do not charge any Lettings or Administration Fees for Student Accommodation. All these costs are covered by the respective Landlord's.

Council Tax

Currently, all full-time students at University are exempt from Council Tax. However, in the event a Student leaves the University but stays in the house, that Student will become liable for the Council Tax for the entire house (usually with a 25% discount), on which basis, we do require any Tenant ceasing to be a Student to inform us immediately so that we can let the Council know.

The Contract

The letting contract is basically a standard Assured Shorthold Tenancy agreement under the Housing Act, although with some very minor modifications to reflect Student INCLUSIVE use and in addition, to comply with the requirements of the University of Gloucestershire - in particular, that rents are not “joint and several” i.e. Students (and their respective Guarantor) are not liable for any other Student.


All the properties are insured by the respective Landlords, although this cover does not extend to any of the personal possessions that a Student may bring. However, getting individual insurance is actually not straight forward, predominantly as we do not fit respective Bedroom doors with locks, unlike the University Halls of Residence. There are a number of reasons for this, including Safety aswell as the fact that the house may not be defined as being "shared". Inevitably, in the increasingly bureaucratic world that we live in, this has a number of potential implications, in particular, on the eligibility for one "shared" TV license.

It is strongly recommended therefore that Insurance is taken out, not least as “opportunistic” theft is on the increase and sadly in particular targeting the Student community. Options are (1) an individual stand alone policy or (2) potentially (if possible) for the respective Parent or Guardian to extend their own Household Insurance to cover Portable Possessions of either their Son or Daughter.

On balance it is our recommendation to go with Option 1 and purchase your own policy – with Endsleigh Insurance being the specialist Student provider of choice. For more information on this please click the following link:


We take the safety of our Students and Tenants in general, very seriously and will take a dim view of any individual compromising this standard.

All our houses comply with the both the relevant Health and Safety Legislation (including the new HMO Regulations, where applicable, which came into force in April 2007) and where applicable University requirements. All the properties have electrically connected smoke detectors and carbon monoxide detectors and are comprehensively Safety tested on an annual basis resulting in both Electrical and Gas safety certificates being issued.

Please note: We do not allow the burning of candles or any incense and likewise, smoking is not allowed in any of the houses. Anyone burning a carpet, in any capacity, will be required to purchase a new one.


All of our houses have been the subject of considerable refurbishment and regular upgrading; furthermore they all are well maintained and thoroughly cleaned at the Tenancy commencement. However, in the event that there are any problems, please contact the office on 01242 261679 and we will endeavour to resolve the problem with immediate effect. However, in the event that the problem is identified as either neglect or ill treatment, the cost will be apportioned accordingly.


Some of the houses have an incoming telephone line, generally as a consequence of the provision of the Broadband connection. However, this will not allow normal outgoing calls, with the exception of 999 and certain Free Phone numbers.

TV License

All of the Houses are provided with a Television License (which also covers Students own TV's) and in most cases have TV aerial’s fitted with a socket installed into each Bedroom, thus allowing an individual to install a digital freeview box into their own room.

Broadband Internet

We now provide all the houses with fast Virgin cable wireless Broadband, as opposed to a hard wired local area network, as part of the Inclusive rent package.

Room Locks

Unlike a Halls of Residence, where you may not know your neighbours, we do not fit locks on room doors, not least as you will be sharing a closed house with friends of your choosing. Reasons for this include the potential impact on the single TV licence, damage to doors and of course Health and Safety in the event that you are locked in a room and cannot get out. If however you have a genuine reason to be concerned about this, then please let us know.

General Data Protection Regulation (GDPR)

With effect from 25 May 2018 The General Data Protection Regulation (GDPR) replaces the existing Data Protection Act 1998 (DPA). In order therefore to ensure compliance with the regulation, the following are the important area’s which we are required to highlight in general:

  • John Cave & Co., is your data controller
  • John Cave & Co., is your data processor
  • Your data is processed only for the legitimate reason that we hold it
  • We do not share your data with anyone other than John Cave & Co., other statutory bodies as and when required and if required, remedial contractors such as plumbers, gas engineers, electricians and so on in the event that a mutually agreeable meeting needs to be arranged
  • Your IT data is stored within the UK and is password protected
  • What hard copy data is kept is reference code protected and stored in locked and alarmed premises
  • Your data is not used for any marketing purposes at all by anyone
  • We will only contact you about the service we provide to you in our capacity as your Letting & Managing Agent
  • The data which we hold on your behalf is held in accordance with our legal requirements for up to seven years

However, in the event we collect Data in light of any respective Letting, then we will promulgate a full Data Protection Fair Processing Notice in order to support the Data we collect.

Reputable Residential Property Lettings and Management specialists located in Cheltenham, Gloucestershire.

All material and opinions presented on this website are provided for information purposes only and are not intended to form part of any offer or contract. Further, our policies and practices may change at any time without notice. Details of all properties are provided from information received, and their accuracy cannot be guaranteed.