Woodland Park Handbook Aug 19

tenant handbook

CONTENTS

INTRODUCTION 3 HEALTH & SAFETY 9-10
YOUR KF TEAM 4 HEALTH & SAFETY POLICY 11
STATUTORY DUTIES OF OCCUPIERS 12
ACCESS AND AMENITIES 5 ACCIDENTS & EMERGENCIES 13-17
COMMUNICATION 6 FIRE SAFETY PROCEDURES
COMMON AREAS 7 18
CAR PARKING / VEHICLE ACCESS 8 ASSIGNMENT & ALTERATIONS 19
DELIVERIES & COLLECTIONS CONTRACTOR RULES 20
ALTERATIONS 21
TENANT SIGNAGE 22
SUB-LETTING & ASSIGNMENT
VACATING

INTRODUCTION

WELCOME TO WOODLAND PARK WOODLAND PARK IS MANAGED BY
KNIGHT FRANK LLP
 On behalf of our client ISG Construction Ltd, the
Knight Frank Management Team would like to The Knight Frank Management Team are responsible for:
extend a warm welcome to Woodland Park.
 Building fabric, internal common areas and the plant &
 We are delighted to have you as our tenant and equipment
will do everything possible to make your
occupancy enjoyable and rewarding.  All aspects of H&S including emergency procedures,
regulations & legal compliance.

 Risk management.
Tenants are however, responsible for security, lighting,
small power, fabric, repairs, general maintenance and
cleaning within their demise.

Please be reminded that if there is conflict between the
content of your lease and this handbook, your lease is
binding and should be followed.

There is a strict NO SMOKING POLICY in all
buildings at Woodland Park This includes internal
areas, WC’s, stairwells and the immediate front
exterior of the building. There are designated
Smoking areas around the perimeter of site behind
Beech House and Park House.

3

YOUR LOCAL Knight Frank LLP
OTYFEOFAUIMRCE 9 Bond Court,
Leeds.
Management Surveyor/ Partner LS1 2JZ
Sarah Hodgson T: 0113 246 1533
Service Charge & Lease Queries
E: [email protected] Associate Director FM
M: +44 7436165279 Russell Bailey
Property Management Queries
Director of Facilities Management E: [email protected]
UK M: +44 7876 034696
Ray King
E: [email protected] Management Accounts
Accounts Queries
Aly Roshan
E: [email protected]
T: 0113 246 1533

4

COMMUNICATION

Communication is the most crucial element in ensuring your satisfaction as a tenant as well as adherence to the policies and
procedures in this Tenant Handbook
All requests for maintenance or to report a problem in the landlord’s common areas please contact the Knight Frank Elogbooks
Helpdesk on 01480 484 901. This facility is available 24 Hours a day 365 Days a year.
Should you have a general lease enquiry please contact the Leeds Management Team during normal working ours on 0113
246 1533.
TENANT REPRESENTATIVE
We ask that tenants designate a ‘tenant representative’ who will be the contact between your company and the Knight Frank
Management Team. Your tenant representative will be responsible for making requests and reporting problems, as well as
conveying important information from our office to your employees.
Please call us with any specific questions you may have regarding the information in this guide. We look forward to a long
and pleasant relationship with you.

5

COMMON AREA CONTRACTS

PROVIDING AN EXCEPTIONAL SERVICE AT AIREDALE HOUSE IS OF PARAMOUNT
IMPORTANCE TO KNIGHT FRANK. THEREFORE WE HAVE PUT IN PLACE CONTRACTS THAT
ARE SPECIFICALLY SUITED TO THE PROPERTY.
EACH CONTRACT IS CLOSELY MONITORED AND MANAGED BY THE FACILITIES MANAGER.
ENSURING SLA’S ARE MET AND ANY ISSUES ARE DEALT WITH EFFICIENTLY AND
EFFECTIVELY

C L E A N I N G Monday to Friday 06:00-09:45 H&S RISK ASSESSMENTS
 Entrance, Reception and Stairwell  Fire Risk Assessment
 Car Park Areas  H&S Risk Assessment
 Emergency exits  Legionella Risk Assessment
 WCs LIFT
 Window Cleaning (External) 3 monthly  Passenger Lift Quarterly Maintenance (Woodland House

(April/September/January) Only)
 Feminine Hygiene Services  Passenger lift 6 monthly insurance inspection (Woodland
 Supply of Consumables
House Only)
MECHANICAL & ELECTRICAL SECURITY
 Annual Boiler Maintenance (Where Applicable)  24/7 Site Based Security ( Based in the Woodland Park
 Annual Electric Heater Maintenance
 Water Hygiene Maintenance & Monitoring Reception)
H&S RISK ASSESSMENTS
FIRE SAFETY  Fire Risk Assessment
 Weekly fire alarm testing  H&S Risk Assessment
 Fire alarm maintenance  Legionella Risk Assessment
 Fire evacuation drill
 Emergency light testing (Monthly & Annual)
 Fire Extinguisher service
 Fire Alarm Monitoring

6

CAR PARK
ACCESS

Some tenants have a number of parking bays for use which are set out in CAR PARK TEMPORARY LICENCES
their leases. The car park is available to authorised users only and only Car parking spaces are available to tenants by a separate licence
designated spaces or shared visitor spaces should be used. agreement where available.
Owners leave their cars entirely at their own risk. The Landlord and GENERAL CAR PARKING ENQUIRIES
Knight Frank LLP accept no responsibility for any damage or theft to All enquiries regarding parking should be directed to the Surveyor for the
property or vehicles left in this area. property.
Tenants are required to observe all speed restrictions and keep clear or VISITOR/CONTRACTOR PARKING
other signage. Visitors and contractors are not allowed to use the car park unless by
Car park spaces are not to be used for general storage without prior prior agreement with the Facilities Manager.
permission of the Facilities Manager. MOTORCYCLES AND BICYCLES
Any damage to surfaces, lack of lighting or other deficiencies should be There are no provisions for Motorcycle parking unless a demised space is
notified to the Facilities Manager as soon as possible so that suitable used however there are bicycle racks in the basement to be used on a
repairs can be undertaken. first come first served basis. Although the Car Park is secure, we highly
. Each tenant is issued an agreed number of electronic fobs that operate recommend bicycles are securely chained and locked to prevent theft.
the car park Barrier. If you lose or damage a fob please notify the Lockers are available upon request.
Facilities Manager immediately , a replacement can be supplied at a cost
of £15 7

BULK DELIVERIES DELIVERIES

Where bulk deliveries are being arranged which could cause damage to 8
the fabric of Woodland, Beech and Maple House, it will be necessary to
agree the precise route of entry and ensure that parts of the building
susceptible to damage are adequately protected. All protection works are
to be carried out at the expense of the tenant, and, if necessary, a
schedule of condition will be prepared by the management team to avoid
any disputes concerning any damage. Deliveries will only be conveyed to
and from the floor by using the lift or the stairs. (please be aware of the
weight restriction in the lift)

Where a tenant has new furniture for delivery and/or old furniture for
removal, please be aware that when using the lift, hardboard covering
will be required to protect the flooring and covering will be required to
protect the walls up to the height of the car.

Stairwells can only be used between 19:00– 06:00 subject to prior
agreement with The Facilities Manager– and adequate protection should
be put in place.

FOOD DELIVERIES

Food deliveries (both bulk and “takeaway”) will be treated in the same
manner as other bulk deliveries, i.e. delivered direct to your floor. This is
to avoid the risk of spillages which could result in the common areas
being damaged.

RESPONSIBILITIES FOR LOSS OR DAMAGE

Neither the landlord or managing agents, nor their representatives can
be held responsible for any loss or damage, which may occur to any
items or goods delivered to the building or to those items or goods
during attempted delivery to the building.

HEALTH & SAFETY POLICY

ISG CONSTRUCTION & KNIGHT FRANK ARE COMMITTED TO PROVIDING QUALITY OFFICE SPACE MANAGED
WITH PROFESSIONALISM AND AN EXPERIENCED EYE TO DETAIL. YOUR HELP IN MAINTAINING THESE
STANDARDS IS GREATLY APPRECIATED. THE FOLLOWING POLICIES PROTECT EVERYONE. PLEASE REFER
TO YOUR LEASE FOR A MORE SPECIFIC ENUMERATION OF TENANT OBLIGATIONS.
THE FACILITIES TEAM (IN ADDITION TO THEIR STATUTORY OBLIGATIONS FOR HEALTH AND SAFETY), DO
THEIR UTMOST, AS A MATTER OF POLICY TO ENSURE THE BUILDING PROVIDES A SAFE AND SECURE
WORKING ENVIRONMENT, WHERE TO THE BEST OF THEIR ABILITIES POTENTIAL SOURCES OF DANGER
ARE ELIMINATED OR CONTROLLED.

IN ORDER TO FULFIL THIS POLICY THE LANDLORD REQUIRES THE CO-OPERATION OF EVERY MEMBER OF
THE BUILDING AND TENANT'S STAFF.

LANDLORD’S OBJECTIVES LANDLORD’S RESPONSIBILITY
The Landlord's objectives are to: Responsibility for Health and Safety matters on behalf of the Landlord is
exercised by the Facilities Manager and the Landlord's contractors. The
 Provide a safe and healthy working environment for all persons Facilities Manager is also responsible for Tenants’ observance. Jointly
working or having business within the building. they are responsible for:-
 Fire, bomb or hazardous substance spillage etc., emergency
 Ensure the safe and efficient operation of the building by the
prevention of accidents to individuals and damage to property. procedures and actions.
 Safety training.
 Minimise nuisance to all tenants and their staff.  Housekeeping inspections.
 Regular review of all building instructions and procedures especially
 Ensure all products brought into or used within the Landlord's and
Tenant's demises are safe and appropriate for their proposed use and with regard to Health and Safety.
maintain a register of all such products to ensure all Health and Safety  Investigation of accidents, dangerous occurrences and reported
Executive recommendations and requirements (control of substances
hazardous to health Regulations 1988 in particular) are met and hazards and any necessary remedial action.
observed.
9
 Ensure contractors appointed by the Landlord or Tenant do not
jeopardise the safe working environment policy of the building.

REPORTING FAULTS AND PROBLEMS ELECTRICAL DEFECTS
All discoveries, happenings or occurrences which endanger or appear likely to  Worn cables or loose connections
endanger the safety or security of the building fabric or occupants or which is  Multiple connections to power sockets
damaging or likely to cause damage to the building, its contents or occupants  Faulty electrical wiring
must be reported to the Facilities Manager immediately through the Knight Frank  Trailing cables
Helpdesk
GENERAL OFFICE HAZARDS
TYPES OF HAZARD AND RISK • Jagged/sharp edges to furniture and equipment
Various individual risks, hazards and occurrences which may be minor in their • Unsuitable positioning of furniture and equipment
own right but which combined with others could become a major problem • Worn, uneven or slippery floor coverings
include:- • Unsuitable stacking of items
• Spillage and broken glass/china
FIRE RISKS
 Accumulation of combustible waste CARELESSNESS BY STAFF
 Propped-open or non-closing Fire Doors  Attempting to repair equipment without training
 Obstruction of Fire Doors/corridors or stairways  Misuse or abuse of machinery/equipment
 Non-essential electrical equipment left switched on overnight  Attempting to lift/move heavy objects

The above list is not totally comprehensive but intended as an indication
of how and where problems can and do arise.

10

STATUTORY DUTIES OF
OCCUPIERS

All occupiers are reminded of their statutory obligations under numerous
statues affecting employment, including the Health & Safety at work Act
1974, Regulatory Reform (Fire and Safety) Order 2005 and the
Management of Health & Safety at Work Regulations 1999. These
statutes place responsibilities upon employers and employees alike.

The legislation is wide ranging and we would advise that any queries
concerning occupiers’ responsibilities are addressed to the Facilities
Manager.
In order to confirm that those obligations that from part of your lease and
in order that the landlord may fulfil their duty to ensure the safety of other
occupants you may be requested to provide evidence of compliance with
relevant statutory obligations on an annual basis.

11

ACCIDENTS & EMERGENCIES

FIRST AID AND ACCIDENT REPORTING
The landlord does not provide First Aid facilities. It is the
responsibility of each tenant to provide sufficient support to their
employees in respect of properly trained first aid personnel, and
first aid boxes.
If it is necessary to summon an ambulance by dialling 999.

IN CASE OF AN EMERGENCY OR IF AN AMBULANCE HAS
BEEN CALLED PLEASE CONTACT THE KNIGHT FRANK
MANAGEMENT TEAM DIRECTLY ON 0113 246 1533.

In addition to your own reporting procedures, tenants must
submit an incident report to the Facilities Manager following any
incident.
All occurrences in common areas or involving landlord equipment
are to be reported to the Facilities Manager. They will be recorded
online. Additionally, tenants must maintain their own accident
book for record keeping of occurrences within their demises.

12

FIRE SAFETY

The responsibility for safety from fire rests on all occupiers and strict adherence to the site rules
is important. Being prepared for an emergency is the best defence. their
It is the responsibility of all tenants to maintain adequate fire safety provisions within
demise and not to interfere with or obstruct any facilities provided by the landlord.

TENANT FIRE RISK ASSESSMENTS
All Occupiers are responsible for ensuring that an adequate Fire Risk Assessment is in place for their space and a copy must be provided to Knight Frank. Knight
Frank LLP can arrange this for you, however all costs rest with the tenant. You may be requested to provide a copy of your fire risk assessment to the Facilities
Manager on an annual basis.
ACTIVITIES AFFECTING FIRE SAFETY
Any activities which may impact on the fire safety of occupants or affect the emergency arrangements for the building and the storage of any hazardous materials
must be notified to the Facilities Manager.
DISABLED PERSONS
As an employer it is your responsibility to ensure that any disabled employees or visitors can be evacuated from the building safely. It is important that reception
and the Facilities Manager is notified if there are disabled persons in the building so that arrangements can be properly co-ordinated, in the event of an emergency.

13

FIRE EVACUATION PROCEDURES

Action to be taken if you discover a fire Fire wardens
Raise the alarm by activating the nearest break glass unit Fire wardens are responsible for checking that the building has been successfully evacuation and where
Once in a place of safety call the emergency services on 999 and necessary assisting employees, clients or visitors to evacuate. This shall be communicated to the
notify reception/ security on 01274 866600 appointed responsible person at the building Assembly Points.
Action to be taken in the event of fire Fire wardens will be identifiable during a fire evacuation by a high visibility jacket.
Upon Activation of the evacuate alarm signal: Dependent upon the building layout and fire risk, at least 1 fire warden shall be appointed for every 50
Leave the building by the nearest emergency exit employees.
Proceed directly to your assembly point at which are located Fire wardens should be fully trained and competent in assisting with the safe evacuation of other people.
behind on the plan below
DO NOT stop to collect personal belongings Clients / Visitors
DO NOT use the lifts ( Woodland House Only) It is the responsibility of the tenant meeting with a client or visitor to assist them to evacuate the
building, escorting them along the nearest evacuation route and to account for them at the assembly
Once in a place of safety, if not present notify the Facilities point.
Manager at Knight Frank on 0113 2461533 alternatively you can
email the Knight Frank Helpdesk at [email protected] Children / Young persons
Remain at the assembly point until you are notified by the It is the responsibility of the tenant(s) supervising any children or young persons who have been
emergency services that it is safe to return permitted on site, to assist them to evacuate the building, escorting them along the nearest evacuation
DO NOT attempt to fight a fire unless you are trained to do so route and to account for them at the assembly point.
and it is blocking your only means of escape.

14

FAISRSEEAMSBSLEYMBPLOYINLOTCSATIONS

C Woodland House
B
A ISG
Assembly point A
Three Sub Assembly points for ISG
Bibbys
Assembly point C
Black Marble
Assembly point C

Beech House

Quest
Assembly point C
Keyedin
Assembly point B

Maple House

Keyedin
Assembly point B

ISG Retail
Assembly point B

15

FIRE EVACUATION PROCEDURES

Evacuation of less able-bodied people
This section identifies the evacuation arrangements for any person who may require assistance to evacuate due to a physical or mental impairment (permanent or
temporary). This includes:
Persons with a registered disability significantly affecting their freedom of movement or ability to use staircases.
Persons with a registered disability or mental illness affecting their ability to respond effectively to danger.
Persons with a sight impairment.
Persons with a hearing impairment.
Expectant mothers.
Persons with a physical injury significantly affecting their freedom of movement or ability to use staircases.
In the event of an evacuation it shall be the responsibility of an allocated fire warden to assist any less able-bodied person(s) to evacuate the building.

Evacuation of employees

Where it is known that an employee or tenant will require assistance to evacuate the building, adequate arrangements shall be made in advance. This may include the
following:

Identification of appropriate evacuation routes
The provision of physical aids such as an evacuation chair
The allocation of an evacuation ‘buddy’.

The arrangements shall be prepared by the employer in consultation with the person concerned and training carried out as necessary. A written record of the
arrangements shall be retained as a Personal Emergency Evacuation Plan (PEEP) and reviewed regularly.

Any tenants with people that require a PEEP should provide a copy to the appointed responsible person.

Evacuation of visitors / clients
Tenants shall take reasonable steps to identify in advance any visitors or clients who may require evacuation assistance and in such cases, the appointed responsible
person and fire wardens shall be informed.

16

FIRE EVACUATION PROCEDURES

INFORMATION AND TRAINING FIRE ALARM TESTING Wednesday at times

All tenants must ensure that their employees, visitors and contractors are familiar The fire alarm is tested every
with emergency and evacuation procedures commencing from 09:30 hrs.

All staff should familiarise themselves with the following: N O T E : It is important for all staff to be aware of the correct action
to take if a fire occurs. The following procedures for fire drills, fire
 Location of break glass points instructions (what to do if you discover a fire), should be noted carefully.

 Location of fire exits PROCEDURES FOR FIRE DRILLS
There are 2 fire drill exercises carried out at Airedale House each year.
 Action to be taken in the event of fire The Chief Fire Warden will be contacted prior to ensure the date & time
doesn't cost disruptions to business. Please send a list of all nominated
 Location of fire fighting equipment and methods of operation Fire Wardens to the Knight Frank Facilities Manager and notify the
Facilities Manager of any changes.
TENANT FIRE WARDENS
Each tenant should designate their own fire wardens for their demise. Details of The purpose of a fire drill is to ensure that staff are aware of their duties
the designated fire wardens should be provided to the Facilities Manager. Tenants in the event of an emergency, both in dealing with the fire and in
must ensure their fire wardens have received suitable training. directing the public from the premises without delay or alarm.

FIRE EXTINGUISHERS The action to be taken by a person discovering a fire is shown in the Fire
Fire extinguishers are situated throughout Airedale House in all common part Instructions.
areas, all occupiers should take care to ensure that the fire extinguishers within
their own tenanted areas are in their proper place and regularly maintained. The action to be taken by the person telephoning the Fire Brigade is
Occupiers are responsible for the testing and maintenance of these. They should shown in the Fire Instructions.
arrange for them to be tested at least once a year by a competent person in
accordance with the relevant British Standard Code of Practice.

Under no circumstances must fire extinguishers be used to prop doors open.
Please also remember that the use of fire extinguishers, in an emergency, is a last
resort, and not an alternative to evacuating the building.

17

ASSIGNMENT & ALTERATIONS

NOISE AND DISRUPTION TO PERMITS TO WORK MANAGEMENT OF CONTRACTORS
OTHER TENANTS MUST BE Irrespective of location, high risk works, or those which
MANAGED TO MAINTAIN THE may have a significant negative impact on landlord You are responsible for ensuring that your contractors
PEACEFUL ENJOYMENT OF THE systems or other occupants may only take place if a adhere to all site rules and manage the following
PROPERTY BY OTHER permit to work has been issued by the Facilities elements of work:
OCCUPANTS. Manager. Upon notification of the work the Facilities
Manager will determine if a permit is required.  Contractors must be appropriately supervised and
Drilling, and any other works deemed as noisy by the Typically this will include: monitored to ensure they follow their risk
Knight Frank Management Team, is not permitted assessments and method statements.
without the prior agreement from the on Facilities  Access to the roof
Manager.  Access into landlord plant rooms  Disruption to other tenants must be considered and
 Work involving or near to known ACMs adequately addressed.
Method Statements, Risk Assessments and proof of  Work requiring temporary isolation of fire alarms or
professional competencies must be submitted at least  Routes for transport of materials and waste must be
48 hrs. in advance, and first approved by the Knight sprinklers. determined, preventing damage to the building or
Frank Facilities Manager  Use of highly flammable or other high risk chemicals disruption to other occupants.
 Work which will impact the means of escape
INDUCTIONS  Hot works  Materials need to be stored appropriately. Highly
Prior to commencing any works, a site induction by the Permits to work are available from the Knight Frank flammable substances may not be stored to site.
security supervisor will be required detailing emergency Management Team.
procedures, the nearest means of escape and site  Waste needs to be correctly disposed of and must
rules. not create an additional fire risk.

 Emergency procedures need to be explained to
contractors and must be adhered to.

 Ensure that no element of work affects fire safety
provisions or means of escape without prior
consultation with and agreement over alternative or
temporary measures with the Facilities Manager.

 Disturbance or exposure to asbestos containing
materials must be properly assessed and managed.

Contractors working inappropriately or working
without a valid permit will be asked to leave site
with immediate effect.

18

LICENCE TO ALTER

Landlord’s consent will almost APPLYING FOR LICENSE TO ALTER
undoubtedly be required for any
alterations to the demised premises. A full An application for Landlord’s consent should be made to management team.
Landlord’s fit-out guide is available from
the Building Surveyor. Consent must be obtained before any works are started. It will only be given if
the following conditions are complied with: -
Before any fitting out works are carried out the tenant must first advise the
Knight Frank Management Team in case a licence to alter is required and then  Provide plans, sections and elevations of all internal layouts on a scale 1:100.
when proceeding with fitting-out the tenant and their contractor must comply  Provide details of the Programme, the Method Statement and the Proposed
with Knight Frank’s Contractor Guidance and Instructions. A copy of this
document is available from the Management team. Contractor.
 Provide evidence that the alteration complies with all relevant statutory
Structural alterations (save on occasion to facilitate affecting of fixtures and
fittings, etc. and then only where permitted by and in accordance with, and requirements, including those relating to fire precautions, Building Regulations
subject to the conditions of the relevant lease) are absolutely prohibited. and Planning.

The Landlord will require a list of the contractors proposed by the tenant. They Alterations will need to comply with the Building Fire Strategy and maintain the
should be reputable and provide examples of similar work they have carried out fire protection and fire compartmentalisation standards determined within.
in similar high specification buildings. All contractors will need to be approved
by the landlord. Any consequential alterations to the existing electrical installation in the Premises
(including any connections or additions) must be carried out in accordance with
If in doubt please contact The Knight Frank Management Team. the terms and conditions laid down by the Institute of Electrical Engineers and
the regulations of the appropriate electricity supply authority.

Knight Frank management team must be notified prior to any works
commencing.

In addition to your obligation to pay the landlord's costs incurred in connection
with the consent, you will be responsible for any costs incurred by the landlord in
relation to the Premises or the Building in consequence of any alterations which
you carry out. (As an example, this could include the preparation and submission
of revised plans to the fire authority).

Please note that the landlords costs, and that of his agent, will be payable
whether the work is proceeded with or not. For more information please contact
the Facilities Manager.

19

TENANT’S NAME SIGNAGE

The Occupiers’ name board (which is in front of each building) is installed,
maintained and (where necessary) changed by the landlord.

Under no circumstances may occupiers themselves make any alterations to the
signage. It is of uniform standard design and size to maintain a consistent
appearance. For that reason it is not possible for occupiers' logos or fonts to be
displayed on the signage, and no other signs are to be installed in any of the
common parts.

Name boards for each incoming tenant will be provided on taking up
occupation at Woodland Park at no direct cost to you. If you wish the sign to
show a name other than that of the tenant you will need to provide details to
the Landlord’s Managing Agent no less than 14 days before the intended time
of taking occupation.

If for any reason the sign needs to be changed during the tenant's occupation
(other than for reasonable wear and tear) the tenant is to pay for the cost of
this. You will need to provide the Woodland Park management team with no
less than 14 days notice of the required change and they will need to be
satisfied at the time of making the request that the name to be displayed is
that of a lawful occupier.

20

SUB-LETTING & ASSIGNMENT

GROUP COMPANY N O T E : In all cases copy letters of ASSIGNMENT
OCCUPATION application for the references should be Alienation provisions are contained within the lease. Assignment of part
supplied which should in each case of the demised premises is absolutely prohibited. Assignment of the
Save as expressly provided to the contrary specifically refer to the total amount of whole of the demised premises is permissible subject to landlord’s
in, and in accordance with, the lease no annual rent and service rent, and to the consent.
one other than the tenant may occupy the length of the lease term.
Premises. An application to assign must be submitted to the Managing Agents.
Full copies of the last three years’
SUB-LETTING audited/company accounts and balance You must provide the following information relating to the proposed
sheets for the proposed subtenant or assignee:
The provisions for subletting are set out in (where the subtenant has been trading for
the lease. less than three years) for the period since  Full name and address of the proposed assignee.
it began to trade.  (If it is a company) details of its registered office, and company
Where subletting is permitted under the
lease, an application to sublet must be N O T E : If the Landlord believes that number, together with a copy of its certificate of incorporation.
submitted to the Managing Agents. the sub - tenant is not of sufficient  Confirmation of the proposed assignee's business and of the use to
covenant strength, they may insist that
You must provide the following information the subtenant provides a rent deposit or which it intends to put the Premises.
relating to the proposed sub-tenancy: - some other form of security, such as  References for the proposed assignee from: -
personal guarantors. - its bankers, its accountant, its current landlord (if applicable)
 Full name and address of the proposed
sub - tenant. You shall be responsible for ensuring that N O T E : In all cases copy letters of application for the references
all site rules, procedures and requirements should be supplied which should in each case specifically refer to the
 (If it is a company) details of its to satisfy statutory obligations are fully total amount of annual rent and service rent, and to the length of the
registered office, and company number, explained to and complied with by sub- lease term
together with a copy of its certificate of tenants.
incorporation. ALTERATIONS BY SUB-TENANTS /
ASSIGNEES
 Confirmation of the proposed sub - Alterations proposed by the assignee. You should also provide details of
tenant's business and of the use to any alterations the proposed assignee intends to make to the demised
which it intends to put the Premises. premises. This information need only be given to the managing agents
in the first place.
 Heads of terms
 References for the proposed sub - N O T E : You should note that you will be responsible for all of the
landlord's costs incurred in connection with all applications for
tenant from: - Landlord’s consent.
- its bankers
21
- its accountant

-its current landlord (if applicable)

VACATING

Notice required for vacating a demise will
be specified in your lease and arrangements
should be made with the Building’s
Surveyor.
Until the tenancy period has concluded, you will remain responsible for
undertaking any maintenance or inspection tasks required under the lease.
Particular attention is drawn to
 Maintenance and testing of fire safety provisions
 Flushing of water outlets

Should you be unable to undertake these tasks this should be discussed with the
Facilities Manager who may be able to carry these out on your behalf. Fees for
this service may be incurred.
Tenants are reminded that any demise must be left in a safe condition and
following inspection by the building surveyor, may be liable for costs for any
physical defects or to address outstanding maintenance or statutory compliance
tasks that are a condition of the lease.
Arrangements should be made with the Facilities Manager for use of the lifts and
loading bay to allow removal of furniture etc.
Copies of any maintenance documents or statutory inspection reports that are
required under the terms of the lease and may be relevant to any future tenants
should be provided to the building surveyor.
This may include:
 Electrical inspection reports and schematics
 Fire alarm maintenance records
 Emergency lighting maintenance records
 Intruder alarm maintenance records
 Asbestos surveys and registers

22

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corporate occupiers and public sector bodies we provide a range • Development Consultancy • Public Sector Zambia Hong Kong Monaco
of agency, investment and professional consultancy services which Zimbabwe Malaysia Portugal
are supported by our dedicated market research teams. • Facilities Management • Americas South Korea Netherlands
The combination of our people, research and technology has Bermuda Singapore Poland
helped us grow our enviable track record and that’s why clients • Global Corporate Services • The Caribbean Thailand Russia
come back to us for their personal and professional property USA Vietnam Spain
requirements. • Australia Switzerland
• Investment & Capital Markets • New Zealand United Kingdom
• Lease Advisory
• Planning •

• Project Management
• Property & Asset Management
• Sustainability Consultancy
• Tenant Representation
• Valuations
• Workplace Consultancy

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