1. Introduction
At CityBlock we know that this is a difficult time to be making decisions about your future. To
make it easier and to give you peace of mind, we want to be clear and transparent about our
Covid-19 cancellation policy. This will apply to any students who sign their tenancy agreement
from 20th July 2020.
2. Written request
If you would like to cancel your booking, you will need to put the request in writing by email
to info@cityblock.co.uk or to the relevant site Lettings Office. Please specify the reasons why
you would like to cancel your room. A cancellation will only be dealt with once we have
received the cancellation request in writing.
3. Cancellations before the Deadline for Agreement (14 days)
If, for any reason you decide to cancel your booking within 14 days of submitting your booking
(Deadline for Agreement), CityBlock will refund your holding deposit to you. You will not be
charged any fees.
4. Cancellations after the Deadline for Agreement (14 days)
If, for any reason you decide to cancel your room after 14 days of submitting your booking
(Deadline for Agreement), the holding deposit will be retained by CityBlock to cover
administrative and marketing costs incurred and no refund will be due to you.
5. Cancellations after signing the Tenancy Agreement
If, for any reason you decide to cancel your room after signing the Tenancy Agreement the
following will apply depending on your circumstances:
5.1 Government Travel restrictions preventing travel to the UK.
If you secure your accommodation by signing your tenancy agreement and then Government
imposed travel restrictions (UK or overseas) prevent you from travelling into the UK to take
up your place at University, then you can either:
a) Request a rent reduction due to Government travel restrictions: You can
request a rent reduction should either the British Government or your own Government
impose travel restrictions that prevent you from travelling into the UK. The reduction
will be calculated from the nearest Saturday (Durham & Reading) or Sunday
(Lancaster) to the first day of the month in which the restrictions are lifted and you
are able to travel into the UK. This request must be submitted in writing by email to
info@cityblock.co.uk or to the relevant site Lettings Office and needs to be received
by us as soon as possible but no later than 48 hours prior to the tenancy start date.
Sufficient evidence, such as an official government statement that prevents travel into
the UK, must be provided. If your evidence is accepted, we will apply a rent reduction
to your final rent instalment. We will then send you written confirmation of the details
of the credit that will be applied to your account.
b) Request to cancel the Tenancy due to no longer attending University as a
result of Government travel restrictions: If Government Travel restrictions
preventing you from travelling into the UK mean you are no longer able to attend
University and have to request to cancel your Tenancy, you will need to submit TWO
pieces of official written evidence. The evidence must include a letter from the
University confirming that you have cancelled your studies and will not be enrolled as
a student at the University for the 2020/21 academic year, as well as the relevant
official Government directive that you cannot travel into the UK. This must be
submitted in writing by email to info@cityblock.co.uk or to the relevant site Lettings
Office and needs to be received by us as soon as possible but no later than 48 hours
prior, to the tenancy start date. If clear evidence: a letter or official communication
from the university and official Government Guidelines, is provided and accepted, you
will be eligible for release from the tenancy agreement and the full deposit will be
returned. No fees will be charged.
5.2 Your course at University has a delayed start
If you secure your accommodation by signing your tenancy agreement and then your
University changes the official start date of the course you are enrolled on to a later date, a
rent reduction equivalent to the number of weeks your course has been delayed for will be
applied to your final rent instalment.
Official evidence from the University that the course you are enrolled on has been delayed,
for example a letter stating the original course start date and the delayed course start date
must be submitted in writing by email to info@cityblock.co.uk or to the relevant site
Lettings Office and needs to be received by us as soon as possible but no later than 48 hours
before the tenancy start date. We will then send you written confirmation of the details of the
credit that will be applied to your account.
5.3 Change of Mind, accepted onto a placement, booked alternative
accommodation, failed exams etc.
If, for reasons such as but not limited to, change of mind, accepted onto a placement, booked
alternative accommodation, failed exams, you decide to cancel your booking after signing the
appropriate Tenancy Agreement, you will have to pay the full rent due under your Tenancy
Agreement until the end of your contracted time regardless of the time you move out of your
accommodation.
The exception to this is if a suitable replacement tenant is found for your Room (suitability
decision is at CityBlock’s discretion). You are responsible for finding a replacement tenant to
take over your room. CityBlock will help and support you on the search for a replacement
tenant; however, the responsibility lies with you.
If a replacement tenant is found for your Room, CityBlock will release you from your
obligations once we receive the replacement tenant’s signed Tenancy Agreement and rent
payment.
You will be liable for any rent owed until the start date of the replacement tenant's Tenancy
Agreement. Additionally, you will incur an Early Termination Fee of £100.00 as stipulated in
your Tenancy Agreement, which CityBlock will use to cover administrative and marketing
costs incurred together with the costs of preparing the room for the replacement tenant.
CityBlock will refund your Tenancy Deposit once the Early Termination Fee and any
outstanding rent or invoices are settled.
5.4 Illness
If you wish to leave the accommodation due to illness, this will be assessed on a case-bycase basis. The request to cancel must be submitted in writing by email to
info@cityblock.co.uk or to the relevant site Lettings Office, together with any
documentation supporting the reasons for the request. Until a decision is made you will remain
liable for all rent. If a tenancy release is not granted, you will be required to find a replacement
person before you are released from your tenancy. If you are granted a tenancy release, you
will be liable for any rent owed until the agreed release date. Additionally, you will incur an
Early Termination Fee of £100.00 as stipulated in your Tenancy Agreement, which CityBlock
will use to cover administrative and marketing costs incurred together with the costs of
preparing the room for any replacement tenant.
6. Pre-fresher
If you would like to cancel your accommodation because you are a prospective first year
undergraduate student and your offer of a place at your preferred University/Higher Education
Institution is withdrawn by the University/Higher Education Institution as a result of you not
achieving their required entry grades you will need to let us know in writing either by email
to info@cityblock.co.uk or by letter to the relevant site Lettings Office and provide a copy of:
• a written rejection letter from your chosen university/college or UCAS or
• a screen shot of your UCAS status which confirms that the required results were not
achieved
These document(s) must be received by us within 7 calendar days from the date your results
are published. On receipt of the required documentation it will be verified and, provided we
are satisfied, your tenancy deposit will be refunded and your Tenancy Agreement will no
longer be binding.
7. Disclaimer
This policy will be reviewed and updated regularly in line with current government directives
and guidance. Previous versions of this policy are available upon request. Any decisions
regarding this policy are at the management agency’s discretion and are final.
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