Hawthorne House

Cooling Off Period

1. Unless you have already collected the keys to the accommodation, you may cancel your booking by writing or completing our Cancellation Form, at any time during the 7 days after Property send you an e-mail confirming your booking is complete (the “7 Day Cooling-Off Period”). If your Tenancy is for a room in Wales, please contact us directly as a different cooling off period may apply. If you do that, you will not be charged and Property will return your deposit or any Advance Rent Payments you have made.

2. Once the 7 Day Cooling-Off-Period has expired, you will have to pay all amounts due under your Tenancy Agreement unless a replacement Tenant is found for your Room in accordance with this policy, or you enter a new Tenancy with Property Manager. To be considered a replacement Tenant, the individual would need to be a student who is eligible to book a Property Manager room in the usual way.

Replacement Tenants – Before your Tenancy Start Date has occurred

3. If you have proposed a replacement Tenant prior to your Tenancy Start Date, Property Manager has complete discretion as to whether it:

a. accepts the proposed replacement Tenant and enters into a Tenancy Agreement with them;

b. places the room back on general sale; or

c. allocates the room to an alternative student on a waiting list to enter into a Tenancy Agreement.

Property will release you from your Tenancy Agreement on the date seven days after any of the above has occurred.

Replacement Tenants – After your Tenancy Start Date has occurred

4. If a replacement Tenant is found for your Room after your Tenancy Start Date, Property will release you from your Tenancy Agreement from the start date of the replacement Tenant's new Tenancy Agreement. If you have occupied the Room prior to this, you will be charged £50.00 to cover our costs of preparing the Room for the replacement Tenant.

No Place No Pay – applicable to 1st year students only.

5. If 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first year undergraduate student and your offer of a place at your preferred University/Higher Education Institution is withdrawn by the University/Higher Education Institution as a result of you not achieving their required entry grades, you may be eligible to be released from your Tenancy Agreement. You may also be eligible to be released from the Tenancy Agreement if you are a prospective first year undergraduate student and you choose to go to a different University because you have exceeded your expected grades. To apply to be released from this agreement in the circumstances referred to above, you will need to supply us with a copy of:

d. 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; or

e. a copy of the proof of acceptance of your new university by UCAS adjustment.

6. These document(s) must be received by us within 7 calendar days from the date your results are published. Please complete our Cancellation Form with your documents. On receipt of the required documentation, it will be verified and, provided Property are satisfied, Property will cancel your Tenancy Agreement and refund any deposit or advance rent paid in full. 

International Cancellation Policy:- 

These additional cancellation provisions apply for any individual making a booking outside of the United Kingdom.

Cooling Off Period – the provisions for the Cooling Off Period set out in the main Cancellation Policy shall apply;
After the Cooling Off Period - Once the Cooling Off Period has expired the Tenant remains liable for the rent for the whole length of the tenancy unless they want to cancel with one of these 3 conditions:
No Place No Pay: the provisions for No Place No Pay set out in the main Cancellation Policy shall apply, save that this option shall not be available after the 31st August in the year the Tenancy Start Date is due to occur.
No Visa No Pay:if the student doesn’t get their visa to come and study in the UK, the student must send us the visa application rejection letter within 7 days of receiving it. On receipt of the required documentation, it will be verified and, provided Property are satisfied, Property will cancel your Tenancy Agreement and refund any deposit or advance rent paid in full. This option shall not be available after the 31st August in the year the Tenancy Start Date is due to occur.
No ATAS certificate, No Pay: Some international students coming to the UK to study in very specific fields need to apply for an ATAS certificate. (Academic Technology Approval Scheme). If a student’s ATAS certificate application is rejected the student must send us the ATAS certificate application rejection letter within 7 days of receiving it. On receipt of the required documentation, it will be verified and, provided Property are satisfied, Property will cancel your Tenancy Agreement and refund any deposit or advance rent paid in full. This option shall not be available after the 31st August in the year the Tenancy Start Date is due to occur.

The cancellation requests along with the proof documents must be sent by the student, from the email address they have registered their account with Property Manager and must be sent.

If an agent is involved the evidence must be sent to the agent and then forwarded via mail.

Replacement Tenants – Before your Tenancy Start Date has occurred

If you have proposed a replacement Tenant prior to your Tenancy Start Date, Property Manager has complete discretion as to whether it:

a. accepts the proposed replacement Tenant and enters into a Tenancy Agreement with them;

b. places the room back on general sale; or

c. allocates the room it to an alternative student on a waiting list to enter into a Tenancy Agreement.

Property will release you from your Tenancy Agreement on the date seven days after any of the above has occurred.

The student remains liable for the rent unless they find a replacement Tenant.

If a student wishes to cancel, has changed their plans, or was not accepted, they must send an email so the Property Manager can update the booking to an Early Leave Request or terminate it, depending on the situation.