Tenants Application for Payment

When do I have to pay my charges?

Your charges are due in accordance with the terms of your lease. We include a due date on the application for payment we send to assist you but in the majority of cases charges are due in advance and so should reach us on or before this date.

What options are available for paying my bill?

Details of how to pay, ­ are listed in the “Ways to pay your bill” section at the bottom of your Application for Payment. If you pay by other arrangements such as standing order or direct debit, this will be shown at the top of your Application for Payment under the Application for Payment header. Please note that the payment methods available to you may be restricted by the terms of your lease.

What if I cannot pay by the due date?

If you cannot pay by the due date, please immediately call the office and speak to or e-mail our payment control team on 01204 844 40 | financequeries@hmlgroup.com This email address is being protected from spambots. You need JavaScript enabled to view it. If you do not inform us of any delays in payments, our arrears collection process will proceed as normal and you may incur extra charges as a result.

I have a query about an item on My Application for Payment.

Contact your property manager regarding any queries over charges or budget information, and our finance team for payments.

I have not received an Application for Payment.

Contact us and we can provide copies of any current or previous information you require.

I have moved or am planning to move.

Please contact your property manager to update the billing address we hold for you on our systems. If you have sold or are in the process of selling your property please also inform our Company Secretarial team at the earliest opportunity to avoid extra costs being incurred.

Can I have my bill sent via e-mail?

Yes you can opt to receive a variety of correspondence via email. We ask you to complete and sign a contact checklist form for our records, which is available on request. We require a signed copy for our records as you are required to acknowledge that it is your express wish to receive communications from us in this manner and that you further acknowledge that you are responsible for keeping us advised of any changes to the contact email address we hold for you.

What are the ‘Previously Charged Items’ on the Application?

These are usually items that remained entirely unpaid or part unpaid from a previous period. If you have a query about a particular item please contact your property manager to discuss.

Can I spread the costs by paying in installments either by standing order or Direct Debit?

Your charges are due as a lump sum on the due dates specified in your lease which is a legal contract and therefore binding. Occasionally where there are extenuating circumstances then these can be discussed with our credit control team who will make a decision based on information received from you.

Can I get a history/statement of my account?

These can be provided upon request from our finance team.

Why do I receive more than one Application?

Your charges may be split in your lease or you may contribute to different areas or on different sections of a particular budget. You may also have separate leases for your flat and a further lease/licence for example for a parking space or storage facility and we therefore bill separately for these.

What are deficit charges?

Charges requested on our bills in advance/arrears in any given year are based on a budget which is an estimate of what the actual costs are going to be. Once the accounts are completed, which is after the date of the end of the financial year and the total costs are verified of all expenditure incurred, then a comparison is done on what your percentage of the actual costs are against the charges we have already billed you for and if the actual is more then there is a deficit, and we need to ask you for the extra charge to be paid in full upon demand.

What is a surplus?

A surplus is the opposite of a deficit (as described above). If your percentage of the actual verified costs for the year is less than we have charged you for in advance/arrears, then there is a surplus and you receive a credit amount back unless the RMC directors opt to credit this amount to the reserve funds (if appropriate).

What do figures in brackets (£X.XX) mean?

Any figures enclosed in brackets are credits (a positive balance), these can occur due to surpluses or overpayments. If the total amount due at the bottom of your bill is shown in brackets it means your account is in credit and therefore you do not have to pay anything at that time. Credits will remain on your account and be deducted from subsequent bills.

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