Pillar Box, Coventry

Guarantor Requirement

• A guarantor must:
• Be at least 18 years old
• Demonstrate financial stability
• Provide identification and verification documentation
• UK guarantors must:
• Be based in the United Kingdom
• Provide valid ID and proof of address
• International guarantors:
• May be accepted subject to additional verification checks
• Must accept that the guarantee is governed by English law
• Approved third-party guarantor services such as Housing Hand may be accepted if a personal guarantor is unavailable.
• The guarantor remains liable until:

Mode Of Payment

• Online payment

Booking Deposit

• Advance rent payment of £100 is required to confirm the booking.
• It must be paid within:
• 7 calendar days during standard booking periods
• 24 hours during 1 August–1 September clearing/results period
• The advance rent is refundable where cancellation is approved under eligible cancellation provisions.
• The advance rent will be deducted from the first instalment.
• Advance rent cannot be transferred to another tenant or academic year.

Additional Fees

• Dual Occupancy charges 25% and is available on Deluxe and Premium studios.

Pay In Instalment

• The tenant can pay their rent in the following instalments.
• Full payment
• 4 instalment
• Note: If the tenant fails to provide a guarantor, then the tenant is required to pay full upfront rent.
• If the tenant is paying in instalments, then a 5% surcharge applies.

Cooling Off Period

• The cooling-off period is 7 calendar days from the booking date.
• Cancellation must be requested within the cooling-off period.
• The full advance rent will be refunded if cancellation is made within this period.

No Visa No Pay

• Applicable to international students requiring a UK student visa.
• Cancellation is permitted if the visa application is refused before the tenancy start date.
• Written cancellation confirmation is required.
• Official refusal documentation from UK Visas & Immigration is required.
• Documents must be submitted within 3 calendar days of receiving the refusal decision.
• Documents must be submitted before 20 September.
• If approved, the tenancy agreement will be cancelled and the advance rent refunded.
• If the visa is refused after the tenancy start date, the tenant must usually vacate but remains liable for rent until a replacement tenant is found or any applicable statutory notice period ends.

No Place No Pay

• Applicable to prospective first-year undergraduate and postgraduate students whose university place is withdrawn due to failure to achieve required entry grades.
• Written cancellation confirmation is required.
• Evidence from UCAS or the university confirming no place was secured is required.
• Documentation must be submitted within 3 calendar days of results release and no later than 1 September.
• If approved, the tenancy agreement will be cancelled and the advance rent refunded within 30 days.
• Students exceeding expected grades and accepting a place at another university may also request cancellation.
• Returning students may request cancellation if their university place is withdrawn due to academic results.
• Returning students must provide university evidence within 3 calendar days of confirmation.
• If accepted after tenancy start, returning students remain liable for rent until a replacement tenant is found.

Early termination by students

• Cancellation is generally not allowed after occupation has begun.
• The tenant remains liable until:
• The contractual tenancy end date, or
• The expiry of any statutory notice period, or
• A replacement tenant is found and the room is re-let.
• If vacating early, the room must remain clean, undamaged, and available for viewings.
• The security deposit will be held until the tenancy ends or a replacement tenancy begins.

Replacement Tenant Accepted

• The tenant remains liable until:
• The replacement tenant’s cooling-off period expires, or
• The replacement tenant takes occupation.
• The landlord must approve the replacement tenant.
• Flow Student may assist in advertising but is not obligated to secure a replacement tenant.
• The replacement tenancy may be agreed at the current market rate.
• Once confirmed:
• The original tenant is released from tenancy obligations.
• The security deposit is returned subject to standard deductions.
• A £50 administration fee will be deducted.
• A £20 international banking charge may apply for refunds to non-UK bank accounts.
• If the replacement tenant cancels during their cooling-off period, liability continues until another suitable replacement is secured.

Other cancellation policies

• Booking offers must be accepted and advance rent paid within:
• 7 calendar days during standard booking periods
• 24 hours during 1 August–1 September clearing/results period
• If not accepted in time, the offer expires and may be offered to another applicant.
• The tenancy becomes legally binding once the tenancy agreement is accepted online and advance rent is paid.
• Advance rent cannot be transferred to another tenant or another academic year.
• Where tenancy ends early, tenants must:
• Vacate the accommodation
• Return all keys within 5 working days
• Provide updated contact details for deposit return and correspondence

Extenuating Circumstances

• Serious medical or welfare issues may be considered.
• Requests must be submitted in writing.
• Supporting evidence is required, such as:
• Medical documentation
• Evidence from the university or student support services
• Cases are reviewed by the Special Conditions Panel.
• The tenant and guarantor will be notified of the outcome.
• If approved, the tenant may remain liable for a minimum of 4 weeks’ rent or the remainder of the current rent period, whichever is longer.
• Panel decisions are final.

Delayed Arrivals & travel restrictions

• If you are unable to travel due to government-imposed travel restrictions, please contact the team with the relevant supporting documentation. We will facilitate the request to review your circumstances and explore the possibility of cancellation/contract amendment. Requests are considered individually, and any outcome will depend on the property's review and applicable booking terms.

University Course Cancellation/Modification

• If your course has been cancelled by your university, please reach out to the team with the relevant supporting documentation. We will liaise with the property team to review your request on a case-by-case basis for cancellation. The resolution will be subject to the property's assessment and the terms of your booking.

Deferring Studies

• If you have deferred your studies, please contact the team and share your updated university documentation. We will notify the property team to review your request for cancellation/contract amendment. Requests are assessed individually, and the final outcome will be subject to the property's review and booking terms.

Smoking

• Smoking is not permitted inside the building. Smoking is allowed only outside in designated areas, where permitted by property rules and local regulations.

Guest policy

• Guests may stay with you where permitted by the property. Always notify the property 1 to 2 weeks in advance to complete the required formalities.

Minimum age

• You must be 18 years or older on your move-in date to stay at this property. Please ensure you meet the age requirement before booking. In case you do not meet the minimum age requirement, inform the team while enquiring with us, and we can suggest you accordingly.

Student eligibility

• This accommodation is exclusively available to students. Non-students are not eligible to stay at the property.