6.3 Entering into a rental agreement

It is general practice for CARE to sign a lease/rental agreement with the landlord using CARE’s standard lease agreement format available in the CO. A sample rental agreement is provided in Annex 18.4. In those cases where the landlord has his/her own agreement format, the document should be scrutinised carefully and, where needed, modifications should be proposed to protect CARE’s interests. Keep the following key points in mind:

• Any and all modifications or repairs required before occupancy should be included into the lease agreement.
• The responsibility for such expenses should be indicated clearly in the agreement.
• A list of all FFE items provided by the landlord should be attached to the agreement.
• The agreement should include provision for any incremental annual increase in rent or clearly state that no increases will be considered during the life of the agreement.
• Before signing an agreement, seek verification of the legal title of the property. A copy of the proof of ownership or a signed affidavit from two people confirming that the premises actually belongs to the owner should be provided to CARE if possible.
• If the landlord is represented by a relative, then this person should provide a power of attorney signed by the owner and authenticated by a notary public. This should confirm their status as a legal representative who is authorised to act for and on behalf of the owner.
• If the monthly rental payment should be sent to the same representative, the power of attorney should also clearly state this fact and the method of payment.
• As soon as a building’s lease agreement has been signed, make immediate arrangements for adequate FFE and comfortable basic furnishing.