Landlords' Guide To Letting And Management
Deciding which Agent to instruct to let your property can for some
Landlords be a very daunting thought.
As a homeowner or Investment Landlord who has taken care and pride in
their property, you want to ensure that your Letting Agent will find
Tenants that will continue to maintain the property to the highest possible
standard as well as pay their rental on time and in full.
As a Letting Agent we have a careful selection process of all Tenants.
As a company we take a personal interest in providing you with the best
Our staff has an in-depth knowledge of both the Letting market, to achieve
the best possible rent for your property and the technical know how
to oversee and manage your property for a hassle free term of tenancy.
Further more, our Guaranteed Rental Scheme can provide you with extra
"peace of mind". Whether your property is tenanted or not,
you receive your payments.
Whatever your needs, whether you are unable to sell your existing home
or are an investment Landlord professionally involved within the property
market we are sure to have the answer for you. Our specialist rental
valuers and management teams are always at hand to provide you with
advice at all times as well as securing you the correct Tenant for your
This information brochure will advise you fully on the letting of your
property plus give you a complete explanation of the range of services
we can provide for you.
Upon receipt of your written instructions of our Letting and Management
Terms of Business, and on indication of which service you require, we
will immediately prepare full details of your property for general marketing
and circulation to our prospective Tenants.
LETTING SERVICE(INTRODUCTION OF TENANT)
· Prepare particulars of the property and rental value. ·
Market the property for letting.
· Obtain full references on all prospective Tenants.
· Inform the Landlords of Safety Regulation to adhere to.
· Prepare the Tenancy Agreement and relevant notices.
· Collect the first month's rental in advance.
· Collect a security deposit/Bond.
· Advise the Tenants of the procedures for registering with the
appropriate domestic services.
· Prepare an Independent Inventory (optional).
· Check the Tenants into the property (optional).
LETTING & RENT COLLECTION(IN ADDITION TO THE LETTING SERVICE)
· Make arrangements for the collection of the rental. ·
Prepare monthly statements. · Chase late rents. · Check
the Tenants out of the property (optional).
FULL MANAGEMENT(IN ADDITION TO THE LETTING AND RENT COLLECTION SERVICE)
· Arrange for any property maintenance and repairs as per
your instructions (subject to terms of Business).
· Carry out Quarterly property visits and report to the Landlord.
· Liaising between Landlord and Tenant. - Supervise that the
Tenant(s) comply with the Terms of the Tenancy Agreement signed.
· Review rental values and renewal of tenancies.
· Arrange for check-out of the Tenant at the end of the tenancy
MANAGEMENT PLUS(Subject to an Insurance policy)
This service will provide the Landlord with that extra security should
there ever be any shortfall of rent or the Tenant breaches their tenancy
obligations and leaves the property with outstanding rent due.
The rental can be fully protected through an inexpensive and reliable
insurance rental warranty policy which can be activated for you at the
start of the tenancy should you require it.
Details of the Rental Warranty Scheme are available on request.
The management plus service mentioned is subject to the conditions set
out in our Terms of Business and insurance policies.
GUARANTEED RENT SCHEME
This "peace of mind" service guarantees the rent to the
Landlord, whether the property is rented or not. This scheme is subject
to a contract with Housing Associations or local authorities, condition
apply, please speak to your representative for full details.
All prospective Tenants are interviewed before being recommended. If
accepted, full referencing will then take place via an independent referencing
Agency or alternatively, a manual referencing system will be used where
the following references will be obtained where possible.
· Personal reference
· Bank reference ·
Previous Landlord (if applicable)
· Guarantor (if applicable)
Arrangement will be made to collect a deposit from the prospective Tenant
at the start of the tenancy to cover for any dilapidation and damage,
plus for any breach of their Tenancy Agreement obligations. For Rent
collection or Management services, we will hold the deposit on behalf
of all parties as Agent. For Letting only service, the deposit will
be passed on to the Landlord to hold until the expiry of the tenancy.
The first month's rental is collected in advance. It will be up
to the Landlord to collect any future rent from the Tenant if we are
providing a Letting only service. If you choose the Rent Collection
or Management services, the rent is paid into your Bank Account or forwarded
onto you within ten working days each time the rental is paid by the
Tenancy Agreements and Notice(s)
A Tenancy will be prepared for all Tenants to sign before moving into
the property (except where the Landlord provides their own).
The Agreement will include comprehensive terms for the Tenants to adhere
to. Under the Housing Act 1988 (amended 1996), an Assured Shorthold
Tenancy will be used, except in cases of a company let. Then the relevant
company Agreement will be drafted as with an Assured tenancy. The Standard
Notice for repossession will also be drafted to bring the tenancy to
an end at the expiry.
An inventory should be prepared to ensure that all items of Furniture,
Fixtures and Fittings left at the property are recorded and their condition
noted. The Tenants deposit will be held against any damages or excess
wear and tear shown against the inventory. The inventory can be provided
by the Landlord or by us. Further details of this service are provided
in our Terms of Business.
LANDLORD CHECK LIST
You should notify your Building Society or Bank if the property is mortgaged,
that you are thinking of letting the property. It is usually one of
the conditions of your mortgage that you apply for permission to sub
let the property.
We also recommend that your building and content Insurers are advised
of your plans, as they too may need altering to cover a third part residing
at the property. (We can assist in recommending specialist insurance
companies dealing with insurance for rented properties. Please speak
to a member of staff).
It is also wise to check that if the property is leasehold, that you
confirm with the freeholder that there are no restrictions or covenant
which prevent you from letting the property and the Tenants must adhere
to during the Tenancy period.
Non UK Resident Landlord
If you are going to reside outside the UK, we are bound under the Taxes
Management Act 1970, Sections 78 and 83, to assess you at the basic
rate of income tax (variable) due from rents we collect on your behalf
if you are not "self-assessing" your own tax.
We should receive a letter of confirmation from your Accountant and
Tax Office confirming that they accept liability for payment of your
tax. (Please see your Accountant for self-assessment advice). Alternatively,
we can instruct a Tax Specialist or Tax Advisor who can give you advice
or can be employed by you to take care of your tax affairs whilst abroad.
(See our Terms of Business).
It is important to have several keys cut for the property, enough for
each adult Tenant due to move into your property, plus a set for our
Management Department (if applicable) for security reasons and access,
if so required.
Should there be at any time any need to take legal action against the
Tenant for what so ever reason, the Landlord will be responsible for
this action plus any necessary costs incurred. For managed properties,
assistance will be given to the Landlord with regards to documentation
and administration with reference to the tenancy.
Transfer of Services
If you have employed us as your Managing Agents, the only service that
we are not able to transfer for you is the telephone, as BT or cable
will only deal with the subscriber and not with a third party. Please,
therefore, arrange transfer on the day the Tenants take occupation,
if possible. Your assistance will also be welcome with any final meter
readings or notification of services.
If we are not managing the property, you will need to arrange the following:
Gas and Electricity
Inform them of the date of transfer to the new Tenants, plus their
names, the meter reading and your forwarding address in order that they
can send you a closing account.
Water Rates will become the Tenant's responsibility in most cases, but
please advise them of your new forwarding address. If your water charges
are on meter the Tenant is responsible and a meter reading and date
of transfer needs to be supplied to the Authority, together with your
Once again, this is payable by the Tenant during the tenancy. Please
advise the Local Authority the date of transfer to the new Tenant and
of your forwarding address in order that they can send you a closing
It is best to arrange the transfer for the actual day that your Tenants
will be moving in. If there is a break between subscribers, there can
be a charge depending on the length of time that the service has been
The Post Office offers a service to redirect your mail, which we recommend
that you arrange prior to vacating the property for the term of the
tenancy. You should also inform your bank, employers, friends and family
who are likely to write to you, and inform them of your new address.
Whether requiring a Letting only Service, Rent Collection or Management
services, Landlords have the responsibility for the safety of both the
Tenant and their own property during the tenancy.
The Landlord must adhere to the following regulations without fail,
and as Agents we must ensure that they are carried out.
Fire and Furnishings (Safety) Regulations 1988 (1993)
All soft furnishings such as settees, sofa, beds, padded chairs, pillows,
cushions etc. must comply with the Fire Resistance requirements contained
within the regulations. Items of furniture made prior to 1950 are termed
as antiques, and as such are excluded from the regulations.
Usually, a label is attached to the item of furniture to confirm it
is acceptable. We will at all times check your furniture and advise
you accordingly to the best of our ability.
Gas Safety (Installations and Use)Regulations 1994 (1996)
A qualified Engineer (CORGI or British Gas) must check all Gas appliances
and installation within the accommodation on an annual basis, for its
safe use. This includes such items as Gas Fires, Central Heating boilers,
Gas cookers and other gas appliances. It also insists that flues and
chimneys are clear of obstructions and in the correct place. The engineer
must issue a certificate and a copy presented to the Tenant at the start
of any tenancy.
Any items that fail to comply with the regulations must be fixed or
The Electrical Equipment (Safety)Regulations 1994
These regulations require that all Electrical equipment left at the
property be "safe and of no risk or injury to humans or animals".
They should be checked that flexes, fuses and electrical output are
safe and correct. Items that must comply are all portable electrical
items such as electrical cookers, fridges, washing machines, kettles,
toasters etc. As agents we can not guarantee which items are safe or
not, and will recommend that a qualified electrician checks these items
(a charge will be made). Your own electrician can carry this out.
This is only a brief guide to the regulations. Further information
and details are provided in our Terms of Business, and by asking a member
of our staff.
Terms & Conditions of Business
This brochure has been completed as a guide to Landlords, and does
not form or is in any way a substitute to our Terms & Conditions
Once instructions have been received to let your property, our Terms
and Conditions of Business will be provided, detailing further services,
charges and conditions for you to read and sign if you are in agreement.
For further information, please contact us at the office.