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CARE, CONCERN AND PEACE OF MIND - YOUR PROPERTY IN SAFE HANDS
These notes have been prepared to help answer the majority of questions
that arise when landlords first set out to let their property, they are
comprehensive but not intended to be definitive.
  The Standard of Service You Can Expect
- Professional, dedicated, qualified and experienced staff.
- Security and peace of mind knowing your property is being managed by professionals.
- Preparation of all legal documents.
- Collection of initial rent and surety deposits.
- Setting up of standing order for payment of rent monthly in advance.
- Transfer of all utilities, council tax & water rates into tenant’s name, including meter readings.
- Tenants checked in and out of property at commencement and termination of tenancy.
- Property Care - preventative maintenance and repair, using our team of competent contractors.
- Timely notification of any problems with the property or tenant.
- Keeping you, the Landlord, up to date with any changes in property letting requirements or legislation.
- Fully trained and qualified staff that will be on hand to assist you and your tenant with any problems or queries.
- E-mail in preference to Royal Mail to provide timely and cost effective communication at any time of the day or night.
Optional Extras
- Compilation of a detailed Inventory to record contents and condition of the property at the commencement of the tenancy. Please ask for further details.
- Landlords building insurance - request an application form.
- Peace of mind with rent protection and legal expenses warranty - request an application form.
CARE, CONCERN AND PEACE OF MIND - YOUR PROPERTY IN SAFE HANDS
Comprehensive Tenant Referencing
We use Uktenantdata, the most advanced tenant screening company in the UK. Letting Agents who use the Uktenantdata system not only have access to the most advanced tenant profiling system available, but also have access to the company’s national database of tenants who have previously under performed during a tenancy.
When you instruct a Letting Agency to manage your property, always consider their due diligence processes when they reference your prospective tenants and check to see if they include the following:-
- County Court Judgments Search (CCJs)
- Bankruptcies & Insolvency Search
- Electoral Role Data
- Administration Order Search
- ID Verification
- Residency Confirmation
- Un-Declared Addresses
- Un-Declared Aliases
- Employment & Salary Verification
- Employment Integrity (Likely Future Changes)
- Accountants Report if Self Employed
- Affordability Calculation for Share of Rent
- Previous Landlord of Managing Agent Report
- Non Family Member Character Reference
- Ifaqs Delinquent Tenant Database Search
Marketing on High Profile Property Websites
We offer much more exposure than any typical Letting Agency and more online advertising through which the vast majority of tenant enquiries are received. All our properties are advertised on Rightmove, Findaproperty, Globrix, Prime Location, Primemove, Nestoria, Kelkoo, Times on Line, Homes and Property, Gumtree, To Rent, Property Index and Propertywide.
Licensed Letting Agent Offering Financial Security
The Letting Bureau is proud to be an accredited and licensed member of The National Approved Letting Scheme and member of The Property Ombudsman along with the Residential Landlords Association and the Deposit Protection Service providing both Landlords and Tenants assurance that they will receive the highest level of customer service. In addition for your financial security we hold Professional Indemnity Insurance together with Client Money Protection Insurance and we have separate, independently audited and bonded client account.
Market Leading Property Management Systems
We consider our most important responsibility is to provide a premium quality, totally reliable and fully compliant, managed service, to you. This service to you is our primary goal. To enable this we have invested into the industry standard Gemini solution from VTUK.
This solution was recognised at the estate agents of the year awards and winner in the “Best Supplier Category” and the only solution provider awarded.
VTUK are at the forefront of the industry and have close relationships with NFOPP, ARLA, NALS, The Guild of Lettings and Management, The Guild Estate Agents, and the Property Ombudsman - as well as meeting with government heads responsible for legislation change in the industry.
This enables us to be one step ahead of other letting agents in protecting your asset and maintaining your peace of mind. The Gemini system actions every aspect of our relationship with you, giving us more time to be a true people business, with the complete confidence that every pitfall is avoided and our service to you is second to none.
No other business system offers as many efficiencies and “belt and brace” assurances to give you the best possible property lettings and managing experience. If your agent is not using Gemini can you be sure you are secure? We do and will continue to invest to provide the level of service that our competitors would love to emulate.
Prompt Payment of Rent
Collection of monthly rent via standing order and transferred to your bank by on-line banking within one day of receipt/rental date, after all, it is your money! Each payment will be accompanied with a full monthly statement of transactions.
Surveys and Viewing 7 Days a Week
Although our normal office hours are 9.00am to 5.30pm Monday to Friday and 10.00am to 2pm on Saturday, we do make ourselves available to undertake those all important surveys and viewings outside of normal office hours including Sundays.
Regular Property Inspections
We undertake the first inspection one month after tenancy commencement because in our opinion one month is long enough for the tenants to have established the way they live. If for any reason we are dissatisfied with the first inspection we have the opportunity to recommend corrective action during the initial stages of the tenancy before the situation is beyond control. Thereafter we undertake inspections every six months with a report to the landlord.
Market Appraisal
During our initial survey we will offer you advice on the best way to present your property to its greatest advantage because a good quality property will attract a good quality tenant and helps to ensure that issues are minimised. Furthermore, our extensive experience of the local rental market ensures that you will receive a realistic valuation thereby minimising void periods.
Supporting Local Contractors
We have over the years nurtured an excellent working relationship with all our contractors and tradesmen based on providing a reliable and outstanding service at a fair price. Our property maintenance and repair service includes all aspects of work from changing a tap washer to undertaking a complete house refurb.
Safty Regulations And The Law
The letting of property is now closely regulated with respect to consumer safety. The law makes particular demands regarding the safety, servicing and inspection of the gas and electrical appliances and installations within a property and with respect to the type of upholstered furniture provided by the Landlord for use by the tenant. Failure to comply with the following regulations is a criminal offence.
Furniture and Furnishings (Fire)(Safety) Regulations 1988 (as amended in 1989
and 1993)
Furniture purchased new after 1988 will normally conform to the Fire Resistance Regulations but
this must have the appropriate label affixed, or a Landlord must show a dated receipt for same.
Furniture purchased prior to 1988 will most likely not conform and therefore cannot be accepted
in a property to be let. This legislation applies to: lounge suites, upholstered dining chairs and
garden furniture, beds, headboards, pillows, armchairs, scatter cushions etc. Companies are
offering a service spraying upholstered furniture, but this will not suffice, also recovering
upholstered furniture is not acceptable unless the filling has been replaced and written proof of
compliance is provided.
The Gas Safety (Installation and Use) Regulations 1998
It is law that all gas appliances provided by a Landlord in rented properties must be serviced and
have a current Landlord’s Gas Safety Certificate (CP12) in place. The Agent must retain a copy of
this certificate on file and provide a copy to the tenant prior to occupation. This work must be
undertaken by a Gas Safe Registered engineer, and is renewed on an annual basis.
We recommend an annual service contract be put in place for all gas boilers and central heating
appliances, also the installation of a Carbon Monoxide detector for boilers without a balanced
flue.
Instructions must be provided for the use of all gas appliances.
FAILURE TO COMPLY WITH THE ABOVE REGULATIONS IS A CRIMINAL OFFENCE.
The penalties for non-compliance include a maximum of six months imprisonment and/or up to a
£5000 fine.
The Electrical Equipment (Safety) Regulations 1994
These regulations require that all appliances or equipment supplied by a Landlord must be safe,
Appliances should be checked by a qualified electrician prior to letting and at regular intervals
i.e. between tenancies. A residual current device (RCD) circuit breaker should be provided where
electrical equipment is operated outdoors i.e. lawnmowers, hedge cutters etc.
Instruction booklets for all appliances must be provided.
The Plugs and Sockets etc. (Safety) Regulations 1994
These regulations relate to the supply of any plugs, sockets, adaptors or fuses intended for
domestic use with a working voltage of not less than 200 volts, and any appliance which has a
plug fitted. Plugs must comply with the appropriate current standard (BS1363) and must be
correctly fused.
Smoke Detectors Act 1991
Any properties built after June 1992 must have mains, interlinked smoke detectors on each floor.
We recommend that ALL other properties have 10 year battery operated smoke detectors, which
must be fully functional at the beginning of each let.
The Landlord shall ensure the property is made available for letting in a safe condition and in
compliance with the above regulations. The Landlord agrees to indemnify The Letting Bureau
against any expense or penalties that may be suffered as a result of non-compliance of the
property to fire and appliance safety standards.
Other Legislation
Energy Performance Certificates
As from 1st October 2008 it is a legal requirement to have an Energy Performance Certificate
(EPC) for a property when it is available for letting. Once this is completed it will provide a rating
for its current energy performance and give recommendations for further improvements. This
certificate will last for ten years providing that no alterations have been made.
Landlords must provide EPC’s free of charge to prospective tenants at the earliest opportunity i.e
when the property is being marketed. Failure to provide an EPC will render the Landlord to a
fixed penalty fine of £200, as well as the fine, the EPC must also be provided.
Tenant's Deposit
As of April 2007 Landlords will not be able to hold their tenant’s deposit. It must be held as part
of a government approved scheme. The Letting Bureau is registered with The Deposit Protection
Service the only custodial tenancy deposit scheme which is free to use (including the alternate
dispute resolution service) and open to all Landlords, it is funded entirely from the interest earned
on deposits held. We recommend that you have a comprehensive inventory undertaken at the
commencement of the tenancy to protect your property.
Other Things To Consider
Landlord's Building Insurance
As a Landlord you are required to have buildings insurance and we recommend that you have a
comprehensive insurance cover specifically designed to meet the needs of Landlords of let
property. Such cover should include malicious acts of vandalism caused by tenants, unoccupied
cover, property owners liability up to £2 million, students and DSS occupants accepted and
accidental damage cover.
Locks/Keys/Alarms
Sufficient front door keys for all adult tenants will be necessary together with a further set for our
retention. Other internal door keys and garage keys are usually left in the property prior to the
commencement of a tenancy, but it is advisable for you to retain one copy of any patio door or
garage door keys as these often get lost.
Many insurance companies are now insisting upon improved locks on doors and windows before
accepting contents insurance, it may be wise to review security to minimise any risk to your own
or your future tenant’s property.
Where a property has an alarm, we recommend that a maintenance contract be taken out and
full instructions be supplied to The Letting Bureau.
Repossession
The Landlord shall provide The Letting Bureau with any requirement for the return and
repossession of his property at the earliest opportunity, preferably a minimum of three months.
Landlords should be aware that any tenancy agreement entered into on the Landlord’s behalf is a
legal and binding contract for the term of the tenancy and Landlords cannot have repossession
during this fixed term. The minimum legal notice period to tenants under Assured Shorthold
Tenancies is two months and due notice must be served on the tenant in the specified form.
Service Contracts
Where equipment such as washing machines, fridges, central heating boilers etc. are covered by
warranty of service contract we ask you provide The Letting Bureau with details and continue to
pay any premiums or charges.
Landlord Resident Outside The UK
Income from property is treated as unearned income and is therefore subject to Income Tax at the
standard rate. Under Section 78 of the Taxes Management Act 1970, the managing agent is
obliged to deduct and pay any tax liability at the basic rate which arises on rent collected during
the period the Landlord resides abroad. We do not have to deduct tax from rental income of
overseas landlords if the Inland Revenue confirms in writing that the Landlord has approval to
receive the rent net of tax. The Landlord has to apply to the Inland Revenue Financial
Intermediaries Claims Office (FICO) for an approval number.
Inventory
If required we will prepare an inventory of the contents of the property together with a schedule of
condition. Landlords should remove any articles of sentimental or antique value to avoid the risk of
damage. Surplus crockery, cutlery and kitchenware should be removed to reduce inventory
preparation and checking. Duvets, bed linen, pillows, towels or a television do not need to be
provided except by special request and agreement. Please ask for further details.
Under normal circumstances the Landlord is responsible for the maintenance of all fitted white
goods provided for use by the Tenant.
Winter Precautions
If a property is unoccupied during the winter months, we recommend that water systems are
turned off and drained down or heating is left on at an adequate level and loft hatches raised to
avoid any risk of burst pipes. Landlords must take responsibility for their property and will be
advised accordingly immediately the property becomes empty. If you have any doubts the work
should be undertaken professionally because there may be links between the water and heating
systems.
Garden Maintenance
In most instances it is the tenant’s responsibility to maintain the garden. If the garden is large or
requires specific attention it may be necessary to consider contracting a gardener on an annual
basis and for the charge to be reflected in the rental. We recommend that the Landlord be
responsible for an annual and spring tidy to keep the garden maintained to a good level. If you
provide the services of a gardener we recommend that a detailed specification of the work to be
undertaken is lodged with The Letting Bureau.
Terms And Conditions
Insurance
The Landlord is hereby advised to ensure that there is landlord’s building insurance cover in force
in respect of buildings and contents (if applicable) and that the insurer is aware that the property
is available for letting. Please also notify date of occupancy.
Sale Conditions
The Landlord shall not offer the property for sale or allow any sale board to be erected at the
property without notifying The Letting Bureau and should a sale of the property be initiated during
the subsistence of a Tenancy Agreement the Landlord shall provide The Letting Bureau with
adequate notice to enable such Tenancy Agreement to be determined.
TV Aerial
If there is a television aerial (suitable to pick up terrestrial channels) erected at the property the
Landlord will be responsible for the continued maintenance and upkeep of the aerial. If there is no external television aerial fitted, the Landlord is responsible for the cost of having a suitable
television aerial fitted. Satellite or any other similar television reception will be entirely the
responsibility of the Tenant.
Residence/Domicile
In the event that the Landlord takes up residence outside the United Kingdom then, in accordance
with the Finance Act 1995, a deduction in respect of Income Tax will be made unless a valid
exemption certificate is obtained from the Inland Revenue and lodged with The Letting Bureau.
Mortgage
Should the property be the subject of a mortgage agreement, the Landlord shall ensure that prior
permission has been sought and obtained from the mortgage lender (and that a copy of this
authorisation will be produced should it be requested) for the letting of the property.
Deposits
A deposit will be taken from the tenant and held against dilapidations equivalent to at least one
months rent. The Letting Bureau will lodge the deposit with Computershare Investor Services Plc
who operate the single custodial scheme in accordance with the Tenancy Deposit Scheme.
Disputes arising as a result of a claim against deposit money are subject to arbitration as outlined
in this agreement.
Leasehold Properties
The Landlord accepts responsibility to inform the head Landlord of the property being let and will
provide a current address for the forwarding of charges.
Data Protection
The Landlord hereby acknowledges and agrees to The Letting Bureau storing information relating
to both the property and the Landlord on computer.
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