We offer a full comprehensive Letting and Management service for all our property owners, letting and managing a property can be a very stressful process, keeping up to date with the constant change in legislation, serving and registration of documentation, organising contractors for repairs, dealing with tenants issues, just to list a few, add extra stress to your already busy lifes, our letting and management services hope to alleviate that stress.
Free Market Appraisal
A representative of our company will attend to inspect the property and advise on current rental levels, offer advice on any improvements or recommendations and will be happy to assist in getting your property ready to place on the market.
Once your instruction is received wide angled high quality Photographs will be taken, the property will then be emailed to our database of registered applicants and to all our current managed tenants, telephone calls and direct text messages will be made/sent to those who are looking solely for that specific type of property, the property will also be marketed online via the various property portals to achieve maximum exposure.
A representative of our company will accompany potential applicants on any viewings where keys are provided. On a vacant property it is advisable to supply a set of keys to the agency, we have found this process to be the most effective in getting more applicants organised to view your property quickly and efficiently.
Securing a Tenant & Referencing
Any applicant showing interest in your property will be asked to complete a online application form, the form will be used to relay to the property owner information relating to the prospective tenant, if the property owner is happy with the information provided the interested applicant will be asked to leave a holding deposit, equal to one weeks rent of the agreed monthly rental figure.
The interested Applicant will be asked to provide the following referencing:
- Passports and visas if applicable
- Past 3 months banks statements (Six months for the self employed applicants)
- Past 3 months payslips (Last years tax return for the self employed applicants)
- Letter from your company confirming your salary and job position and how long you have worked at the company. (accountants letter for the self employed)
- Up to date credit report
Our company will collect the following references and undertake validation checks.
Rent protection and legal expense insurance
Designed specifically to meet the needs of Landlords, to protect their rental income and to cover the cost of obtaining possession. There are several companies on the market that offer such services, we would be happy to advise on these services and the costs involved, these costs as with any insurance package, will run separately from the full management fees.
Preparation of the tenancy agreement and collection of the first months rent and deposit
Upon tenant referencing completion and property owner approval, the tenancy agreement will be prepared, we will organise an appointment for the new tenants to view the tenancy prior to the signing of the tenancy agreement.
Before keys are released the ingoing tenants will be required to pay one months rent in advance and a damages deposit of 5 weeks rent, in cleared funds.
Organising of Gas appliances annual safety check
All gas appliances must be serviced and tested every year.
The Gas Safety Regulations 1998 place a statutory duty on all landlords of residential property to ensure that all gas appliances, pipework and flues are maintained in a safe condition.
They particularly seek to avoid the escape of carbon monoxide poison which is silent, odourless and deadly and require that:
- All let properties must have at all times a valid Gas Safety Record
- Before a tenant takes occupation, the gas appliances and pipework must be checked by a GAS SAFE registered engineer who must provide the landlord with a Gas Safety Record
The landlord must provide the tenant with a copy of that safety record at the start of the tenancy.
Our company has contacts for various qualified Gas safe engineers, we will automatically arrange this annually at the best price we can obtain at that moment, cost for an annual gas test can be obtained in advance by contacting a member of staff who will make contact with the various qualified engineers and obtain the best price they can at the time of asking.
Organising of the Energy Performance Certificate
It is a legal requirement to have a valid EPC for a property when marketing for lettings. Our company has contacts for various qualified EPC assessors, we will automatically arrange this for you at the best price we can obtain at that moment, cost for an EPC can be obtained in advance by contacting a member of staff who will make contact with the various qualified assessors and obtain the best price they can at the time of asking. An EPC is valid for 10 Years.
In addition, from 1st April 2018 any property let on a new tenancy or a fixed term renewal must meet the new minimum EPC rating of E or higher. As EPCs only last for 10 years and became compulsory in 2008, it is important to check that your EPC is still valid and the rating is E or higher. From 1st April 2020 it will not be possible to let any domestic property that has an EPC rating of F or G. Furthermore, if a landlord wants to back possession of a property let on an Assured Shorthold Tenancy it is legally necessary to have a valid EPC before serving notice on a tenant.
Organising of the Electrical installation condition report
(EICR) Electrical installation condition reports are now a key part of electrical safety, Landlords have the responsibility to ensure that a tenanted property has an electrical installation that is safe to use by its tenants. The Law around the EICR has now changed and will come into effect in July 2020. There will be a legal onus on all landlords to have an electrical installation condition report in place. They will have to be able to provide this to the tenant, managing agent or local authority within 30 days should they ask. The government has also laid down the law that all existing tenancies will require a EICR report by April 2021.
Our company has contacts for various qualified NICEIC contractors, we will automatically arrange this for you at the best price we can obtain, cost for an EICR report can be obtained in advance by contacting a member of staff who will make contact with the various qualified assessors and obtain the best price they can at the time of asking. A satisfactory EICR report is valid for 5 Years.
Pre tenancy check
A representative of the company will attend the property prior to tenancy occupation to ensure the following:
- Working Keys
- Smoke alarm and Carbon monoxide test
- Working Test of the heating
- Working Test of the appliances if provided
- Collecting Meter readings
Organising a detailed Photographic inventory and Check in
Due to any potential cleaning or damages that may occur at the end of the tenancy, any deductions would need to be agreed between the property owner and tenant, in case of an arbitrary dispute we highly recommend the following. We strongly advise to have on record a more in depth photographic and written inventory, this process is very time consuming and it is advisable to use a professional inventory clerk to carry this out. Our company can arrange for an inventory to be carried out at an additional cost through an independent Inventory clerk, backed up by extensive photos taken by ourselves. Quotes can be obtained for this service at the time of letting for approval.
A representative from our company will check in and serve the inventory (if provided) on the new tenant(s).
Informing the Utility companies
A representative of our company will notify the local authority of a change of occupant for council tax purposes and water supplier, supplying forwarding addresses for any interim invoices.
Registration of the Tenants deposit
Since April 2007 almost all new tenancies for which you receive a damages deposit must be logged with one of three government approved schemes within 30 days of receipt. The maximum amount that can be asked for is 5 weeks rent, this amount is what is commonly asked for from the majority of property owners. Failure to register a deposit could result in substantial compensation awarded to your tenants and will also affect any future case in which you require possession of the property. The deposit schemes all offer resolution to any end of tenancy disputes regarding deposit deductions.
Our company is registered to The tenancy deposit scheme and can assist in handling this process for you, annual fee for this service is £20.00 + vat.
Rent collection and monthly statements
Our company will send demands, collect, receive and give receipts for rent and other payments at any time due to the landlord from any tenant in respect of the property and to bank the same promptly.
Our company will render statements to the landlord regarding rents and other sums collected and pay all sums due to the landlord less any expenses as soon as is reasonably practicable.
Our company will issue an end of year rental tax statement and email to whom it was requested.
A representative from our company will undertake a property inspection on a regular basis, inspections on the majority of properties will occur at either 3 or 6 month intervals, on a minority of properties inspections will be carried out on a month to month basis depending on the circumstances surrounding that property. Each inspection is documented and stored on file.
Property repairs and Maintenance
Managed Properties Tenants will be provided with 24hr contact details for our office staff, any property related repairs or maintenance issues will be reported to the property owner as soon as practically possible, quotes will be obtained and works will be carried out once approval is received from the property owner. In emergency situations where possible inaction could lead to further damage, we will endeavour to get the issue stabilized urgently via the most cost effective way possible. With permission, any invoices due from maintenance or repairs can be deducted from the monthly rental collected and shown on the monthly statement, alternatively the invoices can be forwarded directly to the owner for payment.
End of Tenancy Check Out
A representative from our company will make arrangements with the departing occupant to collect keys and carry out an end of tenancy inspection, once the property is vacant, the property will be inspected and any cleaning or damages will be noted and photographs taken. The condition will be reported to the property owner and the report used as evidence to assist with any deposit deduction claim if necessary.
The fee for our full management service is 15% excluding vat, to be deducted from the monthly rental collected, upon acceptance of the tenancy by the property owner. An Annual Charge of £20 + vat for registration and management of the deposit.
Fees related to Inventory and Rent protection insurance are offered by outside companies, please speak to a member of staff for further information.