Landlord Services

Guide to Letting Property

Before a property can be let, there are several matters which the owner will need to deal with to ensure that the tenancy runs smoothly and also that they comply with current legislation. We provide summarised information below. If you require further advice or assistance with any matter, please do not hesitate to contact us:

Preparing the Property

We have found that a good relationship with Tenants is the key to a smooth-running tenancy.

As Property Managers, this relationship is our job, but it is important that the Tenants should feel comfortable in their temporary home, and that they are receiving value for their money.

It follows therefore that a well-presented and maintained property in a good decorative order will go towards this, whilst also achieving a higher rental figure. Tenants are also more inclined to treat such a property with greater respect.

General Condition

Electrical, gas plumbing, waste, central heating and hot water systems must be safe, sound and in good working order. Repairs and maintenance are at the Landlord’s expense unless misuse can be established. Interior decorations should be in good condition and preferably plain, light and neutral.

Furnishings

Your property can be let fully furnished, part furnished or unfurnished. Which of these is appropriate will depend on the type of property and local market conditions. We will be pleased to give you advice on whether to furnish or not and to what level. As a minimum you will need to provide decent quality carpets, curtains and light fittings. Remember that there will be wear and tear on the property and any items provided.

Personal items, ornaments, etc

Personal possessions, ornaments, pictures, books etc. should be removed from the premises, especially those of real or sentimental value. Some items may be boxed, sealed and stored in the loft at the owner’s risk. All cupboards and shelf space should be left clear for the Tenant’s own use.

Gardens

Gardens should be left neat, tidy and rubbish free, with any lawns cut. Tenants are required to maintain the gardens to a reasonable standard, provided they are left the necessary tools. However, few Tenants are experienced gardeners and if you value your garden, or if it is particularly large, you may wish us to arrange visits by our regular gardener.

Cleaning

At the commencement of the tenancy the property must be in a thoroughly clean condition and at the end of each tenancy it is the Tenants’ responsibility to leave the property in a similar condition. Where they fail to do so, cleaning will be arranged at their expense.

Information for the Tenant

It is helpful if you leave information for the Tenant, e.g. on operating the central heating and hot water system, washing machine and alarm system and the day refuse is collected, etc.

Keys

You should provide one set of keys for each Tenant. Where we will be managing, we will arrange to have duplicates cut as required.

Legal ComplianceLandlord Guide: Preparing Your Property for Rent

Ensuring your property is ready for the rental market involves meeting various legal requirements and standards. Here’s a quick guide to the essential compliance steps:

Energy Performance Certificate (EPC)

Obtain and display an EPC to show the property’s energy efficiency rating.

Gas Safety Certificate

Have all gas appliances and fittings checked annually by a registered Gas Safe engineer. Provide tenants with a valid Gas Safety Certificate.

Electrical Safety

Conduct an Electrical Installation Condition Report (EICR) every five years to ensure all electrical installations are safe.

Fire Safety

Install smoke alarms on every floor and carbon monoxide alarms in rooms with solid fuel appliances. Ensure all furniture and furnishings comply with fire safety standards.

Housing Health and Safety Rating System (HHSRS)

Ensure the property is free from hazards as defined by the HHSRS, which covers risks such as damp, mould, and inadequate heating.

Right to Rent Check

Right to Rent Check

Houses in Multiple Occupation (HMOs)

Your property is an HMO if both of the following apply:

  1. At least 3 tenants live there, forming more than one household.
  2. Toilet, bathroom or kitchen facilities are shared.
  3. Household Definition: A household consists of either a single person or members of the same family who live together, including married or cohabiting couples.
  4. If your property meets the HMO criteria, it may need a specific license. Ensure it meets additional safety standards, including fire alarms, extinguishers and escape routes.
Property Preparation

Cleaning and Repairs

Thoroughly clean the property and complete any necessary repairs, such as fixing leaks or broken fixtures.

Decoration and Maintenance

Neutralise the decor to appeal to a broader range of tenants. Ensure the property is well-lit and all maintenance tasks are up to date.

Garden and Outdoor Spaces

Tidy up gardens and outdoor areas, including cutting grass, trimming hedges and removing any rubbish.

Landlord Fees

Let Only

75% + VAT of first months’ rent (minimum fee £500.00 + VAT)

Includes:

  • Market Appraisal & Property Report
  • Property Recommendations for Listing
  • Marketing of the Property
  • Accompanied Viewings
  • Insurance Approved Tenant References (including guarantor if required)
  • Collection of First Months Rent & Deposit
  • Administration and Issuing of an Assured Shorthold Tenancy
  • Issuing Tenancy Prescribed Information and Safety Compliance Certificates
  • Arrange Standing Order Mandate
  • Facilitate Key Handover

Inventory & Schedule of Condition Report: £150.00 + VAT

Tenancy Deposit Registration: £50.00 + VAT

End of Tenancy Checkout Report: £125.00 + VAT

Adhoc Inspections: £50.00 + VAT

Let Only Tenancy Renewal: £95.00 + VAT

 

Rent Collection & Compliance Assistance

£325.00 + VAT Let Fee
7.5% + VAT of Rent Collected PCM

Includes:

  • Market Appraisal & Property Report
  • Property Recommendations for Listing
  • Marketing of the Property
  • Accompanied Viewings
  • Insurance Approved Tenant References (including guarantor if required)
  • Administration and Issuing of an Assured Shorthold Tenancy
  • Issuing Tenancy Prescribed Information and Safety Compliance Certificates
  • Inventory & Schedule of Condition Report
  • Deposit Registration (£20.00 + VAT Per Annum Re-Registration Charge)
  • Collection of Monthly Rent
  • Assistance Managing Compliance (Reminders issued for you to arrange)
  • Monthly Income Statements
  • Arrears management & Chasing
  • Issuing of required notices, i.e. Section 21, Section 8, Section 13.
  • Annual Income Statement

End of Tenancy Checkout Report: £125.00 + VAT

Adhoc Inspections: £50.00 + VAT

Tenancy Renewal: £95.00 + VAT

Annual Deposit Registration Fee: £20.00 + VAT

Full Management

£325.00 + VAT Let Fee
12.5% + VAT of Rent Collected PCM

Includes:

  • Market Appraisal & Property Report
  • Property Recommendations for Listing
  • Marketing of the Property
  • Accompanied Viewings
  • Insurance Approved Tenant References (including guarantor if required)
  • Administration and Issuing of an Assured Shorthold Tenancy
  • Issuing Tenancy Prescribed Information and Safety Compliance Certificates
  • Inventory & Schedule of Condition Report
  • Deposit Registration (£20.00 + VAT Per Annum Re-Registration Charge)
  • Collection of Monthly Rent
  • Monthly Income Statements
  • Arrears management & Chasing
  • Issuing of required notices, i.e. Section 21, Section 8, Section 13.
  • Annual Income & Expenditure Statement
  • Safety Compliance Management, i.e. EICRs, EPCs, Gas Safety Certs, HMO Licenses etc
  • Regular Tenancy Inspections
  • Full Maintenance Management and Handling
  • Out of Hours Emergency Repair Handling
  • Annual Portfolio Review / Rent Review
  • Full Tenancy Checkout and Deposit Negotiation
  • Court Appearance if Required
  • All Day-to-Day Dealings and Contact with both Tenant & Landlord

Tenancy Renewal: £95.00 + VAT

Annual Deposit Registration Fee: £20.00 + VAT

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Other things to consider

What is an Assured Shorthold Tenancy?

Most tenancies will automatically be Assured Shorthold Tenancies (ASTs), provided the rent is under £100,000 a year and the property is let to private individuals. Tenancies are usually granted for an initial fixed term of either 6 or 12 months. When the fixed term has expired the Landlord is able to regain possession of the property provided he gives two months’ written notice to the Tenant.

New rules on gaining possession via Section 21 apply to tenancies created on or after 1st October 2015. For more details please speak to one of our representatives.

Mortgage

If your property is mortgaged, you should obtain your mortgagee’s written consent to the letting. They may require additional clauses in the tenancy agreement of which you must inform us.

Leaseholds

If you are a leaseholder, you should check the terms of your lease and obtain any necessary written consent before letting.

Insurance

You should ensure that you are suitably covered for letting under both your buildings and contents insurance. Failure to inform your insurers may invalidate your policies. We can provide information on Landlords Legal Protection, Rent Guarantee Cover and Landlords Contents and Buildings Insurance if required.

The Inventory

It is most important that an inventory of contents and schedule of condition be prepared, in order to avoid misunderstanding or dispute at the end of a tenancy. Without such safeguards, it will be impossible for the Landlord to prove any loss, damage, or significant deterioration of the property or contents. In order to provide a complete service, we will, if required, arrange for a member of staff (or third party) to prepare an inventory and schedule of condition, at the cost quoted in our Agency Agreement.

Bills and regular outgoings

We recommend that you arrange for regular outgoings eg. service charges, maintenance contracts etc. to be paid by Standing Order or Direct Debit. However, where we are managing the property, by prior written agreement we may make payment of certain bills on your behalf, provided such bills are received in your name at our office and that sufficient funds are held to your credit.

Council tax and utility accounts

We will arrange for the transfer of Council Tax and utility accounts to the Tenant. Meter readings will be taken, allowing your closing gas, electricity and water accounts, to be drawn up. All these matters we will handle for you, however the telecoms provider (where applicable) will require instructions directly from both the Landlord and the Tenant.

Income Tax

When resident in the UK, it is entirely the Landlords responsibility to inform H M Revenue & Customs of rental income received, and to pay any tax due. Where the Landlord is resident outside the UK during a tenancy, he will require an exemption certificate from HMRC before he can receive rental balances without deduction of tax. Where we are managing the property, we will provide advice and assistance on applying for such exemption.

Health & Safety and other Legal Requirements

The following requirements are the responsibility of the owner (Landlord). Where we are managing the property they are also our responsibility. Therefore, where we are managing, we will ensure compliance, any costs of which will be the responsibility of the Landlord.

Gas

Annual safety check: Under the Gas Safety (Installation and Use) Regulations 1998 all gas appliances and flues in rented accommodation must be checked for safety at least every 12 months by a ‘Gas Safe’ registered engineer. They must be maintained in a safe condition at all times, records kept for at least 2 years, and a copy of the safety certificate given to each new Tenant before their tenancy commences.

Electrical

There are several regulations relating to electrical installations, equipment and appliance safety and these affect Landlords and their Agents in that they are ‘supplying in the course of business’. They include the Electrical Equipment (Safety) Regulations 1994, the Plugs and Sockets Regulations 1994, the 2005 Building Regulation – ‘Part P’, and British Standard BS1363 relating to plugs and sockets.

Since 1st July 2020 an Electrical Installation Condition Report (EICR) is a requirement of any new tenancy. The checks ensure that all electrical installations in the property are safe before the Tenant moves in. Properties that pass the EICR will keep the certification for five years.

Smoke Alarms & Carbon Monoxide Alarms

All properties built since June 1992 must have been fitted with mains powered smoke detector alarms from new.

The Smoke and Carbon Monoxide Alarm (England) Regulations 2015 come into force on 1st October 2015. Landlords and managing Agents may be liable to a £5,000 fine if they fail to comply. The new legislation requires that all Landlords must install a working smoke alarm on every floor of a property as well as carbon monoxide detectors in rooms where solid fuel appliances are present.

Since 1st October 2022 a new ruling was introduced – Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022 compliance. A carbon monoxide detector must be installed in any room which contains a fixed combustion appliance (excluding gas cookers/hobs).

For more information please speak to one of our representatives.

Energy Performance Certificates (EPC’s)

Since 1st October 2008 Landlords in England and Wales offering property for rent are required by law to provide prospective Tenants with an Energy Performance Certificate for their property. In Scotland EPC’s for rental properties have been required since January 2009. The certificates must be provided free either when (or before) any written information about the property is provided to prospective Tenants or a viewing is conducted. An EPC is valid for 10 years. We can arrange an EPC inspection for our Landlord clients upon request.

Booklet – ‘How To Rent: the checklist for renting in England’

Since 1st October 2015 it is the Landlord/Agent’s responsibility to provide the Tenant with the latest version of the ‘How To Rent Guide – The checklist for renting in England’.

Fire

The Furniture and Furnishings (Fire) (Safety) Regulations 1988 (amended 1989 & 1993) provide that specified items supplied in the course of letting property must meet minimum fire resistance standards. The regulations apply to all upholstered furniture, beds, headboards and mattresses, sofa-beds, futons and other convertibles, nursery furniture, garden furniture suitable for use in a dwelling, scatter cushions, pillows and non-original covers for furniture. They do not apply to antique furniture or furniture made before 1950, and certain other items. Non-compliant items must be removed before a tenancy commences.

Is your property a House of Multiple Occupation (HMO)?

If your property is on 3 or more levels and/or let to 3 or more Tenants comprising 2 or more households (i.e. not all of the same family) it will be subject to mandatory licensing by your local authority. Whether mandatory licensing as above applies or not, if there are 3 or more Tenants not all related in any property, it is still likely to be a HMO, and special Management rules will apply.

The Housing Health and Safety Rating System (HHSRS)

The HHSRS provides an analysis of how hazardous a property is through assessment of 29 potential hazards found in housing. Landlords have to maintain their properties to provide a safe and healthy environment. The HHSRS is enforced by local authorities.

Tenancy Deposit Protection

All deposits taken by Landlords and Letting Agents under Assured Shorthold Tenancies (AST’s) in England and Wales must be protected by a tenancy deposit protection scheme. To avoid any disputes going to court, each scheme is supported by an Alternative Dispute Resolution Service (ADR). Landlords and Letting Agents can choose between two types of scheme; a single custodial scheme and two insurance-based schemes.

Disability Discrimination

From 1st October 2010, the Equality Act replaced much of the Disability Discrimination Act of 2005. However, the Disability Equality Duty in the DDA continues to apply. These Acts define disabled people’s rights in respect of premises that are let or to be let. Landlords and managers of let/to let premises are required to make reasonable adjustments for disabled people.