Letting – Landlord Info
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 possible service.
Our staffs has an in-depth knowledge of 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.
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 team is
always at hand to provide you with advice at all times as well as securing you the
correct Tenant for your property.
Upon receipt of your written instructions of our Letting and Management Terms of
Business, and an indication which service you require we will immediately prepare
full details of your property for general marketing and circulation to our perspective
- 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
- Arrange Tenancy Deposit Scheme Papers (Optional).
- Prepare an Independent Inventory (optional).
- Check the Tenants into the property (optional).
(IN ADDITION TO THE INTRODUCTION ONLY 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 Tenancy Deposit Scheme Papers.
- Arrange for check-out of the Tenant at the end of the Tenancy (optional).
From 1st October 2008. all 'social' & 'private' landlords are required to have an
Energy Performance Certificate (EPC) by law.
When buildings are to be rented out, the landlord is responsible for ensuring that
a valid certificate is made available to all prospective tenants before advertising
or proposing to rent the property.
The certificates are valid for a period of 10 years unless the property is altered
which affects the energy consumption of the building.
All prospective Tenants are interviewed before being recommended. If accepted full
referencing will then take place, a manual referencing system will be used where
the following references will be obtained where possible.
- Photographic ID
- Employers Reference
- Bank statements
- Wage Slips
- National Insurance No.
- 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 dilapidations 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.
Please note that as from 6th April 2007 government legislation has changed regarding
the holding of deposits. All landlords will now be subject to Tenancy Deposit Scheme,
which will be separately chargeable to Landlords (rates to be advised). If Landlords
are unwilling to pay the charges, we will NOT – by law - be able to hold a deposit
from the tenant.
The first month’s rental is collected in advance. It will be up to the Landlord
to collect any future rents from the Tenant if we are providing a Letting only service.
If you chose the Full Management services the rent is paid into your Bank Account
or forwarded onto you within seven working days each time the rental is paid by
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 there 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 detail of this service
is provided in our Terms of Business.
LANDLORD’S 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 party residing at the property. (We
can assist in recommending specialist insurance companies dealing with insurance’s
for rented properties. Please speak to a member of staff).
It is also wise to check that if the property is a lease hold 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, Section 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
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 Adviser 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). Keys
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 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 property assistance will be given to the Landlord with
regards to documentation and administration with reference to the tenancy.
We can also provide a tenant eviction service. Please
click here for further info
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 you’re forwarding address.
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 account.
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 disconnected.
The Post Office offers a service to redirect your mail, which we recommend 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, Full Management services, Landlords have
the responsibility for the safety of both the Tenant and their own property during
The following regulations must be adhered to without fail by the Landlord 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
and so on must comply with the Fire Resistance requirements contained within the
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 also check all gas appliance and
installations 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 removed immediately.
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 human or animal".
They should be checked that flexes, fuses and electrical out put are safe and correct.
Items that must comply are all portable electrical items such as electric cooker,
fridge’s, washing machines, kettles, toasters etc.,
As agents we cannot guarantee which items are safe or not and will recommend that
a qualified electrician checks these items (a charge will be made). This can be
carried out by your own electrician.
If you were to choose our services, we can offer you the following marketing package:
We run a 24 hours / 7 days a week advertising campaign for all properties. We advertise
properties in the following media’s: - • For Sale Board Placed at your property
• Local newspapers such as the Express, Recorder, Gazette • Internet advertising
on our own website • Links to our website within companies such as Loot, Yellow
Pages (Yell), Evening Standard, The Telegraph, BBC, Sky TV to mention just a few!
• We are currently in negotiations with West Ham FC to advertise within the Football
As an established estate agency for over 25 years, we are probably one of Newham’s
longest running and best known estate agents. And being a family run business, we
like to treat all of our clients as family and as such we pride ourselves in selling
your property as if it was one our own.
Now how many Estate Agents can truly say they have the levels of advertising and
support that we can provide to you?
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 staff.
Terms & Conditions of Business
This brochure has been compiled as a guide to Landlords and does not form or is
in any way a substitute to our Terms and Conditions of Business.
Once, instructions have been received to let your property our terms and conditions
of business will be provided, detailing further the services, charges and conditions
for you to read and sign if you are in agreement.