If you ask us to provide our Tenant Finding Service we will:
We aim to enable our clients to take advantage of the opportunities offered by the residential rental market, free of the chores and worries sometimes associated with letting property.
We aim to deal fairly and equitably between the owners, landlords and tenants of properties we manage, and to build up a good relationship with our tenants. We realise that this gives our clients the best safeguard against tenants mistreating properties or failing to pay the rent.
We recognise, however, that our primary responsibility is to the owner or landlord who instructs us.
We would act as your agent until you terminated our agreement. It is not our policy to restrict our clients by contract, and you would be free to terminate our agreement at any time without penalty if you were in any way dissatisfied.
We would not terminate our agreement without providing at least 3 months' notice unless you were in serious breach of its terms.
We are a member of the Property Ombudsman Scheme, the National Approved Letting Scheme (NALS) and the SafeAgent Scheme. We hold a current registration with the Information Commissioner authorising us to hold personal information. We are members of the the Tenancy Deposit Scheme and are authorised to hold tenancy deposits under statutory regulations introduced in April 2007.
All these bodies impose requirements or codes of practice and we fully comply with all these.
All money which we hold on behalf of our clients or tenants including deposits and rent is held in a Client Funds Account which is fully protected by an insurance bond.
We also comply with the requirements of the Code of Practice for the Management of Residential Properties issued by the Royal Institution of Chartered Surveyors (RICS) and exceed the requirements in a number of areas.
If you were still living in the property until it was let it would usually be better for you to show potential tenants around. In this case we would always make an appointment with you, and accompany the potential tenants if you wanted us to do so.
In some cases we may propose letting the Tenancy as a 'Company Let'. This is sometimes necessary if a company wishes to rent the property for its employees to live in (a company is prohibited by law from renting on an Assured Shorthold Tenancy).
In normal circumstances we would conduct a rent review on your behalf each year with a view to progressively increasing the rent if appropriate.
We would deduct our fees from the rent we collected from the tenant, and pass on the balance to you on the same day each month. You could, therefore, be assured of receiving the rent on the due date whether or not the tenant had made prompt payment to us providing that the tenant had not defaulted on the rent. The actual date on which we would make the payment would depend on the commencement date of the Tenancy.
We would pay the rent directly into your bank account via the BACS system.
We would normally take a deposit equivalent to at least 1 month's rent from the Tenant prior to them occupying the property and would hold this as stakeholder until the Tenant departed at the end of the Tenancy. This deposit would provide security against damage to the property or non-payment of rent.
For tenancies commencing on and after April 2007 there are strict statutory regulations governing Tenancy Deposits. It is now unlawful for any person to take and hold a Tenancy Deposit unless they are authorised to do so. We are members of the Tenancy Deposit Scheme and are authorised to take and hold Tenancy Deposits
The process for distributing or refunding deposits at the end of the tenancy can be complicated but the basic process is:
If any repairs or maintenance to the property became necessary we would ask you to arrange appropriate works unless we had agreed an annual expenditure limit within which we could authorise work to proceed. In this case we would authorise essential repairs within this limit and deduct the cost from the gross rents we collect from the Tenant.
If you did not want to arrange the repairs yourself we would obtain estimates from the contractors we normally employ, and would arrange completion of the necessary works once you had agreed the estimates.
In an emergency, or in a case of a statutory obligation, we would authorise or arrange essential work to proceed if we were unable to contact you. Tenants are also entitled to arrange or authorise work in certain circumstances.
Unless special arrangements were made this would be a summary inventory listing removable and significant items and their general condition. You whould need to advise us of any item which was of particular value to you or which you would wish to be specially listed in the inventory.
We would provide a draft copy of the inventory to you prior to letting the property (unless your instructions to let the property quickly prevented us from doing so).
We would check the condition of the property and the contents against the inventory when a Tenant departed and would only return the deposit to the Tenant when we were satisfied that the property and the contents were complete and in at least as good a condition as when the Tenant occupied the property (fair wear and tear excepted) subject to the rules regarding tenancy deposits.
We would provide a draft copy of the instructions to you prior to letting the property (unless your instructions to let the property quickly prevented us from doing so). It would be particularly important to include any safety features as their inclusion in these instructions would help to establish, in the unfortunate occurrence of an accident, that the Tenant had been given the information.
Under the terms of our standard Tenancy Agreement you would not be responsible for maintaining other appliances in working order. If they needed repair the tenant could choose to have them repaired at his/her own expense, or to manage without them.
We would provide you with advice concerning any aspect which you drew to our attention, and we would assist you in obtaining and dealing with specialist advice if you wished.
If you wished to arrange the annual check yourself you would need to instruct any CORGI registered gas installer.
If you did not wish to arrange this check yourself we would arrange for the check to be completed and would deduct the cost from the net rent we pay to you.
The statutory Safety Check does not include servicing or repairs. We strongly recommend that gas appliances are serviced at regular intervals. This not only improves their efficiency but, in our experience, also reduces maintenance bills in the long term.
We have negotiated special rates for gas central heating systems and other gas appliances which can include all or some of:
The recommended method of ensuring that the electrical installation is safe is to obtain a "Periodic Inspection Report for an Electrical Installation" from a contractor approved by the NICEIC..
Although these checks are not mandatory by law we insist that any property let or managed by us is covered by a current certificate.
We can arrange this inspection and normal remedial work
We have negotiated the special rates for this work with a local contractor.
We can arrange a professional inspection if required.
We do not, however, recommend any particular lender.
This information is offered free of charge as part of our normal management service.
You should inform as many people as possible of your new address if you have been living in the property yourself.
Identity theft is an increasing problem in the UK, and mail addressed to you arriving at a property at which you do not live is dangerous if it falls into the wrong hands. We strongly advise all our clients to divert as much mail as possible at source, and to use the Royal Mail redirection service to catch the remainder.
If we managed the property we would ask tenants to forward mail for previous occupants to us for onward forwarding to the addressee, but they do not always do so.
page was last updated on
31 December, 2013
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