LANDLORDS
TENANTS
It is imperative that you find the most appropriate tenant for your property and it's our task to help you do that. We'll discuss your requirements including any special conditions and will then match this with any prospective tenants. All tenants must complete an application form and we will obtain references and credit checks before proceeding with any tenancy.
RENT
We will give an assessment of the realistic rental figure for each property and an indication as to the type of tenant we are likely to attract after carrying out an initial inspection. These figures are based upon comparable properties that have been let in that locale and as such are not generally negotiable. However, there will occasionally be a need to negotiate on higher rent properties.
Private Tenants – Rent is payable monthly in advance from the start of the tenancy. Tenants are instructed to make payment by standing order into our clients account on a date such that we have cleared funds in that account on the due rent date. If payment is to be made by cheque we again request that payment is received in sufficient time for funds to clear by the due rent date, but in any instance this payment must clear in our account before payment is made to the Landlord.
Housing Benefit Tenants – Those tenants in receipt of Housing Benefit have their payments made directly to us from the Local Authority. There is an initial delay in processing a tenant's application and this will cause a delay in the initial payment. The timescale involved varies between different authorities but is generally 6 to 8 weeks minimum. Payment is made four weekly in arrears and after the initial payment covering the period from start of tenancy to payment date all payments will follow this cycle. Any contribution required from the tenant towards the rent is collected four weekly in advance and is shown separately on your rent statement.
It should be noted that the Local Authority has the right to reclaim monies for a given period should they believe the tenant was not entitled to benefit for that period. We will do our utmost to ensure this does not occur and appeal any such request considered unreasonable but in the event that repayment is enforced we will be entitled to reclaim such sums from the Landlord.
DEPOSITS
A deposit equivalent to one month's rent + £200 (2months rent if pets are involved) is required from all tenants prior to commencement of any tenancy. This deposit is held to ensure that care is taken of each property and may also be retained in the event of non payment of rent due. Deposits are refundable after a final inspection has been carried out, the rent account has been settled and the tenant has vacated the property.
All deposits are held by DPS Scheme in a non-interest bearing clients account.
COMMENCEMENT OF TENANCY
The tenancy commences on the date specified on the lease. We will carry out an inventory outlining the condition of the property at that date. We will take meter readings and advise the various utility companies (gas, electricity, water) and the Local Authority (council tax) of the change of occupancy. Landlords are responsible for terminating any telephone service. We would strongly recommend that if you have not already done so you have your nail redirected to prevent any potential problems with lost mail,etc.
TENANCIES
All new tenancies are Assured Shorthold Tenancies for an initial period of six months. This will be reviewed at the end of the third month and you may choose to
Continue the tenancy – at which point we will confirm the tenant's wish to stay and either agree the renewal of the tenancy on the same terms for a set period or continue the tenancy on a month-by-month (Statutory Periodic) basis. In the latter case, the tenant can end the tenancy on the rent due date by giving one months notice in writing or we can end it by serving two months notice.
Terminate the tenancy – you should inform us of this intention in writing immediately and we will make arrangements to serve the statutory two months notice in advance of the original tenancy end date.
END OF TENANCY
At the end of the tenancy we will meet with the tenant and yourself at the property to carry out an inspection against the original inventory and take meter readings. The property should be left in the same condition as it was found at the start of the tenancy, subject to fair wear and tear. Once this has been agreed we will return the original deposit by post to the forwarding address provided by the tenant.
If you are dissatisfied with the condition of the property at this time, the tenant must be given an opportunity to rectify any problems within a reasonable timescale (usually no more than seven days). If the tenant is unable or unwilling to rectify any such problems the deposit will be held whilst estimates are obtained confirming the exact cost of repair, the balance then being forwarded on to the tenants. In the event of any disagreement between the parties in this regard, HP Lettings act as arbiters, both parties being bound to abide by our judgment as stakeholders.
INSPECTIONS
Our staff will carry out an inspection on all fully managed properties every three months to assess the ongoing condition of the property, any problems or concerns the tenant may have and ultimately to ensure that the tenant is abiding by the obligations laid out in the tenancy agreement. We will advise you of any areas of concern and our recommendations to resolve such concerns.
REPAIRS
Repairs are required at some point on every property. Should a tenant contact us to advise that repairs are required we will inform the landlord. Most repairs are often of a non-urgent nature and can be prioritised accordingly, although if any emergency repair is required (flood/fire etc) and we are unable to contact you we will act on your authority to carry out such repairs to the cost of one calendar month's rent. On this matter landlords must accept our judgement.
Landlords have a legal obligation under Section 11 of the Landlord and Tenant Act 1985 to maintain their property whilst it is let. It is essential that all repairs are carried out in a reasonable and timely manner , both to ensure the smooth running of the tenancy and to ensure that a situation does not deteriorate and ultimately lead to a more costly repair. Tenants may seek recourse to the Environmental Health Department of the local authority when repairs are not carried out promptly. An enforcement order served by the Environmental Health Department could include additional repairs and the landlord may incur greater cost. The authority is also entitled to carry out the work the cost of which is the responsibility of the landlord.
Experience has shown that in a majority of cases, contact from tenants requesting repairs will relate to central heating, hot water or general plumbing and the costs involved in such repairs can often be substantial and of an urgent nature. There are a number of policies offered by companies such as British Gas that cover such repairs for a nominal monthly payment and it may be advisable to take out such a policy to cover these often unexpected expenses. If you take out one of these policies or already have one please let us have the details for our records and so that we may pass these on to the tenant.
EXTERIOR
We advise landlords to leave suitable garden tools to enable the tenant to keep your garden in good order. We are able to arrange for a gardener to tend your grounds during the period of the tenancy if you wish. A further charge will be made for this service.
GAS APPLIANCES
It is a legal requirement that a Corgi certified engineer carry out a safety inspection on all gas fired appliances, the central heating system and it's associated pipework and a safety certificate issued to confirm this (the original must be held by ourselves). Failure to carry out such inspections can lead to significant fines and we are more than happy to arrange these inspections for you as part of our service.
APPLIANCES
Landlords have a duty to ensure that all equipment left in the property is in good working order and is safe to use. All repairs should be undertaken as necessary providing the tenant is not responsible for any damage. All soft furnishings should comply with fire safety regulations, all kite mark labels should be clearly displayed. Those which do not comply or display kite mark labels should be removed. Our inventory will check all soft furnishings for compliance, any items which do not comply should be replaced immediately.
MORTGAGES
Before letting a property which is mortgaged, the mortgagee should be informed of your intention to let the property and their agreement obtained. Should your lender require a copy of the tenancy agreement we can arrange this. A small charge for administration costs and an amendment to the terms of your mortgage may be levied by your lender.
INSURANCE
All landlords are responsible for insuring the building and any contents remaining in your property, including carpets, curtains and other furnishings.
TAX
Rental income received is subject to tax, however, many expenses incurred against the property, such as maintenance, management fees and insurances can be offset against your tax liability, as can the interest paid on your mortgage. We would strongly recommend that you seek the advice of your accountant in this regard.
EMPTY PROPERTY
As a matter of course we carry out regular inspections on all empty properties whilst they are being marketed by ourselves.
KEYS
It is requested that two full sets of keys for each property is provided to us. Tenants will be given one set on commencement of a tenancy and the other will remain in our offices for access. Should you require the keys at any time, please bring suitable identification for security purposes.
LEGAL COSTS
All private tenants are provided with rent guarantee and legal expenses cover (specific terms and conditions available on request) which in most instances should negate the need for any expense being incurred by the Landlord in relation to rent arrears or other matters relating to the tenancy. However, in instances that fall outside the terms of these insurances or where the tenants are in receipt of Housing Benefit, the landlord will be responsible for the payment of all fees and costs.