Lettings Process for Landlords

Market Appraisal
The first step in the letting of your property is to contact us in order that we may carry out a free, no obligation rental appraisal. On the appraisal we will be able to advise you about the rental value of your property, current market conditions, how to maximise the rental potential and our Terms and Conditions of Business. We will also advise you about current legislation and safety regulations to which you will need to comply.

Safety Regulations
As a Landlord you will have to comply with regulations relating to furniture, furnishings, fire, gas and electricity. Failure to comply with regulations may have serious repercussions. We will be able to advise you about these regulations on the market appraisal.

Once you have decided to instruct us in the letting of your property we ask that you return our Terms and Conditions of Business and Landlord Property Information form (which we will have provided to you) completed and signed as appropriate. Once these have been received we will commence marketing your property.

We will arrange (where possible) to have pictures taken of your property and add the details to our website and property listing. We will also advertise your property on the other websites to which subscribe and wherever else we feel is appropriate. We may already have pre-registered applicants for whom we can arrange viewings immediately.

We will arrange to have interested parties view your property. All viewings will be accompanied by one of our negotiators and where necessary we will endeavour to give Landlords, tenants and/or occupiers of the property as much notice as possible of a potential viewing.

We will report all offers we receive on your property. Once you have agreed to an offer with a prospective tenant then we will assume a tenancy subject to satisfactory references and subject to contract. When we are at the stage of running references we ask that Landlords who have instructed other agents in the letting of their property inform them that an offer has been received and accepted in order that an ethical, professional relationship is maintained by all parties.

We ask that all tenants complete a reference form which is then sent on to a credit reference agency. We will inform you of the result of the credit check and the tenants credit report will be kept on our files. Please note that due to data protection, we cannot forward the report on to the Landlord or any other third party. Where (for whatever reason) the tenant has not been able to satisfy the credit reference procedure we will ask that a suitable guarantor be provided who will then be referenced accordingly. In the absence of a guarantor we will ask that the tenant pay their rental term in advance.

Tenancy Agreement
Once the references have been satisfied we will draw up the appropriate Tenancy Agreement. The Tenancy Agreement used will be determined by a number of factors including; the type of property, the type of tenant, rental amount and the term. The Tenancy Agreement will be sent out to both the Landlord and Tenant in advance of the tenancy commencement date in order that it may be read, signed and witnessed and returned to our offices in good time. On the day the tenancy commences we will date and execute the Agreement and send out copies to both parties along with the appropriate notices.
Where a Landlord wishes to use their own Tenancy Agreement we ask that this is provided well in advance of the commencement date so that we may check that it is appropriate and forward it on to the tenant. Please note that we will not make changes to a Tenancy Agreement provided by you nor will we make a concession in our administration fees.

We will arrange for an independent inventory to carry out an inventory of your property which will be agreed with the tenants on the day of move-in. Should Landlords wish to provide their own inventory of the property we ask that this be provided well in advance of the move-in date in order that we may forward it to the tenant. We advise that all Landlords provide a professionally prepared inventory for the tenancy as it could affect you making a claim against the deposit at the end of the term.
The cost of the inventory and check-in is expected to be borne by the Landlord. We will advise you of the appropriate charge at the time of booking.

As of April 5th 2007, new regulations became effective regarding the holding of tenants deposits. As per our Terms of Business we will hold the deposit (normally 6 weeks rent) as stakeholders in a nominated deposit account. Should deposit disputes be unresolved 10 days after a tenant vacates a property then the deposit will be forwarded to the Tenants Deposit Scheme of which we are members. Any Landlord that wishes to receive the dilapidations deposit must provide details of their membership of the Tenants Deposit Scheme.

We will collect the first months rent in cleared funds prior to the day of the tenancy commencement. Where we are instructed on a ‘Letting Only’* basis we will ask that tenants complete a standing order mandate with the bank details you have provided which we will then send on to their bank. It will then become your responsibility to check that the rent is received. Where we have been instructed on a ‘Rent Collection’* or ‘Management’* basis we will set up the standing order mandate to receive rent in our account which we will then forward on to you less any deductions for fees and disbursements.

Our fee structure and scale of charges is laid out in our Terms of Business, which will be provided to you and which we require you sign before the letting of your property. We will provide you with copies of any invoices and disbursements deducted from the rent collected and forward you the balance by bank transfer where possible.

End of Tenancy/Renewals
Three months prior to the Tenancy Agreement expiring on your property we will contact you to ask whether you wish to extend the Tenancy Agreement for a further term. At this time we shall also advise you and take instructions regarding any changes in the tenancy terms or proposed increase in rent. Subsequently if the tenants wish to extend their tenancy we will issue them with a Memorandum of Agreement detailing the terms of their extended tenancy . If the tenants wish to vacate at the end of the term we will then issue them with the appropriate notices and commence remarketing the property in order to avoid or minimise any potential void period.

* The level of service to which you instruct us is detailed on our Terms of Business.

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