keys....

Blythe Bridge Branch
 317 Uttoxeter Road
Blythe Bridge
Stoke-on-Trent
Staffordshire
ST11 9QA
Tel: 01782 399911

 

 Smallthorne Branch
105 Ford Green Road,
Smallthorne
Stoke-on-Trent
Staffordshire
ST6 1NT
Tel 01782 790058		 Stoke Branch
37 London Road,
Stoke
Stoke-on-Trent
Staffordshire
ST4 1NB
Tel 01782 411999
Guidelines for Landlords
INITIAL VISIT

Our letting service commences with an initial visit to inspect and appraise the property, to suggest an appropriate rental figure and to discuss the particular circumstances pertaining to the property and client.

RENTAL ASSESSMENT

The level of rent which can be justified for a property will be determined not only by the size of the property, but also by the standard of its condition and extent of the furnishings and equipment, the location and its surroundings, and, obviously, the state of the lettings market at the time. Keys will evaluate all the various factors to give you balanced advice about the marketing of your property. It is normal that furnished/unfurnished properties are let at a rental inclusive of building insurance premiums and in the case of leasehold properties, ground rents/service charges. The tenant is responsible for council tax, water rates, gas, electricity and telephone charges.

ADVERTISING

Keys will market your property from both our Cheddleton and Blythe Bridge offices using “To Let” boards, inclusion of the property in our fully illustrated letting bulletin, local newspaper advertising, window display, up to 4-8 weeks prior to it being available for occupation. Details of the property will also be posted on the internet.

FINDING A TENANT

Our illustrated Lettings Bulletin is one of the most comprehensive, up to date and well presented in the area. Normally, a photograph of the property will be included. The bulletin is distributed to a regular flow of prospective tenants, all of whom are required to visit our offices, so that our fully trained staff can assess both them and their requirements.

REFERENCES

Applicants who are considered to be potentially suitable are shown the properties of interest. If they wish to proceed with a tenancy, a non-refundable reservation deposit and administrative fee is taken and we then take up appropriate references in the form of a credit check, employers’ reference and previous landlords’ or mortgagees’ where applicable. When these are found to be satisfactory, then we would liaise with you and recommend that a tenancy be formally granted. If a tenant is self-employed, then appropriate searches are undertaken.

TENANCY AGREEMENT

We use our professionally prepared form of Tenancy Agreement in respect of all furnished/unfurnished lettings. In most cases we draw up an Assured Shorthold Tenancy Agreement under Ground 1 of Part1 of Schedule 2 0f the Housing Act 1988, for a minimum period of 6 months’

INVENTORY

We will draw up a detailed and thorough Inventory of the contents of the property and a schedule of the condition of the property and its contents. To enable us to maintain a standard expected by the Landlord and Tenant alike, it may be necessary for us to instruct gardeners and cleaners prior to the commencement of the tenancy. This would only be done after liaising with you, the landlord, and charged at cost.

INVENTORY/DAMAGE

We would take a substantial deposit from the in-going tenant, together with an agreement signed on check-in, to be held against the Inventory. The deposit is calculated at the rate of one month’s rent. This we hold in a bonded clients account as stakeholders, to be utilised at out discretion in the event of any damage to the property or contents on the Inventory at the end of the tenancy.

IT IS NOT POSSIBLE TO ALLOW LANDLORDS TO HOLD THIS DEPOSIT

Whilst every care is taken when preparing the Inventory we cannot accept liability for errors or omissions, neither can we accept any liability for Landlords own inventories.

IN THE EVENT OF A DISPUTE AT THE END OF THE TENANCY, BETWEEN TENANT AND LANDLORD IN RESPECT OF DAMAGED OR MISSING ITEMS, WE WILL ACT AS ARBITRATOR AND OUR DECISION WILL BE FINAL AND BINDING ON BOTH THE TENANT AND LANDLORD.

PROPERTY CHECKS

During the course of the tenancy, our management team will investigate any defects which come to our attention or are brought to our attention by the tenant. Our management team will also visit the property on a quarterly basis to inspect inside and outside.

IT SHOULD BE APPRECIATED THAT ANY SUCH INSPECTION CAN ONLY EXTEND TO APPARENT OR OBVIOUS DEFECTS AND WOULD NOT AMOUNT IN ANY WAY TO A STRUCTURAL SURVEY OF THE PROPERTY. WE CANNOT ACCEPT RESPONSIBILITY FOR HIDDEN OR LATENT DEFECTS.

UTILITIES

On the day the tenancy commences, the meters will be read and termination accounts for electricity, gas and water would normally be forwarded to our office for settlement out of the first monthly income received. The relevant utility companies will be advised that the account should be transferred into the name of the tenant. We must point out that British Telecom plc will not take instructions from a third party, therefore we would advise you to make your own arrangements in respect of the telephone.

RENT

At the commencement of the tenancy, we will collect the first month’s rent in advance in cleared funds. The date the tenancy commences will then become the rent due date and future payments in advance will be due on that day each month. Rent is normally collected from the tenant by standing order, which can take up to 12 days to clear through the banking system before being credited to the landlord’s account.

ACCOUNTING

Our Accounts Department will provide a detailed monthly statement showing the rent due date, the date the rent was received, our commission deductions and any expenses. PLEASE NOTE THAT DUE TO THE BANK CLEARING SYSTEM FOR STANDING ORDERS AND CHEQUES, THE NET RENT RECEIVED WILL NORMALLY BE TRANSFERED TO YOU WITHIN 10 DAYS OF THE RENT BEING RECEIVED.

RENT ARREARS AND BREACHES OF COVENANT

We will inform the landlord of any rent arrears or breaches of covenant of which we are aware. If it is necessary to use a solicitor in respect of the tenancy, the landlord will be responsible for instructing him/her and for all fees incurred.

TAXATION

Where the landlord is resident in the UK he/she must account to the Inland Revenue for rent received. Where the landlord is resident abroad, we are obliged by law to deduct income tax at the standard rate from the gross rental income and pay it to the Inland Revenue. We are registered with the Inland revenue under the Non Resident Landlord scheme,(NRL). Ex-patriot landlords can register on this scheme through our offices and Application Forms NRL 1 are available on request.

PLEASE NOTE THAT WHERE THE PROPERTY IS JOINTLY OWNED, EACH OWNER MUST APPLY INDIVIDUALLY FOR EXEMPTION UNDER THIS SCHEME REGARDLESS OF WHETHER THEY HAVE AN INCOME OR NOT. (THIS ALSO APPLIES TO MARRIED COUPLES). For full details of this scheme please consult you tax adviser or accountant. WE MUST POINT OUT THAT WE CANNOT BE HELD RESPONSIBLE FOR A LANDLORD’S TAX LIABILITY ARISING FROM RENTAL INCOME.

COUNCIL TAX

The Council Tax is the sole responsibility of the tenants and they are asked to register with their local office. When the property is empty, the standard council tax rate applies to the landlord/owner and no liability is accepted by ourselves as managing agents since our arrangement is for the duration of the tenancy only. Where the property lies empty an unfurnished, a nil exemption is normally applicable for up to 6 months

INSURANCE

The insurance cover for the property is the landlords responsibility, both for buildings, structure and contents. It is essential to inform your insurance company that you intend to let the property. Ingoing tenants will be advised by us to arrange for contents insurance for their own possessions.

PROPERTY MAINTENANCE

The landlord is responsible for the upkeep; repair a renewal of the fabric of the property and its contents. Our management team is often called upon to arrange repairs or maintenance work as and when it may be necessary. Contractors’ accounts are usually settled by our Accounts Department from the rental income. We will try to contact landlords before instructing contractors to do any work, although it must be pointed out that, in an emergency, this is not always possible.

CONSENT TO LET

Where the property is subject to a mortgage, permission is normally required from the bank/building society to let the property. The bank/building society will normally levy an administration charge. If the tenure of the property is leasehold, the freeholder’s consent is normally required. We strongly advise that you obtain consent to let from your bank/building society at the earliest opportunity rather than applying once the tenant has been found.

REPOSSESSION OF THE PROPERTY

The Housing Act 1988 came into force on the 15th January 1989 and was further amended in1996. The legislation means that all tenancies drawn up after February 1997 are Assured Shorthold. Under the provisions of the Housing Act 1988, it is normally possible to regain Vacant Possession of a rental property at the end of a tenancy PROVIDING THE RELEVANT NOTICES HAVE BEEN SERVED ON THE TENANT. Keys Estate Agents arrange for the correct notice to be served before or during the course of the tenancy.

FORWARDING MAIL

Keys Estate Agents will forward mail when received from the tenant, but no responsibility can be taken for the landlord’s mail and it is recommended that it be redirected through the local Post Office.

HOME CONTENTS

It is usual when letting a property on an unfurnished basis to include carpets, curtains, cooker and refrigerator. If you want to let your property furnished, it should be kept to the bare minimum. Any furniture that is left must comply with the Furniture and Furnishings (Fire) (Safety) Regulations 1988 (as amended) and carry the appropriate BS Kite Mark. Our staff will be pleased to advise you on this point. Any items that do not comply must be removed from the premises. Selling or giving these items to the tenant is not acceptable. MOST TENANTS REQUIRE EITHER A MIXER OR SEPARATE SHOWER UNIT IN THE BATHROOM.

SMOKE ALARMS

It is our strong advice to all our landlords to have smoke-alarms fitted in all properties, (1 per floor).

GAS SAFETY CHECKS/SERVICING

All gas appliances must have a safety check once a year by a Corgi registered plumbing /heating engineer and any defects acted on immediately. Because this is a statuary duty, we will instruct our own contractors to carry out this safety check prior to the commencement of a tenancy and thereafter on an annual basis throughout the period of the letting. Any recommendations made by the contractors will be reported to you immediately and estimates provided where necessary.

FAILURE TO HAVE THE GAS SAFETY CHECK CARRIED OUT AND ANY RELEVANT WORKS DONE COULD RESULT IN A CRIMINAL PROSECUTION.

ELECTRICAL SAFETY CHECKS

As with the gas safety check, electrical safety checking is now a requirement n accordance with the Electrical Equipment (safety) Regulations 1994. A check of all electrical installations and appliances must be carried out prior to the letting, by a qualified electrician and an appropriate certificate presented. This includes a visual inspection of all electrical appliances, a detailed inspection of power and lighting circuits including random inspection of power points, light switches, light fittings (removal of covers) and the fuse box. The wiring circuit is checked to ensure it is correctly earthed, (mains earth, gas and water). The contractor will report any faults and unsafe installations and appliances and provide a competitive fixed price estimate including parts and labour for any work that is required to comply with the current regulations. The charge for this check will be £75 + VAT per property plus £5 + VAT for each appliance.

FAILURE TO HAVE THIS SAFETY CHECK CARRIED OUT AND ANY RELEVANT WORKS DONE COULD RESULT IN CRIMINAL PROSECUTION. IF ANY REMEDIAL RECOMMENDED AS A RESULT OF THESE TESTS IS NOT CARRIED OUT BY THE LANDLORD PRIOR TO THE TENANCY, WE MAY NOT BE ABLE TO PROCEED WITH THE LETTING.