how to find a better tenant online faster

http://www.rightmove.co.uk/estate-agents/agent/G-R-Phelps-Ltd/St-Albans-81287.html

HOW TO FIND A BETTER TENANT FASTER – page 2

Contents

Introduction ................................................................................................................ 3

How find a better tenant faster ................................................................................ 4

Finding a better tenant faster ..................................................................................... 5

1. Prepare your property ......................................................................................... 5

2. Check the market ................................................................................................ 7

3. Prepare your property details ............................................................................. 8

4. Decide on your letting price .............................................................................. 10

5. Put your property online .................................................................................... 10

6. Manage enquiries ............................................................................................. 13

7. Conduct viewings .............................................................................................. 14

8. Select and check your tenant ........................................................................... 14

9. Prepare your tenancy agreement ..................................................................... 14

10. Move your tenant in ........................................................................................ 16

Useful information .................................................................................................... 17

General Advice for Landlords ............................................................................... 17

Legal rights of tenants- just so you know! ............................................................. 19

Information sheet for departing tenant .................................................................. 20

If you need to find a letting agent ............................................................................. 22

Ideas for smarter lettings .......................................................................................... 23

Fixed-Fee Letting and Property Management Service ............................................. 26

If you need to sell ..................................................................................................... 27

Sample Tenancy Agreement .................................................................................... 28

Inventory of Furnishings - sample ............................................................................ 33

Your notes ................................................................................................................ 34


Introduction

Finding a tenant online –

how it works today

The Internet has made a big great change in the UK estate agent and letting management market.

According to a BBC survey, over 80% per cent of houses (for purchase or rental) are found on the Internet. A more recent survey by Findaproperty put the number at 88%. The days of walking down the high street and registering with individual agents or reading the property pages in the local newspaper are long gone.

This short guide will show you how and give you all the information you need to join the Internet property revolution and find your next tenant online, easier, faster and cheaper than almost any other method.

About GR Phelps

GR Phelps is a UK-wide ‘new-style’ estate agent, mixing local property advisors with advanced Internet and online marketing skills. We give owners, buyers, sellers and landlords more choice, value and service.

Advertise your rental property now

Any questions?

[email protected]

So now you need to find

a tenant….

Whether you have just purchased a property to rent, have decided to let your current home or a tenant is leaving one of your letting properties, here is a suggested action plan.

1. Prepare your property

2. Check the market

3. Prepare your property details

4. Decide on price

5. Put your listing online

6. Manage enquiries

7. Conduct viewings

8. Select and check your tenant

9. Prepare your tenancy agreement

10. Move your tenant in

Your goal is to find a good tenant at the maximum rental in the shortest possible time to avoid any rental voids or vacant periods.

Tip: We can advertise and find tenants in all areas of the UK. If you need

accompanied viewings we can provide this in most areas of the UK.

Please email [email protected] for more details.

The information contained in this guide is provided to help and assist you in letting your property. No liability can accepted for any inaccuracies. Prices and details may vary over time, please check. E&OE.

http://www.fixed-feepropertysales.co.uk/

mailto:[email protected]



How find a better tenant faster

for just £49 + VAT

If you are an ‘active’ landlord or like to keep control, we can help you find a tenant for a low cost and maximum reach, whilst maintaining personal control of your tenants and properties.

Our simple and cost-effective service will advertise your property for rent quickly and prominently. Our fixed-fee tenant finding service is £49* and includes:

Listing on all main websites, including Rightmove, Findaproperty, Rentright, Lettingweb, Gumtree, Globrix, Zoopla, Prime Location, and many others (Listing on these sites will reach millions of property-hunters, and often a better quality of tenant)

Easy to use website listing facility with upto 20 pictures and google maps integration

Free rental market comparison n request

We take all calls and emails and send them straight to you without delay

You conduct viewings and meet tenants

Free credit checking and referencing (charge to tenant)

Full UK coverage

Upload today, online tomorrow

Your advert online for a full six weeks, unlimited changes

Optional services:

Accompanied viewing - POA

TO LET signboard £45

Inventory check – POA

Tenant check in / check out service

Fixed Price Full letting and property management – £59 per month

*All prices plus VAT

One agent to cover all your UK properties.

How it works

Click here to start uploading your property

1. and click on Add a property

2. Click on New members

3. Select Find a Tenant Service from the menu on the left hand side

4. Continue through to payment and complete transaction – or call 0871 288 3834 or email [email protected] if you have any questions or would prefer to pay by cheque.

5. You will then arrive at the property upload page

6. Select an area on the first screen and pull down the property type menu and select FOR RENT

7. Now you can enter your property details. Please make sure you complete all the fields.

8. Complete the fields, scrolling down the page and click SUBMIT at the bottom of the page and add extra pictures.



Finding a better tenant faster

1. Prepare your property

Preparing your property correctly for your intended market is important. For example, if you are aiming for the city worker then space, light colours and a modern feel are preferred. Preparation can mean the difference between letting your property and having it empty for a long period of time. Therefore before you have either your first or your next tenants to view your property make sure you have covered the following.

Complete any small DIY jobs such as painting.

Clear away any clutter.

Air the property by opening windows and purchasing a few air fresheners. Also remember that some buyers may be allergic to pets, so make sure that all signs of animal smells and hair are removed.

If any of the rooms have very bright colours or carpets, you may want to neutralise them. This does not mean go out and buy expensive carpet.

Get carpets professionally cleaned.

If your bathroom or kitchen looks tired, applying some of the following practises will make a difference.

Re-paint the ceiling and walls.

Clean, re-grout any tiled areas that are going black.

It may even pay to have a new white bathroom or kitchen suite put in.

Cut lawns.

Make sure front door is immaculate as first impressions count.

Choose the correct lighting for each space, which can improve the mood of the room.

Organise rooms so that their purpose can be seen

During this process always remember

that you have now decided to let your

property and not to get personal about

any changes. The changes that you

implement are there to attract the widest

possible tenants in your area.

Making it seem a more

attractive rental than

other properties

We have found that a good relationship with Tenants is the key to a smooth-running tenancy. It is important that the Tenants should feel comfortable in their temporary home, and that they are receiving value for their money. Therefore a well maintained property in a good decorative order will go towards this, whilst also achieving a higher rental figure. Tenants are also more inclined to treat such a property with greater respect.

Tip: If interior design and soft

furnishings are not your areas of

expertise - use a Homestager. They

can offer help and advice. Please see

our website for details of independent

Homestagers around the UK or email

[email protected] .



General Condition

Electrical, gas plumbing, waste, central heating and hot water systems must be safe, sound and in good working order. Repairs and maintenance are at the Landlords expense unless misuse can be established. Interior decorations should be in good condition and preferably plain, light and neutral.

Internal decorations and repairs

These should be clean and presentable. Repair any broken items – light fittings, door handles, tiles etc and freshen tired or stale rooms with a few coats of light-coloured emulsion. Ensure that all light fittings have new bulbs, ideally long-life, but at least 60 watt.

Furnishings

It is recommended that you leave only minimum furnishings, and these should be of reasonable quality. It is preferable that items to be left are in the property during viewings. If you are still unsure about certain items we will be able to advise. Make sure you have adequate insurance to cover furnishings.

Personal items, ornaments etc.

Personal possessions, ornaments, pictures, books etc. should be removed from the premises, especially those of real or sentimental value. Some items may be boxed, sealed and stored in the loft at the owner's risk. All cupboards and shelf space should be left clear for the Tenant's own use.

Gardens

Gardens should be left neat, tidy and rubbish free, with any lawns cut. Tenants are required to maintain the gardens to a reasonable standard, provided they are left the necessary tools. However, few Tenants are experienced gardeners, and if you value your garden, or if it is particularly large, you may to arrange visits by a regular gardener.

Cleaning

At the commencement of the tenancy the property must be in a thoroughly clean condition, and at the end of each tenancy it is the Tenants' responsibility to leave the property in a similar condition. Where they fail to do so, cleaning will be arranged at their expense.

There’s a great article from Just Do Property on preparing your property for sale but this applies also if you are preparing it to rent. The article is provided by Collette Dillon who is a homestager in Cheshire.

Click here

“A well maintained, neutrally and well decorated property has a better chance of renting quicker with good quality of tenant, and more likely to achieve a higher rental with a longer tenancy.”

http://www.justdoproperty.co.uk/property/home-staging-2425

http://www.justdoproperty.co.uk/property/home-staging-2425


2. Check the market

Search the internet in the same way as your potential new tenant might – checking availability, rental and what is available for comparable properties in and around the postcode of your properties.

Rental prices are very much influenced by supply and demand. Even if you are confident your rental price is about right, there is no harm in checking – and with the Internet it only takes a view minutes.

Leading UK Property

Websites

Here are I what and many others consider the most important search sites (portals) and some other sites that I hope you find of use. With this information at your fingertips you will be able to find nearly every property on the market, past rental prices and an almost infinite amount of information about the area which might help you set the best price and write a bbetter advert.

We list your vacant property on all these websites and many more besides, all within our standard fixed-fee.

Tip: Once you have uploaded your

property we can provide a

professional rental comparison report

free of charge, email or call.

1. Up my street

This is an essential, must-use site if you are researching a market. Fantastic source of information on schools, council tax bands, local businesses and almost everything you might ever want to know about a local area. Click on the articles

tab for some good articles on a wide range of topics. Up my street

2. Rightmove

Rightmove is the biggest marketplace for all types of property in the UK, by a long way. Whether you are buying, selling or renting it is an essential website. Very fast and easy to use search, plus land registry data, maps, market-trends, graphs, etc.. Rightmove

Findaproperty / prime

location

A leading property website with a comprehensive search facility for both sales and rentals. Launched in 1997, the site is absolutely packed full of articles, links, news items, maps and more. Findaproperty

Zoopla / thinkproperty

A new-age type property portal that displays house information alongside other market data and trends. Actually much more useful than it sounds, especially with all the quick links. The fastest growing portal and should pass the others in size if this continutes. Easy to use clear interface too. Zoopla.

Globrix

Globrix has quickly grown to become an award winning property search engine listing more UK properties to buy or rent

http://rs6.net/tn.jsp?t=ndibigdab.0.0.cfkbw4cab.0&p=http%3A%2F%2Fwww.upmystreet.com%2Flocal%2Fneighbours-in-harpenden.html&id=preview

http://rs6.net/tn.jsp?t=ndibigdab.0.0.cfkbw4cab.0&p=http%3A%2F%2Fwww.rightmove.co.uk%2F&id=preview

http://rs6.net/tn.jsp?t=ndibigdab.0.0.cfkbw4cab.0&p=http%3A%2F%2Fwww.findaproperty.com%2F&id=preview

http://rs6.net/tn.jsp?t=ndibigdab.0.0.cfkbw4cab.0&p=http%3A%2F%2Fwww.zoopla.co.uk%2F&id=preview


than any other property site" - so boasts the site. Not sure about that though, ask Rightmove! Nice clean property displays with google map link. Tabs on top of search list make it easy to order by price, bedrooms etc. Globrix

Zoomf / email4property

Owned by the Trinity Mirror group. Fewer properties than the big boys, but might have a few they don't. Light on bells and whistles, but that might be a good thing, making it very easy to use. Nice 3D map idea, but not quite google maps.

http://rs6.net/tn.jsp?t=ndibigdab.0.0.cfkbw4cab.0&p=http%3A%2F%2Fwww.globrix.com%2F&id=preview


3. Prepare your property details

Taking photographs

Make sure clutter and things are moved to create a tidy and spacious appearance. Move furniture out of the room if needed

A good outdoor shot is important if you can

Take at least 5-25 pictures, from different angles, light, flash settings, etc

Take pictures from 3ft / 1m off the ground by crouching down – this is how most people look at a room

Edit, enhance and crop the pictures before uploading using a free program such as Picasa (Google download)

Make sure you are not visible in any mirrors

Cover your house number when taking outside shots

Use a good digital camera – not your mobile phone

Describing your property

Take room measurements or check if already on previous listing

Find three to five features about the property

Find something positive to say about the location

Use distance not time when stating proximity

State facts not opinions e.g.

“A bright south-facing room with large bay window”,

not “Fantastic light and airy room with brilliant aspect.”

Letting - checklist

Checklist to include in your advert, or have ready for when people contact you:

Singles or couples

Amount of deposit required

Furnished or unfurnished

Admin fees / service charge

Pets allowed - which

DHSS / LHA considered

Heat/light/power included or approx. monthly bills

Council tax band

Location to local transport services

References required – type (eg: employers reference)

Smokers/non-smokers

Appliances included

Special features

If short term let considered

Access for wheelchairs etc

Date property available

Dates for viewing

Tip: Your advert should state that applicants must bring proof of ID, including proof of address.

If you would prefer, for a small

additional charge, we can arrange

for a local property advisor to visit

your property, take photographs

and prepare a property description

and online listing

.


4. Decide on your letting price

In renting your property, the asking price is critical in attracting potential tenants. Too low and you could lose hundreds of pounds, too high and nobody comes to view. It is easy to simply re-advertise an existing rental property at the same price as the last tenant was paying. However tempting this may be, it is best to look at your price again, and with the Internet we do not need a traditional letting agent to do this for us.

Contrary to popular belief letting agents or landlords do not set letting prices, the market does. All they do is estimate a reasonable property rent based on their knowledge of the property market. At the end of the day tenants determine the price of renting a property based on what they are willing to pay.

Follow these steps and you will be able to easily set your rent price as well as any professional letting or estate agent.

When setting your rental price do not be tempted to inflate the rent as this will simply drive tenants away and your property will take longer to lease, and more liable to void periods.

These are the quickest and easiest steps:

1. Search for similar properties to let in your post code on the big property websites, if you have not already done this.

2. List them out and objectively position your property against them. This is your competition and tenants will be comparing your home with these similar properties. If you feel your property is worth more, ensure you can justify why in the description.

3. Look for similar properties coming on the market and to let in your area at the main websites whilst your property is live. Over 90% of all properties on the market are on these property sites.

4. Take into account micro-location factors. For example, being next to a take away food shop might lower your achievable rental price, but overlooking a park or green area will increase it.

When setting your advert price there are few things to be aware:

Price ceiling - £499 sounds cheaper than £500 – the first digit of a price can have a psychological effect, which is why it so well used.

Comparison price – you can state an artificially high figure (Was £495 p/w now £475 for quick move), with a discounted lower price – look at Amazon.co.uk for an example.

10% factor – special features of your property, for example a fancy front door or newly decorated bedroom might allow you to charge slightly higher but more than 10% against an identical property is difficult and may require more substantial features or benefits.

Loaded price – price slightly higher so you have room to negotiate if you have too, but not too high that you reduce interest or enquiries.

If you have any questions or comments, please get in touch.


5. Put your property online

How to advertise your

property

The simplest, cheapest and easiest way to reach millions of potential tenants is to advertise your vacant property on www.fixed-feepropertysales.co.uk

You can upload your property with just one single screen. We then check and approve your advert and post online to Rightmove, findaproperty, Gumtree, globrix, zoopla, google property, prime location, S1 homes, rentright and more.

Low fixed cost - £49+vat

Full control over the letting advert and tenant collection

All initial calls and email enquiries managed by GR Phelps

Tenant credit checks and references included – fees paid by tenant.

Upload today, online tomorrow (Monday to Friday)

Need a TO LET signboard?

We can provide a signboard with Text

back SMS facility anywhere in the UK.



How to list your property

1. Click here to go to our property listing website. Click on Add a property

2. Click on New members

3. Select Find a Tenant Service from the menu on the left hand side

4. Continue through to payment and complete transaction via a secure paypal and credit card page.

5. You will then arrive at the property upload page

6. Select an area on the first screen and pull down the property type menu and select FOR RENT

7. Now you can enter your property details. Please make sure you

complete all the main address and price fields.

NB: You can upload only one picture on this screen, but once completed you will be able to upload more pictures on the

following page.

8. Once you have completed the main fields, scroll down the page and click SUBMIT at the bottom of the page

9. Continue to the next page and upload further pictures one at a time:

10. We will review your advert and be in contact to arrange for your advert to go live.

That’s it! Be ready to start meeting tenants



6. Manage enquiries

IF you use us to advertise your property we will email all calls and enquiries to you as soon as they arrive. Keep a clear list of all applicants and enquiries.

It is important to call people back promptly – they are most likely calling lots of properties. Assume every caller or enquiry wants to make an appoint to view.

Tip: Arrange all viewings in an ‘open house’ style – saves time and

encourages people to make a decision quicker.

Use the suggested from to capture information when you call them back.

Telephone tenant enquiry

Title

First name

Last name

Phone

Email

Current address

Questions they ask

Viewing arranged?

Tip: Ask viewers to bring proof of ID with them – it saves time later.

Always get a home address and landline number before a viewing.

“Take good notes on each applicant

and be pleasant, helpful and friendly.”


7. Conduct viewings

On the day

Before your advert goes live, have a diary set-up so that you can manage your viewings with dates and times set aside for viewigns. For each potential tenant make sure that you have taken their name and number just in case you have to re-arrange the appointment, and also in case they are late and have just got lost. Call them to make sure they are coming.

Before a viewing

Have a print out of your property details, as they may want to take this away.

A blank piece of paper so that you can take any notes while you are showing the tenants around.

All the doors are shut so that you can present the room to them.

You have planned a route through the property.

You have prepared your property.

Tip: You can easily print out a

property description sheet from your

online listing.

Showing the people around

Always lead tenants through the property. When you open a door to the room enter first, pointing out all the positive points of the room.

If a room is too small to fit everybody in then allow tenants to enter the room while you stand outside pointing out all the positive points.

During the course of viewing gather some information about the tenant for example.

About their job

When are they looking to move

What they like about your property

Gathering information about the tenant, may determine whom you rent to if you have several potentials to choose from.

After a Viewing

After two days if the potential tenant has not contacted you, then contact them to see if they are interested, if not interested constructive feedback always useful.

8. Select and check your tenant

GR Phelps offer a quick and low-cost service that takes references (employer and previous landlord), performs a credit check agrees terms with the tenant. The administration charge is paid by the tenant and is available separately and independently of the tenant finding and letting management services.

Make sure you keep at least one possible tenant in reserve in case your first choice tenant backs out.

Consider asking a tenant who agrees to let your property for a £50 holding deposit on the day.

As well as normal credit checks, we take-up employment and landlord

references. We also use a new system called Tenantvet - please call for details.

We can provide a full credit checking service from just £95 – payable by the

tenant not the landlord.


9. Prepare your tenancy agreement

Tip: This is a critical area – unless you are experienced or legally qualified, it is

recommended that an AST is prepared by a professional. We offer a fully

personalised and efficient service from just £125 plus VAT.

Introduction to assured and shorthold tenancies

What are assured and shorthold tenancies?

These are the names of the commonest forms of arrangement for the letting of houses and flats by private landlords. In their current form, they were introduced by the Housing Act 1988 but important changes were made by the Housing Act 1996 with effect from 28 February 1997.

In the legislation, the term “assured tenancy” covers both assured tenancies (sometimes called “full” or “ordinary” assured tenancies by landlords) and assured shorthold tenancies. For clarity, this leaflet will refer to assured tenancies and shorthold tenancies to highlight the important differences between the two.

An assured or shorthold tenancy is the usual form of letting if:

• you are a private landlord and your tenant is a private tenant;

• the tenancy began on or after 15 January 1989;

• the house or flat is let as separate accommodation and is the tenant’s main home.

A tenancy will not be an assured or shorthold tenancy if:

• the tenancy began before 15 January 1989;

• it is a business or holiday let; • no rent or a very low or very high

rent is charged; • you are a “resident landlord”

Assured and shorthold tenancies were introduced to encourage lettings by allowing landlords to charge a full market rent, unlike previous forms of tenancy.

Shorthold tenancies also allow landlords to let their property for a short period only and to get it back if they wish after six months.

The changes in the 1996 Act make it easier to set up a shorthold tenancy and quicker and simpler to evict tenants who fail to pay their rent or cause a nuisance and annoyance to other local people.

If you let on a shorthold tenancy, you can regain possession of your property 6 months after the beginning of the tenancy, provided that you give 2 months’ notice that you require possession. If you let on an assured tenancy, your tenant has the right to remain in the property unless you can prove to the court that you have grounds for possession.


10. Move your tenant in

Information for the Tenant

It is helpful if you leave information for the Tenant, e.g. on operating the central heating and hot water system, washing machine and alarm system, and the day refuse is collected etc.

Keys

You should provide one set of keys for each Tenant. Where we will be managing we will arrange to have duplicates cut as required.

Landlord Check-in Checklist

Tenancy details

Address: ………………………………………....…………………………….……

Tenant: ………………………………………....…………………………….……

Landlord: ………………………………………....…………………………….……

Date: ………………………………………....…………………………….……

References received

Personal reference

Bank reference

Landlord reference

Credit check Identity checks made

Passport

Driving licence

Utility bill

Bank statement Personal details recorded

Next of kin

Bank

Employer

Guarantor

Mobile phone

Email address Check-in

Tenant check-in check list complete Check-in documents received

Tenancy agreement signed & dated

Inventory

Check-in declaration & receipt


Useful information

General Advice for Landlords

Mortgage

If your property is mortgaged, you should obtain your mortgagee's written consent to the letting. They may require additional clauses in the tenancy agreement.

Leaseholds

If you are a leaseholder, you should check the terms of your lease, and obtain the necessary written consent before letting.

Insurance

You should ensure that you are suitably covered for letting under both your buildings and contents insurance. Failure to inform your insurers may invalidate your policies. We can advise on Landlords Legal Protection, Rent Guarantee Cover and Landlords Contents and Buildings Insurance if required.

Bills and regular outgoings

We recommend that you arrange for regular outgoings e.g. service charges, maintenance contracts etc. to be paid by standing order or direct debit. However where we are managing the property, by prior written agreement we may make payment of certain bills on your behalf, provided such bills are received in your name at our office, and that sufficient funds are held to your credit.

Council tax and utility accounts

You need to arrange for the transfer of Council Tax and utility accounts to the Tenant. Meter readings will be taken, allowing your closing gas and electricity accounts to be drawn up. Do not forget telephone, TV and Internet services.

Income tax

When resident in the UK, it is entirely the Landlords responsibility to inform the Inland Revenue of rental income received, and to pay any tax due. Where the Landlord is resident outside the UK during a tenancy, under rules effective from 6 April 1996, unless an exemption certificate is held, we as Landlord's Agent are obliged to retain and forward to the Inland Revenue on a quarterly basis, an amount equal to the basic rate of income tax from rental received, less certain expenses. Further information may be obtained from the Inland Revenue.

The inventory

It is most important that an inventory of contents and schedule of condition be prepared, in order to avoid misunderstanding or dispute at the end of a tenancy.

Without such safeguards, it will be impossible for the Landlord to prove any loss, damage, or significant deterioration of the property or contents.

In order to provide a complete Service, we will, if required, arrange for a professional to prepare an inventory and schedule of condition.

There are shocking new figures showing that poor inventories are costing landlords £12 million a year. The Video Inventory Agency conducted this research.


Important Safety Requirements

The following requirements are the responsibility of the owner (Landlord). Where you have signed our Full Management Agency Agreement, they are also our responsibility. Therefore where we are managing we will need to ensure compliance.

Health and Safety - Gas

Annual safety check

Under the Gas Safety (Installation and Use) Regulations 1998 all gas appliances and flues in rented accommodation must be checked for safety within 12 months of being installed, and thereafter at least every 12 months by a competent engineer (i.e. a CORGI registered gas installer).

Maintenance

There is a duty to ensure that all gas appliances, flues and associated pipework are maintained in a safe condition at all times.

Records

Full records must be kept for at least 2 years of the inspections of each appliance and flue, of any defects found and of any remedial action taken.

Copies to tenants

A copy of the safety certificate issued by the engineer must be given to each new tenant before their tenancy commences, or to each existing tenant within 28 days of the check being carried out.

Health and Safety - Electrical

Under the Electrical Equipment (Safety) Regulations 1994, and certain other regulations, electrical appliances and equipment provided in tenanted premises must be safe. It is therefore

necessary to make a visual check to ensure that all electrical items, plugs and leads appear completely safe and undamaged, and remove or replace any faulty items.

Consumer Protection - Fire

The Furniture and Furnishings (Fire) (Safety) Regulations 1988 (amended 1989 & 1993) provide that specified items supplied in the course of letting property must meet minimum fire resistance standards. The regulations apply to all upholstered furniture, beds, headboards and mattresses, sofa-beds, futons and other convertibles, nursery furniture, garden furniture suitable for use in a dwelling, scatter cushions, pillows and non-original covers for furniture. They do not apply to antique furniture or furniture made before 1950, bedcovers including duvets, loose covers for mattresses, pillowcases, curtains, carpets or sleeping bags.

Items which comply will have a suitable permanent label attached. Non-compliant items must be removed before a tenancy commences.

Smoke Alarms

All properties built since June 1992 must have been fitted with mains powered smoke detector alarms from new. Although there is no legislation requiring smoke alarms to be fitted in other ordinary tenanted properties, it is generally considered that the common law 'duty of care' means that Landlords and their Agents could be liable should a fire cause injury or damage in a tenanted property where smoke alarms are not fitted. We therefore strongly recommend that the Landlord fit at least one alarm on each floor (in the hall and landing areas).

The following two pages can be copied and given to

the new tenant and departing tenant


Legal rights of tenants- just so you know!

Rent Book

You have a legal right to a rent book, which must be provided by the landlord free of charge. Your district council has powers to take legal action where this requirement is not complied with.

Notice to quit

A notice to quit must give at least 4 weeks written notice of the date on which it is to take effect.

Illegal eviction and harassment

It is an offence for your landlord or anyone acting on his behalf to harass you or your household or illegally evict you. This could include interfering with your home or your possessions or cutting of services such as water or electricity with the intention of making you leave your home. Your local district council has powers to take legal action should any of these occur.

Security of tenure

You cannot be evicted from your tenancy without a possession order issued by a Court of Law, although you may be liable for legal costs incurred if an order is issued.

Help with payment of rent and rates

You are entitled to apply for help with the payment of your rent and rates through Housing Benefit, which is a Social Security benefit paid by the Housing Executive. For further information contact your local Housing Executive office.

Uncontrolled tenancies

General

You have the protection of the legal rights described in this rent book but other terms and conditions of your tenancy are a matter of agreement between you and your landlord with the exception of repairs and maintenance of gas and electrical appliances and furniture safety which are the responsibility of your landlord.

For tenancies starting on or after 01 April 2007 there are additional rights

Statement of Tenancy Terms

Your landlord by law must provide you with a Statement of Tenancy Terms free of charge, within 28 days of the start of the tenancy.

Repairs

You and your landlord can agree the responsibility to repair, with the exception of gas and electrical appliances and furniture safety which are the responsibility of your landlord. Where the Statement of Tenancy Terms is not clear as to who has responsibility for repairs the law will impose ‘default terms’ for landlord and tenant repair responsibilities. You may be able to get some help from your local district council for some items of disrepair.

Tenancies for a term certain

If you do not have a tenancy agreement or the tenancy agreement does not state when the tenancy will end, under the law you have a right to a tenancy that will run for six months initially and after this period will become a periodic tenancy (eg. month to month).


Information for the departing tenant

Your End of Tenancy Checkout - Handing back the

Property

In accordance with the terms of your tenancy agreement, you have two main obligations to consider when ending your tenancy:

1. The property and contents should be handed back in the same condition as they were at the beginning of the tenancy, but allowing for normal wear and tear.

2. The rent must be up to date, and all bills settled.

The Checkout

We will contact you in due course to make an appointment time for your checkout. This will need to be fixed for a time when you are literally ready to close the door and hand back the keys. During the checkout we will check the condition of the entire property and contents against the inventory, and record gas and electricity meter readings if relevant.

The following notes are intended to help you prepare for the checkout, so that the event runs smoothly, and to minimise the risk of misunderstandings, deductions from your deposit, last minute problems or surprises:

The Inventory

It is a good idea to start your preparations now by running through your copy of the inventory to remind yourself about the contents and condition at the start of the tenancy, and to check for damaged or missing items.

Normal Wear and Tear

Please note that normal wear and tear does not include damage, nor excessive wear and tear.

Preparing the Property and Contents

1. All soft furnishings especially carpets, curtains and mattresses should be left clean, paying special attention to any heavy stains and marks if applicable. This may mean having carpets professionally cleaned, and curtains dry cleaned and pressed.

2. All kitchen utensils, equipment and appliances should be cleaned, the fridge and freezer defrosted, food should be removed from all the cupboards and all hard surfaces should be washed down and cleaned, including the kitchen floor, which must not be 'sticky'.

3. All bathroom/WC furniture and fittings should be thoroughly cleaned with a proprietory bathroom cleaner/disinfectant paying particular attention to any stains or marks.

4. All the woodwork, skirting boards etc. should be washed down.

5. Any linen, towels etc. should be laundered and pressed and left in the appropriate places.

6. All items of furniture should be dusted, cleaned and left in the appropriate rooms.

7. All electrical goods and appliances, including light bulbs and any garden equipment should be in good working order.

8. Gardens and patio should be free from weeds and lawns cut.


9. No rubbish should be left on the premises, except in the wheelie bin.

10. All sets of keys must be handed over. Internal keys for cupboards, windows etc. should be left in their locks.

Final Bills

You should contact the appropriate offices for telephone, water rates, and council tax and arrange for final bills. For gas and electricity it is generally easier to inform them of the final meter reading after the checkout. We will record these reading during the checkout.

Mail Forwarding

You should make arrangements with the Royal Mail.

Viewings

It is possible that we may contact you to arrange to show the property to prospective tenants. It is a condition of your tenancy agreement that you allow us to do so. However we will give

reasonable notice, and endeavour to do so at your convenience.

Return of Deposit

Please note that your deposit will not be returned at the checkout. It will be refunded by company cheque sent by 1st class mail to your forwarding address normally within 24 hours. Where it is necessary for us to obtain estimates for replacements or remedial works, there may be a further delay, but we will endeavour to keep this to a minimum.

Pre Checkout Visit

It is our normal practice to carry out a pre-checkout visit to the property, about two weeks before you are due to leave. The purpose of this visit is to point out to you any particular areas which require your attention.

Once the final checkout has taken place, you will not have access to the property, and therefore any remedial work will have to be carried out by contractors at your expense.


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Ideas for smarter lettings

The goal of every smart landlord, like yourself, should be maximise the profitability on each and every property you own. Successful property investing is more about cashflow than just capital growth. After all, the capital growth of a property is largely set when you buy or influenced by market forces and things outside of your control. Good cashflow however, is something you can definitely do something about. Here are some great ideas that will help to achieve maximum rental values with minimum void periods, reduced costs, less hassle and less stress.

Write a good advert. Make sure your property sounds like somewhere nice to live for the price you are asking. Use ‘power’ words and make positive comments about these few key feature areas: Location, decor, storage, kitchen, bathroom, parking, garden, views etc. Include more information not less; average monthly utility bills, local area information, etc.

Quality photographs. Take good pictures and plenty of them. Use the best one for your main advert photograph (maybe not the outside picture). Also, make sure you have pictures ready to use whenever you need them – you tenant could leave tomorrow.

Low tenant fees. Your property might be exclusive and highly desirable or one of many very similar. Either way, do not charge high administration tenant fees and make sure your letting agent does not either. This is a major turn-off for tenants and is seen as greedy and unfair. In not charging high tenant fees (typically referencing costs) you can make your property more attractive without any cost to you. About £100 is reasonable.)

All inclusive. People pay for convenience and less hassle. Give tenants a choice of renting with bills included or without. Calculate an all-inclusive price by working out your average monthly costs for gas, electric, broadband and water and dividing by 11, not 12. This covers your administration and leaves a margin for price increases. Insert a ‘fair usage’ clause in your tenancy agreement that can be taken from the deposit if exceeded.

Change furniture regularly. This is a great idea for single room lettings and student accommodation. Good quality and low cost furniture can easily be sourced from Ikea and others. Change pillows, mattresses and kitchen utensils every tenant change, and leave them with their packaging on so the tenant so see they are new. Highlight this in your letting advert. You may be able to charge slightly for rent and the property may rent quicker too.

Advertise online. You can now reach millions of tenants quickly and cheaply using the larger Internet portals such as Rightmove, Findaproperty, Zoopla, Globrix and others. However, many of these can only be accessed by professional estate agents, so make sure your letting agents list online with at least these four, without additional cost to you. Tenants who look on these sites, rather than newsagents windows, are often better quality and may pay more for a higher quality property.

Call all tenants monthly, and let them call you. They are your customers after all. If you have a letting agent managing your properties, make sure they do this and call you as well. A recipe for a stress free life is “no surprises”! Always assume no news is bad news.


Respond quickly to property problems, a happy tenant is more likely to stay. More tenants leave ‘bad’ landlords than leave bad properties. A broken shower, vermin, dripping taps or faulty appliances can quickly become a source of annoyance. Sorting out problems quickly builds goodwill and makes your tenant more likely to stay and accept reasonable annual rent increases.

Check rent is paid on time and in full every month. Act promptly if a payment is missed, don’t bully the tenant, try and work out a solution, but do not delay in taking legal action if necessary.

Accurate bookkeeping. Keep track of all receipts and allocate them against properties as you, not the end of the year.

Offer 24 Emergency call out cover. This can often be outsourced and provided by a property maintenance company. Having this in place can help rent your property quicker and for a high monthly amount.

What-if planning. Before buying a new property, carry out a three year cash flow analysis looking at various combinations or mortgage rate/rental fee increases and decreases. Important for properties that you currently own as well. In particular, expected the unexpected (see below).

What-if’...

Rental values drop by 20%?

Mortgage payments increase by 50%?

If both of the above happen at once?

The property is unlet for two months?

Budget for:

New electric appliances every three years.

Annual certificates and safety checks.

Normal wear and tear maintenance.

Annual boiler servicing and replacement every ten years.

Replacement locks on tenant change over.

Inventory checks.

Furniture refresh.

Quarterly or monthly property checks. If the tenant knows you are going to inspect the property regularly, they are more likely to keep it in good order.

Be nice. Send your tenants birthday and Christmas cards. It is just a nice thing to do.

Increase rents annually in with inflation and current local rental rates. Alternatively, trade waiving a rent increase for signing a new 12 month contract.

Go Green. If you are including gas and electric in your monthly rent make sure you every possible energy saving device going, including loft and wall insulation and long life light bulbs. There are sometimes generous government grants available for these. Even if the tenant is paying the bill, lower energy costs make the property more attractive.

Free wi-fi and cable TV. These can cost you nothing or a few pounds a month, but make your property far more attractive and may let quicker and for longer.

Be legal. Make sure you comply with all regulations, all if the time. Store scanned copies of all certificates online so you can or print them out for prospective tenants. Remember they are vetting you as well as the other way around.


Rental guarantee insurance. This can avoid any gaps in rental, which might be important. Not cheap, but can be worth for some properties.

Repaint and refurbish annually. You do not have to do the whole property, but an odd-job man touching up paintwork and doing a few minor repairs keeps the property looking smart should you need to re-let quickly and the current tenant happier.

Include a cleaning service option. Find a local cleaner or cleaning company and negotiate an attractive rate for the tenant and include details in your advert. This might or not be used, but can potentially make the property more attractive to some tenants, and important if letting to working professionals.

Reconsider your ‘singles only’ rule. Many landlords advertise properties as singles only. However, in many cases couples can be much better, particularly if they both work. You will be able to charge 25-50% higher rental than for a single, and the property is usually kept

cleaner and tidier. Tenant turnover is always statistically lower for couples than singles.

Give a discount for quarterly and annual advance payments or longer term agreements without break clauses. This might make your property more attractive to company lets or longer term tenants and lock tenants in.

Discounted tenant replacement. Demand that your letting agent finds new tenants free or for a reduced rate within their management fees. If they don’t find, find one who does.

We hope you find these ideas useful and you can use some of to maximise your rental income and make your life as a landlord a little easier.

If you are looking for a letting management company that can deliver on all of these ideas as part of their standard service for no extra charge then: [email protected]



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A full-service property and lettings service for a fixed monthly fee.

How it works

We look after and manage all aspects of day-to-day landlord and tenant contact on your behalf, including telephone and email contact, monthly rental payment checks, bookkeeping, property problem solving, emergency call outs, documentation, tenant sourcing plus all administration tasks.

Key features

Single point of contact and experienced back-office administration staff.

We take over full tenant contact - taking care of all calls and emails to and from all your tenants, so you don’t have to.

Monthly checking of rent on a per tenant basis, with immediate follow-up and action on late payment.

Monthly courtesy calls or emails to your tenant and to you.

Full online management of all property documentation, including certificates, tenancy agreements, etc.

Free bookkeeping service included.

Your property stored online for quick re-advertising.

Review and sourcing of best price energy and utility services on an annual basis.

*All prices plus VAT.

Optional low-cost emergency £500 call-out cover

Our service can include a comprehensive 24/7 emergency assistance call-out insurance service, which covers your property for up to £500 of parts, labour and call-out charges. Call for details.

Options – we can

organise everything you

need

Quarterly property checks and visits, with audio and photographic report.

Annual property valuation and market appraisal for either rents or property value.

Inventory checks, with or without video

Tenant eviction service.

Annual trading and accounting summary

Best quote’ sourcing for renovation, repairs, insurance and maintenance, with optional project management.

Sourcing of new tenants for you to vet when required.


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Sample Tenancy Agreement

This is provided as a sample only and should not be used without legal or professional advice.

Commencement Date

Postcode:

Property Location

This Agreement is between:

The Landlord:

The Agent:

The Tenant

or Tenants

The Guarantor

[If Applicable]

The Rent is: £______________________

Please tick the appropriate box:

Payable every: Month 4 weeks 2 weeks week

Deposit (if applicable): £

The parties

This Tenancy agreement (‘the tenancy’) is between

The Landlord:

Postcode

Whose address is:

And

The tenant/s:

And is offered and accepted on the following terms and conditions.

The accommodation

The tenancy concerns the following accommodation

Postcode

Accommodation’

The accommodation includes the fixtures, fittings, furniture and furnishings specified in the inventory checked and signed by the landlord and the tenant and attached to this agreement.

Period of tenancy


The tenancy starts on: Day: _________Month: __________Year: 201_ (The entry date) including that day.

The period of the tenancy is for _____ months from the start of this tenancy. Unless the landlord or the tenant has brought the tenancy to an end at, or before, the end of the period, the tenancy will continue on a month to month basis until terminated in terms of this agreement.

Rent

The rent is £ _______ Per (month/week): ____________ payable in advance on the

_______day of the (month/Week) ____________ (This includes the sum of £ _____ for the payment of rates (if any) and £ ______ for the following services ________________

________________________________________________________________(if any)

The rent should be paid in the manner indicated in paragraph 1.7.

The Guarantor

Agrees to pay, immediately on demand of the same, the rent, if the tenant misses payments in the manner indicated in paragraph 1.7

Method of Payment

By Standing Order to the landlord/ agent

By cheque to the landlord/ agent

By cash to the landlord/agent

By Housing Benefit

(tick as appropriate)

Either party to this agreement can change the method of payment by giving the other party one month’s prior written notice.

Terms

Rent Book

The landlord will provide the tenant with a rent book, free of charge, as required. The tenant must make the rent book available to the landlord/agent for updating.

Rates

The Landlord / Tenant*is responsible for the payment of the rates. (*delete as appropriate)

Rent increases

The landlord is entitled to increase the rent on the anniversary of this agreement and each anniversary thereafter except that the landlord shall not be entitled to increase the rent during the first year of the tenancy. At least two months’ written notice of any rent increase will be given by the landlord. The tenant will be entitled, on receipt of such a notice, to terminate the tenancy as provided for in Section 5 of this agreement, before the increase takes effect.

Bills

The tenant is solely liable for the payment of all charges for the supply of utilities (such as electricity, gas, water and telephone), in respect of the accommodation during the period of the tenancy. The tenant will take all reasonable steps to transfer such utilities into his/her own name. The tenant must not seek, or allow, disconnection of any utility, or alter the identity of the supplier without the prior written permission of the landlord. The tenant will be liable for the cost of reconnection of any of these services.

Deposit

The tenant is required to pay a deposit of £ _____. The deposit will be held as security by the landlord against non-payment of rent by the tenant and for any damage caused to the property by the tenant. The deposit will be returned to the tenant within 14 days from the end of the tenancy less any deductions for sums properly incurred by the landlord under the tenancy.


Breach

If the landlord or tenant is in material breach of any terms or conditions of the tenancy either party is entitled to terminate the tenancy immediately or take the appropriate legal action in respect of the material breach.

Joint and several liability

If more than one tenant signs the agreement each will be liable together and individually for all obligations of the tenancy.

Declarations by tenant

The signature of the tenant on this agreement confirms the following:

that the tenant has not knowingly or carelessly given false or misleading information to the landlord in connection with obtaining this tenancy;

that the tenant made a full and true disclosure of all information sought by the landlord in connection with the grant of this tenancy;

Service of notices

Any notices or documents may be served on or sent to the landlord at the address in paragraph 1.1 above. The landlord shall be entitled to send, serve or deliver any notice or document to the tenant at the address of the accommodation.

Permissions

Wherever in this agreement the permission of the landlord is required, that permission will not be unreasonably withheld or delayed.

Use of the accommodation

Private Residence

The tenant as named in this agreement must occupy the accommodation only as his/her private residence.

Assignment

The tenant is not entitled to assign the tenancy, sub-let any part of the accommodation, take in lodgers or other paying guests or otherwise part with possession of any part of the accommodation without the prior written permission of the landlord. The tenant must not operate any kind of business from the accommodation without the prior written permission of the landlord.

Take reasonable care

The tenant, and those living with or visiting the tenant, will take reasonable care not to cause or allow damage to be caused to the accommodation, decoration, fixtures, fittings,

furnishings, the common parts and property of neighbours.

Security

The tenant and landlord will take all reasonable steps to safeguard the accommodation against burglary. The tenant will inform the landlord in advance if the accommodation is to be left unoccupied for more than 30days.

No illegal or immoral use

The accommodation must not be used for illegal or immoral purposes.

Pets

The tenant must not keep any domestic pets without the prior written consent of the landlord.

Common parts tidy

The tenant must keep the common parts clean and tidy to the extent that it is within his control to do so.

Refuse

The tenant must ensure that household refuse is placed in bin liners, sealed and placed in the wheelie bin provided, serving the property. The local council’s arrangements for refuse collection must be complied with by putting all the household rubbish in the bin store or other proper place allocated for it. If no such place exists, rubbish must not be placed anywhere in the common parts and should be put out for collection only on the day designated for collection.

Respect for others

Anti-social behaviour

The tenant, those living with the tenant and visitors to the accommodation must not harass, or act in an anti-social manner to, any person in the neighbourhood on any ground, including that person’s racial or ethnic origin, colour, religion, sex, gender, sexual orientation, age, disability or other status.

Anti-social behaviour

Anti-social behaviour means causing, or likely to cause, alarm, distress, nuisance or annoyance to any person or causing damage to anyone’s property. Harassment of a person includes causing the person alarm or distress.

Landlord interruption

Provided the tenant abides by the conditions stated in this agreement, the landlord shall allow the tenant to have quiet enjoyment of the property without interruption.


REPAIRS AND MAINTENANCE

Landlord’s Responsibilities and Rights

Commencement of tenancy

The landlord ensures that at the beginning of the tenancy, the property is fit to be lived in.

Fire Safety

The landlord will be responsible for ensuring that all furniture and furnishings, and all electrical, gas, fire safety, domestic heaters, and other appliances and equipment meet the current requisite safety standards/regulations.

Repairs during tenancy

During the course of the tenancy, the landlord will carry out repairs or other work necessary to make the accommodation fit to be lived in. The landlord or his agent will take care of the tenant’s property when carrying out such repairs.

Specific repair obligations

The landlord will keep in repair and in proper working order:

The structure and outside of the property

The exterior paintwork of the property

Installations for supply of the gas, water, electric, space heating and water-heating

Appliances for making use of the supply of water, gas, electricity or other sources of heating

Installations for sanitation (for example sinks, baths, showers, toilets)

Installations for the detection of smoke, fire, carbon dioxide and intruders

Door entry systems

Defective fixtures and fittings

The landlord will repair or replace any of the fixtures, fittings or furnishings, supplied by the landlord in the accommodation, which become defective; and will do so within a reasonable period of time.

The landlord’s obligations to repair, maintain and decorate

The landlord’s obligation must be construed subject to the following:

The landlord is not under any duty to repair or maintain anything which is a tenant responsibility or to carry out any works for which the tenant is liable by virtue of this agreement or otherwise.

The landlord is not under any duty to repair or maintain anything:

which was not constructed or provided by the landlord, or any person from whom the landlord derived title, or any previous tenant (other than anything which was constructed or provided by the tenant and in respect of which the consent of the landlord has been given); or

which the tenant is entitled to remove from the dwelling.

In determining the standard of repair or maintenance necessary for compliance with the landlord’s obligations, regard is to be had to the age, character and prospective life of the dwelling at the time of the need for the relevant repair or maintenance.

The landlord is not under any duty to carry out any work by virtue of its obligations to repair or maintain until a reasonable period has elapsed after the landlord has been given written and specific notice (by or on behalf of the tenant) of the need for such work.

The landlord’s duties to repair, maintain and decorate are subject to the additional limitations provided for in clause 4.2.”

Right of entry

The landlord has the right to enter the accommodation for inspection or to carry out repairs or maintenance to the accommodation or the utilities serving it, at reasonable times during the day on 48 hours’ prior written notice.

Common parts

The landlord will, in conjunction with other co-owners, take reasonable steps to keep the common parts in repair and fit for use by the tenant.

Return of payable rent

The landlord shall return to the tenant any rent payable in respect of any period during which the property may have been rendered uninhabitable.

Tenant’s Responsibilities and Rights

Duty to report

The tenant must report any damage to the accommodation, or the common parts, or the need for repairs or maintenance, as soon as reasonably practicable. The tenant must immediately report to the landlord any emergencies affecting the accommodation including interruption to the supply of water, gas and electricity.

Reasonable care and maintenance

The tenant is responsible for taking reasonable care of the accommodation. This includes carrying out minor routine maintenance,


replacement of appliances and internal decoration. The tenant must keep the accommodation in a reasonable state of cleanliness and decoration.

Repairs through tenant fault

The tenant is responsible for repair (including replacement) of damage to the accommodation, or loss of any of the fixtures, fittings and items in the inventory, caused through the fault of the tenant, anyone in the tenant’s household or visitors of the tenant. For the avoidance of doubt the tenant must bear the cost of clearing blocked drains caused by dirty gully traps, or clearing waste pipes inside individual dwellings where the obstruction has been caused by misuse.

Alterations

The tenant is not entitled without the prior written permission of the landlord to:

alter, improve or enlarge the accommodation;

add new fixtures or fittings to the accommodation;

install external satellite aerials or dishes;

erect any type of sign, flag or advertisement visible from outside the accommodation;

erect a shed, garage or other structure at the accommodation ;

decorate the outside of the accommodation;

change any of the locks in the accommodation or add new locks

Ending the tenancy

The tenancy may be ended in any of the following ways:

When the period of the tenancy as agreed in paragraph 1.4 has expired; or

After the term of the tenancy as outlined in paragraph 1.4 has expired and the tenancy has continued on a month to month basis either party must give one month’s prior written notice to terminate the tenancy; or

In the case of material breach to the agreement by either party one month’s prior written notice must be given to the other party to terminate the tenancy.

Signed by the Landlord / Agent

Name:

Signature: __________________________________________________

Date of signature:

Name of witness:

Signature: __________________________________________________

Postcode:

Address of witness:

Signed by the Tenant

Name:

Signature: __________________________________________________

Date of signature:

Name of witness:

Signature: _________________________________________________

Address of witness:


Inventory of Furnishings - sample

This example list of standard items provided in the furnished property should be agreed. It will serve as a check list when ending the tenancy should a dispute arise. We would always recommend using a professional inventory specialist.

Room Item Quantity Description/condition

Living room Sofa

Arm Chair

Table

Lamp

Curtains

Blinds

Carpets

Television

Kitchen Sink Unit

Cooker

Fridge

Washing Machine

Table and Chairs

Pots and pans

Cutlery

Microwave

Curtains

Blinds

Hallway / Stairs Table

Lamp

Carpet

Bedroom 1 Bed

Wardrobe

Carpet

Curtains

Blinds

Lamp

Bedroom 2 Bed

(if applicable) Wardrobe

Carpet

Curtains

Blinds

Lamp

Bedroom 3 Bed


Carpet

Curtains

Blinds

Lamp

Bedroom 4 Bed


Carpet

Curtains

Blinds

Lamp

Exterior Wheelie Bin

Landlord ……………………… Tenant …………………… Date…………………


Your notes

how to find a better tenant online faster

Documents