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
HOW TO FIND A BETTER TENANT FASTER – page 2
Introduction Finding a tenant online – how it works today
So now you need to find a tenant….
The Internet has made a big great change in the UK estate agent and letting management market.
Whether you have just purchased a property to rent, have decided to let your current home or a tenant is leaving one According to a BBC survey, over 80% of your letting properties, here is a per cent of houses (for purchase or suggested action plan. rental) are found on the Internet. A more 1. Prepare your property recent survey by Findaproperty put the 2. Check the market number at 88%. The days of walking 3. Prepare your property details down the high street and registering with individual agents or reading the property 4. Decide on price pages in the local newspaper are long 5. Put your listing online gone. 6. Manage enquiries This short guide will show you how and give you all the information you need to 7. Conduct viewings join the Internet property revolution and 8. Select and check your tenant find your next tenant online, easier, faster and cheaper than almost any other 9. Prepare your tenancy method. agreement About GR Phelps
10.
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.
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.
Advertise your rental property now Any questions? justdoproperty@grphelps.co.uk
Please email info@grphelps.co.uk 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.
HOW TO FIND A BETTER TENANT FASTER – page 3
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.
One agent to cover all your UK 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)
How it works
Click here to start uploading your property
Easy to use website listing facility with upto 20 pictures and google maps integration
1. and click on Add a property
Free rental market comparison n request
2. Click on New members
We take all calls and emails and send them straight to you without delay
3. Select Find a Tenant Service from the menu on the left hand side
You conduct viewings and meet tenants
Upload today, online tomorrow
4. Continue through to payment and complete transaction – or call 0871 288 3834 or email info@grphelps.co.uk if you have any questions or would prefer to pay by cheque.
Your advert online for a full six weeks, unlimited changes
5. You will then arrive at the property upload page
Free credit checking and referencing (charge to tenant) Full UK coverage
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
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.
HOW TO FIND A BETTER TENANT FASTER – page 4
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 cleaned.
professionally
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 smoothrunning 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 info@grphelps.co.uk .
HOW TO FIND A BETTER TENANT FASTER – page 5
General Condition
Personal items, ornaments etc.
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.
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.
Internal decorations and repairs
Gardens
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 lightcoloured emulsion. Ensure that all light fittings have new bulbs, ideally long-life, but at least 60 watt.
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.
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.
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.” HOW TO FIND A BETTER TENANT FASTER – page 6
2. Check the market Search the internet in the same way as tab for some good articles on a wide your potential new tenant might – range of topics. Up my street 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
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 free of charge, email or call. other market data and trends. Actually much more useful than it sounds, especially with all the quick links. The 1. Up my street fastest growing portal and should pass This is an essential, must-use site if you the others in size if this continutes. Easy are researching a market. Fantastic to use clear interface too. Zoopla. source of information on schools, council tax bands, local businesses and almost Globrix everything you might ever want to know about a local area. Click on the articles Globrix has quickly grown to become an award winning property search engine listing more UK properties to buy or rent professional rental comparison report
HOW TO FIND A BETTER TENANT FASTER – page 7
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.
HOW TO FIND A BETTER TENANT FASTER – page 8
3. Prepare your property
details
Taking photographs
Letting - checklist
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
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 approx. monthly bills
Council tax band Location to local
Edit, enhance and crop the pictures before uploading using a free program such as Picasa (Google download)
Cover your house number when taking outside shots
Use a good digital camera – not your mobile phone
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
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 stating proximity
time
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
when
for a local property advisor to visit
State facts not opinions e.g.
your property, take photographs
“A bright south-facing room with large bay window”, not “Fantastic light and airy room with brilliant aspect.”
transport
services
Make sure you are not visible in any mirrors
or
and prepare a property description and online listing .
HOW TO FIND A BETTER TENANT FASTER – page 9
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.
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.
Contrary to popular belief letting agents or landlords do not set letting prices, the When setting your advert price there are market does. All they do is estimate a few things to be aware: reasonable property rent based on their Price ceiling - £499 sounds knowledge of the property market. At the cheaper than £500 – the first digit end of the day tenants determine the of a price can have a price of renting a property based on what psychological effect, which is why they are willing to pay. it so well used. Follow these steps and you will be able Comparison price – you can state to easily set your rent price as well as an artificially high figure (Was any professional letting or estate agent. £495 p/w now £475 for quick When setting your rental price do not be move), with a discounted lower tempted to inflate the rent as this will price – look at Amazon.co.uk for simply drive tenants away and your an example. property will take longer to lease, and more liable to void periods. 10% factor – special features of your property, for example a fancy These are the quickest and easiest front door or newly decorated steps: bedroom might allow you to 1. Search for similar properties to let charge slightly higher but more in your post code on the big than 10% against an identical property websites, if you have not property is difficult and may already done this. require more substantial features or benefits. 2. List them out and objectively position your property against Loaded price – price slightly them. This is your competition higher so you have room to and tenants will be comparing negotiate if you have too, but not your home with these similar too high that you reduce interest properties. If you feel your or enquiries. property is worth more, ensure you can justify why in the If you have any questions or comments, please get in touch. description.
HOW TO FIND A BETTER TENANT FASTER – page 10
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
Need a TO LET signboard? We can provide a signboard with Text back SMS facility anywhere in the 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)
HOW TO FIND A BETTER TENANT FASTER – page 11
How to list your property
complete all the main address and price fields.
1. Click here to go to our property listing website. Click on Add a property
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.
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 property upload page
at
the
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
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
HOW TO FIND A BETTER TENANT FASTER – page 12
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.”
HOW TO FIND A BETTER TENANT FASTER – page 13
7. Conduct viewings On the day
Showing the people around
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.
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.
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.
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.
HOW TO FIND A BETTER TENANT FASTER – page 14
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.
HOW TO FIND A BETTER TENANT FASTER – page 15
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
HOW TO FIND A BETTER TENANT FASTER – page 16
Useful information General Advice for Landlords Mortgage
Income tax
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.
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 Leaseholds from 6 April 1996, unless an exemption If you are a leaseholder, you should certificate is held, we as Landlord's check the terms of your lease, and obtain Agent are obliged to retain and forward the necessary written consent before to the Inland Revenue on a quarterly letting. basis, an amount equal to the basic rate of income tax from rental received, less Insurance certain expenses. Further information You should ensure that you are suitably may be obtained from the Inland covered for letting under both your Revenue. buildings and contents insurance. Failure to inform your insurers may invalidate The inventory your policies. We can advise on It is most important that an inventory of Landlords Legal Protection, Rent contents and schedule of condition be Guarantee Cover and Landlords prepared, in order to avoid Contents and Buildings Insurance if misunderstanding or dispute at the end required. of a tenancy. Bills and regular outgoings Without such safeguards, it will be We recommend that you arrange for impossible for the Landlord to prove any regular outgoings e.g. service charges, loss, damage, or significant deterioration maintenance contracts etc. to be paid by of the property or contents. standing order or direct debit. However In order to provide a complete Service, where we are managing the property, by we will, if required, arrange for a prior written agreement we may make professional to prepare an inventory and payment of certain bills on your behalf, schedule of condition. provided such bills are received in your name at our office, and that sufficient There are shocking new figures showing that poor inventories are costing funds are held to your credit. landlords ÂŁ12 million a year. The Video Council tax and utility accounts Inventory Agency conducted this You need to arrange for the transfer of research. 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.
HOW TO FIND A BETTER TENANT FASTER – page 17
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.
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 Copies to tenants smoke detector alarms from new. A copy of the safety certificate issued by Although there is no legislation requiring the engineer must be given to each new smoke alarms to be fitted in other tenant before their tenancy commences, ordinary tenanted properties, it is or to each existing tenant within 28 days generally considered that the common law 'duty of care' means that Landlords of the check being carried out. and their Agents could be liable should a Health and Safety - Electrical fire cause injury or damage in a tenanted Under the Electrical Equipment (Safety) property where smoke alarms are not Regulations 1994, and certain other fitted. We therefore strongly recommend regulations, electrical appliances and that the Landlord fit at least one alarm on equipment provided in tenanted each floor (in the hall and landing areas). premises must be safe. It is therefore The following two pages can be copied and given to the new tenant and departing tenant HOW TO FIND A BETTER TENANT FASTER – page 18
Legal rights of tenants- just so you know! Rent Book
Uncontrolled tenancies
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.
General
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.
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 Security of tenure of gas and electrical appliances and You cannot be evicted from your tenancy furniture safety which are the without a possession order issued by a responsibility of your landlord. Where the Court of Law, although you may be liable Statement of Tenancy Terms is not clear for legal costs incurred if an order is as to who has responsibility for repairs issued. the law will impose ‘default terms’ for landlord and tenant repair Help with payment of rent and rates responsibilities. You may be able to get You are entitled to apply for help with the some help from your local district council payment of your rent and rates through for some items of disrepair. Housing Benefit, which is a Social Security benefit paid by the Housing Tenancies for a term certain Executive. For further information contact If you do not have a tenancy agreement your local Housing Executive office. 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).
HOW TO FIND A BETTER TENANT FASTER – page 19
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.
HOW TO FIND A BETTER TENANT FASTER – page 20
9. No rubbish should be left on the premises, except in the wheelie bin.
reasonable notice, and endeavour to do so at your convenience.
10. All sets of keys must be handed over. Internal keys for cupboards, windows etc. should be left in their locks.
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.
Final Bills
Return of Deposit
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 Pre Checkout Visit after the checkout. We will record these It is our normal practice to carry out a reading during the checkout. pre-checkout visit to the property, about Mail Forwarding two weeks before you are due to leave. You should make arrangements with the The purpose of this visit is to point out to you any particular areas which require Royal Mail. your attention. Viewings Once the final checkout has taken place, It is possible that we may contact you to you will not have access to the property, arrange to show the property to and therefore any remedial work will prospective tenants. It is a condition of have to be carried out by contractors at your tenancy agreement that you allow your expense. us to do so. However we will give
HOW TO FIND A BETTER TENANT FASTER – page 21
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HOW TO FIND A BETTER TENANT FASTER – page 22
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.
All inclusive. People pay for convenience and less hassle. Give tenants a choice of renting with bills included or without. Calculate an allinclusive 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 Write a good advert. Make sure your and low cost furniture can easily be property sounds like somewhere nice to sourced from Ikea and others. Change live for the price you are asking. Use pillows, mattresses and kitchen utensils ‘power’ words and make positive every tenant change, and leave them comments about these few key feature with their packaging on so the tenant so areas: Location, decor, storage, kitchen, see they are new. Highlight this in your bathroom, parking, garden, views etc. letting advert. You may be able to charge Include more information not less; slightly for rent and the property may rent average monthly utility bills, local area quicker too. information, etc. Advertise online. You can now reach 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.
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. Low tenant fees. Your property might be exclusive and highly desirable or one of Tenants who look on these sites, rather many very similar. Either way, do not than newsagents windows, are often charge high administration tenant fees better quality and may pay more for a and make sure your letting agent does higher quality property. not either. This is a major turn-off for Call all tenants monthly, and let them tenants and is seen as greedy and call you. They are your customers after unfair. In not charging high tenant fees all. If you have a letting agent managing (typically referencing costs) you can your properties, make sure they do this make your property more attractive and call you as well. A recipe for a stress without any cost to you. About £100 is free life is “no surprises”! Always assume reasonable.) no news is bad news.
HOW TO FIND A BETTER TENANT FASTER – page 23
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.
Annual checks.
Normal wear and tear maintenance.
Annual boiler servicing replacement every ten years.
Replacement locks on tenant change over.
Inventory checks.
Furniture refresh.
certificates
and
safety
and
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. Offer 24 Emergency call out cover. This Alternatively, trade waiving a rent can often be outsourced and provided by increase for signing a new 12 month a property maintenance company. contract. Having this in place can help rent your property quicker and for a high monthly Go Green. If you are including gas and electric in your monthly rent make sure amount. you every possible energy saving device What-if planning. Before buying a new going, including loft and wall insulation property, carry out a three year cash flow and long life light bulbs. There are analysis looking at various combinations sometimes generous government grants or mortgage rate/rental fee increases available for these. Even if the tenant is and decreases. Important for properties paying the bill, lower energy costs make that you currently own as well. In the property more attractive. particular, expected the unexpected (see Free wi-fi and cable TV. These can cost below). you nothing or a few pounds a month, What-if’... but make your property far more Rental values drop by 20%? attractive and may let quicker and for longer. Mortgage payments increase by Be legal. Make sure you comply with all 50%? regulations, all if the time. Store scanned If both of the above happen at once? copies of all certificates online so you The property is unlet for two months? can or print them out for prospective tenants. Remember they are vetting you Budget for: as well as the other way around. New electric appliances every three years.
HOW TO FIND A BETTER TENANT FASTER – page 24
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: justdoproperty@grphelps.co.uk
HOW TO FIND A BETTER TENANT FASTER – page 25
Fixed-Fee Letting and Property Management Service 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 readvertising. 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.
HOW TO FIND A BETTER TENANT FASTER – page 26
If you need to sell Sell your property for the best market price and save £000’s “Because 80% of property buyers now use the Internet exclusively to find property – that is where we specialise” We make it easier and cheaper to sell your property with our unique low-cost fixed-fee services. We will get your property in front of millions of potential buyers, take calls and emails, make appointments, follow them up, and manage the sale to completion - in fact all the same services of any estate agent and with lower fees By using all the main property websites you will have the best chance of achieving your target price or time-scales, and save thousands of pounds in fees. We offer three services: Three months listing £295, unlimited listing - £95 listing and £895 on completion. (You conduct the viewings, we do everything else) Our Premium Service with fully accompanied viewing is just 1% commission, payable on completion. All prices plus VAT.
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HOW TO FIND A BETTER TENANT FASTER – page 27
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
HOW TO FIND A BETTER TENANT FASTER – page 28
The tenancy starts on: that day.
Day: _________Month: __________Year: 201_ (The entry date) including
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.
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.
Bills
HOW TO FIND A BETTER TENANT FASTER – page 29
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
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
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.
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
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,
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.
HOW TO FIND A BETTER TENANT FASTER – page 30
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.
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.
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
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 will keep in repair and in proper working order:
The landlord’s duties to repair, maintain and decorate are subject to the additional limitations provided for in clause 4.2.”
The structure and outside of the property
Right of entry
The exterior paintwork of the property
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.
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)
Common parts
Installations for the detection of smoke, fire, carbon dioxide and intruders
The landlord will, in conjunction with other coowners, take reasonable steps to keep the common parts in repair and fit for use by the tenant.
Door entry systems
Return of payable rent
Defective fixtures and fittings
The landlord shall return to the tenant any rent payable in respect of any period during which the property may have been rendered uninhabitable.
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:
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,
HOW TO FIND A BETTER TENANT FASTER – page 31
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:
HOW TO FIND A BETTER TENANT FASTER – page 32
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 Living room
Item Quantity Description/condition 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 (if applicable) Wardrobe Carpet Curtains Blinds Lamp Bedroom 4 Bed (if applicable) Wardrobe Carpet Curtains Blinds Lamp Exterior Wheelie Bin Landlord ……………………… Tenant …………………… Date…………………
HOW TO FIND A BETTER TENANT FASTER – page 33
Your notes
HOW TO FIND A BETTER TENANT FASTER – page 34