BEFORE THE TENANCY IS ARRANGED

CONSENTS

The first thing you must do before arranging a tenancy of your property is to obtain the necessary consents from any other interested parties.

This will include:

•  If you have a mortgage bond or any other loan secured on the property you must obtain approval from your Lender before you enter into a Tenancy Agreement. In most cases consent is given readily but the Lender may also stipulate special terms for the Tenancy with which you must comply.

•  In all cases, you will need to check that your buildings Insurance Policy will continue to provide full cover after a Tenant has moved in to the property .

•  You should also check that your Contents Insurance will not be affected by the tenancy. Some insurers are unwilling to provide full cover for your contents whilst a Tenant is in residence.

•  If the property is owned by more than one person, consent for letting must be obtained from every joint owner before marketing commences. Unless a power of attorney is granted to one person it will be necessary for every joint owner to sign the Tenancy Agreement before the Tenant moves in.

PREPARE THE PROPERTY

Decorating and Cleaning:

In order to attract the most suitable Tenant at the most favourable rental your property must be presented in the best possible condition. This means making good any small decorative defects or marks which detract from the appearance of the property. Sometimes it may be advisable to redecorate individual rooms or even the entire property to ensure that the best possible standard is set. It is also essential to leave the property thoroughly clean in order to set the standard of care required from the Tenant. We recommend that consideration be given to having the property professionally cleaned including the carpets thereby ensuring that we may expect the Tenants to maintain in good condition.

Tenants will expect the property to be supplied with at least one TV aerial point and a telephone line should be available. The Tenant is responsible for telephone reconnection, if necessary, and for the annual TV licence.

Furniture and Equipment:

You may choose to let your property furnished, partly furnished or unfurnished.

Furnished properties must include suitable furniture for each room (a bed in each room, a dining table and chairs in the dining room etc.) The kitchen goods are mandatory.

Fully Furnished would also include kitchen accessories, cutlery, crockery and cookware, small appliances and other items to ensure that Tenants need only bring their personal belongings, towels and bedding.

Partly furnished describes all those properties which do not provide suitable furniture in every room. Some Landlords are able to meet the furnishing needs of individual Tenants by supplying only those items that are required.

Unfurnished properties must at least have suitable floor coverings (or finished flooring) and light fittings. Most Tenants will also expect a stove.

We will give you advice regarding local market conditions but if the provision of furniture is unlikely to significantly increase your rental income, then we would recommend that your property is let on an unfurnished basis. There will be less wear and tear and Tenants may remain in residence for longer if they have their own possessions around them. In all cases you should remove TV's, hi-fi equipment, items of high monetary or sentimental value, fragile ornaments, house plants, all bedding and towels. Whatever you decide to leave for the Tenant's use, it is vital that you notify us in writing of any changes made to the inventory either before a Tenant moves in or during the course of a tenancy. This will ensure that the Tenants are kept informed and will assist us in keeping the inventory record up to date.

You must also ensure that the furniture and equipment are safe to use and comply with any relevant legislation. Electrical equipment, wiring and fuses must be examined and made safe. If any item of furniture or electrical appliance is considered unreliable or unsafe for any reason then you should remove it from the property. Please note that we can arrange all of these matters on your behalf. You may decide to arrange a service contract for the burglar alarm, swimming pool, irrigation etc., and this will assist in keeping any emergency repair costs to a minimum.

Gardens and Exterior:

You must ensure that the garden is left in the condition you wish to find it. The Tenant will be responsible for maintaining the lawn and keeping the garden weed free, but any large hedges or trees may require special attention for which the Tenant is not usually liable. If you have extensive gardens or a garden containing any rare plants or valuable shrubs that need special care, you may wish to consider arranging a garden maintenance contract at your own expense. The garden (if any) should be swept clean and empty other items provided for the Tenants use (i.e. gardening equipment, lawnmower etc.)

WHEN A TENANCY HAS BEEN AGREED

NOTIFY INTERESTED PARTIES

You must make arrangements with the Post Office for the redirection of your mail if appropriate. We regret that we cannot undertake this service for you as the Post Office requires your direct instruction.

The Tenant will be responsible for the utilities during the term of the tenancy (unless otherwise agreed) and under our Full Management service we will arrange for the accounts to be transferred into the Tenant's name when the tenancy commences. When you vacate you are recommended to take your own meter readings for reference, and instruct the utility companies to forward your final accounts to your new address (or to us for payment out of rent received)

We are unable to arrange for the disconnection of your water, electricity, telephone service or satellite TV service. You must contact the supply company and make arrangements for the service to be disconnected after you vacate. In some cases the Tenant may wish to change the telephone number and if you wish to retain the number for any reason you should notify your telephone company before the service is disconnected. The Tenant will otherwise be free to change the number without reference to you.

INFORMATION FOR TENANTS

It is good practice to provide a folder of useful information for the Tenant to whom the service of accommodation is being provided. This will assist the Tenant to settle in more quickly and is bound to give them a good impression. Some essential items to include would be instruction manuals for kitchen appliances (including the stove) and hints about particular features of the property (e.g. how to work the alarm, irrigation or front door lock etc). It is also advisable to notify the Tenant of the location of the mains water stop tap.

Instructions for the lawn mower and other equipment should be included. Other helpful information may include the address of nearest doctors, dentists surgeries and which day the refuse is collected. Telephone numbers for window cleaners, gardeners and the local take-away could all prove useful to your Tenant.

After you move out

If there is an extended period after you vacate before the Tenant is due to move in, you should ensure that the requirements of your buildings insurance policy are observed. The policy may be invalidated if the property is unoccupied for as little as fourteen days, and the appearance of the property may deteriorate due to the accumulation of junk mail, or the swiftly growing lawn!

Property Watch includes regular visits to the property. In the absence of rental income, it would be necessary for you to provide a suitable fund in advance to cover any outgoings while the property is vacant.

Please take note that the Inventory can only be prepared after you have moved out. We usually require the property to be vacant and fully prepared for the Tenant at least three working days before the tenancy is due to start in order to ensure that the Inventory can be prepared in time. It is advisable to ensure that no further access to the property is needed after the date of the Inventory inspection.

When one Tenant moves out and a new tenancy has been arranged, it is normally necessary for an interval of at least five working days to be allowed. This is to ensure that the Inventory can be amended and any minor work carried out to prepare the property for the next Tenant.

Once the commencement date of the tenancy has been agreed please notify us as soon as possible if for any reason you are unable to make the property available on the agreed date.

THE TENANCY AGREEMENT

We will normally prepare standard Tenancy Agreements as necessary and in accordance with your instructions and the terms agreed for the tenancy. An initial twelve month fixed term is commonly found to be convenient for most tenancies.

The tenancy cannot start until both parties have signed the Tenancy Agreement. Once the tenancy has been agreed, we will forward a copy of the Tenants Agreement for signature. In certain circumstances you may be unavailable to sign the tenancy Agreement (e.g. if you are away from home and not in contact by post or fax). Please ensure that you notify us in advance of any circumstances which may prevent you from signing yourself so that alternative arrangements can be made.

The Tenancy Agreement clarifies the responsibilities of both Landlord and Tenant and will need to be used only in the event that a dispute arises between you and your Tenant. The Tenancy Agreement must be constructed carefully to enable you to regain possession of the property when you need it and to ensure that any action against the Tenant (if necessary) will be successful. We will prepare agreements according to the circumstances including letting to a company, and the terms can be varied to suit your requirements – e.g. no pets, etc.

Please remember that you cannot expect to regain possession of your property, even upon expiry of the agreed term, unless you have served correct notice in writing on the Tenants to state your intentions. We will serve this notice on your behalf under the terms of our Full Management service.

AFTER THE TENANT MOVES IN

PAYMENT OF RENT

The rent is payable on the same date of each month and the Tenant will usually arrange a standing order for this purpose. We will receive the rent from the Tenant and pass it on to you after deducting any authorised expenses. You will receive a statement from us detailing every payment and deduction made. Please note that we pass the rent to you as soon as possible after receipt but allowance must be made for the time required to clear payments (especially cheques) and to transfer the funds.

You will be notified as soon as possible if any rent is not received.

Repairs

The Landlord is responsible for maintaining the following:

•  the structure, roof, and exterior of the property

•  the drains, gutters and rainwater goods

•  the supply of water, electricity and sanitation

You therefore have an obligation to repair these items in the event of a defect. You also have a contractual obligation to maintain ‘white goods' and all other fixtures, fittings and equipment that has been provided for the Tenant's use, unless a fault is caused by an action or neglect of the Tenant.

Under our Full Management service we contact reputable contractors who will deal with repairs promptly. If you have your own preferred contractors we may be able to instruct them on your behalf. Wherever practical or necessary we will obtain estimates except in cases of emergency. When we need to instruct contractors without consent we require the confidence of our clients to use our discretion in this respect.

The cost of all these repairs and servicing is your responsibility. The Tenant will be responsible for keeping the interior of the property clean and decorated to the same standard as you left it subject to normal wear and tear. They will be expected to change light bulbs and pay for the material repair of any item, which has been damaged through their action or inaction.

Property Visits

Internal and external checks of managed properties are carried out and we will report to you any matters requiring urgent attention. Whilst we do not conduct a comprehensive examination or survey of the property during these visits we can highlight any obvious matters of concern during the Tenancy including maintenance issues. We will draw to the attention of both Landlord and Tenant any matters within their respective obligations, ensuring that the property and its contents are maintained to a proper standard.

Disputes

The greatest care is taken to select reliable and responsible Tenants. As a result there are relatively few instances of serious disputes occurring. However, occasionally Tenants may find themselves in genuine difficulties and unable to pay the rent.

On even rarer occasions the Tenant may be unwilling or unable to vacate the property upon expiry of their agreement. You may also have heard of circumstances where Tenants have left before their tenancy is ended, or have caused damage to a property for which the deposit is insufficient.

In all these situations the Tenant is likely to be in breach of the terms of their agreement and legal action may be necessary to obtain possession of the property or recover the sums outstanding. We will notify you as soon as we are aware of any such situations and advise you of your recommended course of action.

Sale of the Property

You may wish to arrange the sale of the property during the course of a tenancy. Most buyers will not be willing to exchange contracts until your Tenant vacates which means that the sale may be dependant upon the expiry date of the tenancy. You should note that although the Tenant is expected to allow access for viewing within the last two months of the tenancy, you do not have automatic right of access before giving notice and sometimes it may be difficult to market the property until nearer the end of the tenancy.

The Security Deposit

The Tenant will be required to pay a security deposit (usually at least one and a half month's rent) that is used to reimburse you for any damages at the end of the tenancy.

We will return the deposit to the Tenant only after any deductions for material repairs or damage have been agreed between the parties. It is therefore important that any claims against the Tenant are reasonable and justifiable and it is worth remembering that ‘fair wear and tear' must be allowed when assessing the condition at the end of the tenancy. Any property will suffer some sort of deterioration just by way of being lived in. Whilst the Tenant is responsible for material deterioration or damage the Landlord's expectation on termination of a tenancy must not be unrealistic.

At the end of the tenancy

It is usual to meet the Tenant within three days prior to the expiry of the Tenancy Agreement to inspect the property and contents and note any missing or damaged items. If we are managing the tenancy then we will conduct this check-out inspection on your behalf and advise you of our findings. Sometimes it may be necessary to have cleaning or other minor work carried out before the property may be handed over. We recommend that you allow at least 5 days after the Tenant vacates for any outstanding jobs to be completed.

It is worth remembering that your property will not be returned to you exactly as you left it. Depending upon the length of the tenancy, decorations, carpets, fixtures and fittings etc., will have aged and simple cleaning will not restore the contents to their original condition. More often than not, you will find things just as they should be, but when assessing the condition of your property and contents you must make allowances for ‘fair wear and tear'.

If your property has suffered more than ‘fair wear and tear' then you may be able to penalise the Tenant accordingly. Please note that when assessing the value of damaged or missing items a Court will not allow ‘betterment'. In other words, you are not entitled to charge the Tenant for a new carpet if the damaged one is already five years old. An allowance must be made for the age and condition of any article before the tenancy commenced.

AND FINALLY…

We are committed to providing you with a professional service. We wish to make sure that you have a clear understanding of our obligations as your agent.

PLEASE NOTE: Whilst every effort is made to ensure that responsible Tenants are approved for every tenancy, we cannot accept liability for the action of any Tenant we introduce in good faith.