Step by Step...
Step by step guide for landlords...
 
Overview
Step 01 – Initial Contact
Step 02 – Property Visit
Step 03 – Maintenance Works And Cleaning
Step 04 – Advertising And Viewings
Step 05 – Tenant Referencing
Step 06 – Tenancy Preparation And Paperwork
Step 07 – Check In
Step 08 – Rent Collection And Payment
Step 09 – Maintenance And Property Management
Step 10 – End Of Tenancy Renewal
Step 11 – End Of Tenancy Check Out
Overview...
This guide is designed to give you a step by step account of how the process of letting out your property will unfold. This is designed to act as a loose guide, obviously not all stages may apply to all landlord and some landlords may require further assistance. We can tailor the process to best suit your needs.
Step 01 – Initial Contact...
Once initial contact has been made we will have an informal, no obligation telephone conversation about your needs and requirements. We will get a feel for what services you would benefit from and advise you on this. We will take a few basic details from you such as name, address of property to be let, telephone number, email address and the date the property is available from. We will work with you to identify a suitable date to meet you at the property to advise you further.
Step 02 – Property Visit...
We will meet you at your property, on your chosen date and carry out a property evaluation. During this visit we will be able to give you an accurate rental appraisal based on our extensive knowledge of the local lettings market and using state of the art analytical tools that allow us to look back at historic rental values and data over a number of years in your area. A property report will be given to you, this will give you information such as predicted rental income and provide evidence of previous property performance in the area. We will also answer any questions you have about the services we offer and discuss our fee structure with you. During this visit we will advise you on the work that we would recommend is carried out prior to advertising the property to maximise the rental income, if applicable we can also give you an idea of the costs involved and arrange for this to be carried out. We will also give advice and an estimate of costs involved for mandatory works such as gas safety certificates to be carried out. If you are happy to go ahead we will give you a copy of our landlord/agency agreement to sign, this is an instruction for us to act as your managing agent.
Step 03 – Maintenance Works and Cleaning (if applicable)...
If any maintenance works or cleaning are required to get the property ready to let this will now take place. We have access to a large portfolio of reliable, competitively priced, local tradespeople and will be happy to arrange and oversee the works on your behalf. Once the works have been carried out and inspected for quality we can advertise the property.
Step 04 – Advertising and Viewings...
We will take marketing photos at the property and produce a detailed write up, highlighting the properties key points, particulars and important information. The property will then be uploaded to our website and a number of popular online property portals such as Zoopla, livelets and other carefully selected sites. Potential tenants will contact us and we will give them any further information they require, take some information from them to establish suitability and arrange a viewing of the property. We will meet the potential tenant at the property to conduct a viewing, during the viewings we will answer any questions the potential tenants have, give them a detailed tour of the property and instruct them how to proceed with an application to let the property.
Step 05 – Tenant Referencing...
Once a potential tenant has indicated that they would like to apply to let the property we will carry out a tenant reference and background check. We use a national, well respected company called fcc paragon to conduct all of our referencing. The checks are designed to establish the suitability of a potential tenant and confirm identity, the applicant is checked for financial suitability and to ensure that no ccj’s or other financial problems are recorded. A full background check will also see if the applicant has ever had any problems whilst letting a property in the past and an employment check to ensure affordability. References from employers and previous landlords/letting agents are also requested and a check made against the voters roll. If no problems are found and the potential tenant meets the required criteria we can progress the application to the next stage.
Step 06 – Tenancy Preparation and Paperwork...
Once the tenant referencing has concluded satisfactorily we will agree a check in date with the tenant. Before the check in can take place we will prepare a tenancy agreement for the tenant to sign, a full inventory of the property, its condition and any items of note. A deposit and the first month’s rent will be collected prior to commencement of the tenancy. The tenant will also be given the information they need to set up a monthly standing order for payment of their rent. The deposit will be paid into the government approved deposit protection service (dps). Any safety checks/certificates that need to be carried out will be arranged.
Step 07 – Check In...
The check in can now take place on the pre-agreed date. The tenant will sign the tenancy agreement at this stage. We will conduct a walk round of the property with the tenant to confirm that the inventory is correct, once the tenant is satisfied they will sign the inventory to confirm that they agree with the content. Gas, electric and water meter readings will be taken and annotated on the inventory along with the current utility suppliers. Various operating instructions will be given to the tenant and any questions they have answered. Finally the tenant will be given the keys to the property and left to enjoy their move in day.
Step 08 – Rent Collection and Payment...
We will collect your rent from the tenant each month and forward it on to you. We will contact your tenant for you if there is a problem with the rent or payment is late and work to resolve any possible issues. We will advise you on current rental levels for the area and suggest rent increases to you when we think it is appropriate.
Step 09 – Maintenance and Property Management...
During the tenancy we will be your tenant’s point of contact. They can discuss any problems they may have, maintenance requests or property issues with us. We will arrange for an appropriate tradesperson to attend where required and will manage the works from start to finish. We will also ensure that annual safety certificates are completed and up to date.
Step 10 – End of Tenancy Renewal...
As the fixed term of the tenancy draws to an end we will contact the tenant to establish what their plans are. Wherever possible we will try to arrange for a tenancy renewal. If the tenant is happy to sign a new tenancy agreement we will produce the relevant documentation and present it to the tenant for them to sign.
Step 11 – End of Tenancy Check Out...
If the existing tenant decides not to renew their tenancy and gives their notice to leave we will make all the arrangements required for a smooth check out process. A check out date will be agreed with the tenant and advice given as to what is expected of the tenant prior to check out. On check out day a thorough inspection of the property will take place and will be cross referenced against the check in inventory. If any damages are identified or items missing this will be annotated on the checkout paperwork and discussed with the tenant. The tenant is financially responsible for returning the property in the condition that they found it, minus fair wear and tear. Any damages, missing items or cleaning required will be carried out and the cost deducted from the outgoing tenants deposit. We will now start back at step 4 again.