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					LANDLORDS                                                                        A STEP-BY-STEP GUIDE TO
                                                                                 THE LETTINGS PROCESS
Having decided to let your property through us, you probably have a few questions.

After an initial meeting with us you will be given a Landlords Pack containing everything you need to get started. We
will guide you through the whole process. For details of out fees and costs, please read our terms of business.

To start m ark eting your p roperty, w e wil l requir e:

Ÿ Consent to let your property from your mortgage lender as well as from your freeholder.
Ÿ A signed copy of our terms and conditions – ensures you know exactly what you can expect us to do for you.
Ÿ Landlords insurance – please ensure you have both contents and buildings insurance designed for letting your
property out, we can assist with this if you wish.
Ÿ Keys and viewing arrangements – this is to ensure viewings run smoothly, once let further sets of keys will be
Ÿ Non Resident Landlord (NRL) approval - If you live outside the UK or spend more than 6 months a year abroad,
you need to complete a Non Resident Landlord (NRL) form in order to apply for approval from the Inland Revenue for
us to pay the rent to you without any deductions for tax, we will have the necessary forms for you to apply.
Ÿ A valid Energy Performance Certificate (EPC) – each property now requires an EPC to demonstrate how efficient
it is. We can organize this at cost (£55) and is valid for10 years.
Ÿ A completed Landlord Questionnaire form.

Fi ndin g a su itabl e tena nt for your property.

Once all documents are in hand and we hold a set of keys and have agreed access arrangements we set about
promoting your property and commence marketing. In order to achieve the best rent and find the most suitable tenant

Ÿ   Produce marketing particulars including photographs that are signed off by you.
Ÿ   List the property on Rightmove and other key property portals.
Ÿ   Search our database of prospective tenants including relocation agents and key employers.
Ÿ   Advertise the property in ‘Homes Now’ Cambridge News’ weekly property newspaper, if appropriate.
Ÿ   Put up a ‘To Let’ board if agreed with you and allowed by the freeholder if your property is an apartment.

O nce we ha ve foun d a sui table tena nt.

We start the vetting and checking process, this is probably the most important stage of the whole letting procedure
and whilst it may take a little while to complete, corners cannot be cut. During this stage we:

Ÿ Fully reference check the tenant with a credit referencing agency and verify ID and residency.
Ÿ Process your completed Landlord Information Form.
Ÿ Arrange an inventory and schedule of condition of your property to be completed; this documents details every
aspect of your property so we can measure fairly how the property is cared for whilst in our stewardship.
Ÿ Draw up a tenancy agreement once the tenant passes the reference checks. The tenancy agreement will be signed
in accordance with our terms and conditions of business, executed and completed prior to the commencement of the
Ÿ Ensure an up to date Gas Safety Record is on file and valid, legislation stipulates that if your property has any gas
fired appliances that they need to be check by a qualified inspector every 12 months.
Ÿ Contact the utility companies, advising of new tenants details and proposed move in date.
Ÿ Check the tenant’s third party insurance policy is adequate for their and your needs.
Tena nt move in da y

This can be a stressful day for both landlord and tenant alike and our job is to ensure it goes as smoothly as possible
and eliminating problems before they happen. To achieve this we:

Ÿ Meet the tenant at the property.
Ÿ Check the tenancy agreement is signed by both tenant and landlord (or landlords agent).
Ÿ Ensure the all outstanding monies are in hand including rent and deposit.
Ÿ Verify that all parties have a completed inventory, the tenants then have a period of one week to make any
Ÿ Record utility meter readings and pass on to all parties.
Ÿ Distribute the Gas Safety Record.
Ÿ Sign out the keys to the property along with alarm codes if applicable.
The deposit (one months rent plus £150), is transferred to the government authorised tenant deposit scheme,
The Deposit Protection Service within two working days of the tenant moving in. This is a custodial scheme and
secures the deposit and ensures the deposit is released at the end of the tenancy only once both tenant and landlord
have agreed.

Full details of The Deposit Protection Service can be found at:

The Deposit Protection Service
The Pavilions
Bridgwater Road
Bristol BS99 6AA 0 84 4 4 72 7 0 00

Du ring th e tena ncy

Depending upon whether you have instructed us on a ‘let only’ or fully managed basis will dictate what we do during
the tenancy, please refer to out terms and conditions of business for clarification on what levels of service is most
suitable for you. In accordance with the terms and conditions of business for the management level selected, we will
write to you and your tenants three months prior to the end of the tenancy to enquire whether you both would like to
renew the tenancy for a further term.

L andl ord oblig ations

Section 11 of the Landlord and Tenant Act 1985 - You must keep in repair the structure and exterior of the property
including drains, gutters and external pipes. You are obliged to keep in repair and proper working order the
installations in the property for the supply of water, gas and electricity and for sanitation. You are required to keep
installations in the property for heating and water in good repair and proper working order.

Fire & Furnishings (Fire) (Safety) Regulations 1988 - You must ensure that all furniture and soft furnishing, including
garden and patio furniture, complies with the regulations. This will be checked during the Inventory and any furniture
that does not comply will have to be removed.

The Gas Safety (Installation & Use) Regulations 1998 - As mentioned above, you must ensure that any gas appliances or
installation pipe work in the property is maintained in a safe condition so as to prevent risk of injury to any person by
ensuring that all such appliances and pipe work are checked annually by an approved Gas Safe registered engineer and
a written record produced.

The Electrical Equipment (Safety) Regulations 1994 - You must ensure that electrical equipment is safe and will not
cause danger and that it satisfies the safety requirements of the 1994 Regulations by getting it checked by a qualified

Da ta Protection

Information supplied will be held on our computer system in accordance with the company’s notification under the
Data Protection Act 1998.


                                                                                                                            March 2012

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