Information For Landlords Levels of Service Offered
Let My Roof Ltd specialises in Residential Lettings and Property Management. As specialists we are fully focused on the priorities and needs of the Landlord; and unlike the regular estate agent, our loyalties and interests are with the services which we can offer you.
We understand that letting your property, especially for the first time can be a worrying experience and with this in mind our most important consideration is providing the Landlord with the best possible service and the right tenant(s) for your property. We never forget that the property is one of your most important assets and we can confidently assure you that by allowing Let My Roof Ltd to act as your Letting and Management Agent, your property will be in professional and caring hands.
Our fees are very competitive and may be subject to discounts depending on the level of Service required and the number of properties Let or Managed. Let My Roof Ltd is particularly committed to Landlords who have investment properties, where savings can be made also on the smallest and largest of portfolios. For further information on our charges for each service, please visit Landlord Fees.
Let My Roof Ltd prides itself in offering a personal and friendly Service, whilst at the same time maintaining a high standard of competence and professionalism.
Carefully Selected Quality Tenants
Drawn from a continually updated database, all prospective Tenants are thoroughly referenced and credit checked. In some cases we will also require a guarantor.
Out of Hours Service
For our initial meetings with you we will if necessary be pleased to visit your property outside usual office hours, at a time that is convenient to you. We can meet you at the property or even arrange a collection of keys and visit the property with the Landlords' permission of course. An advisor is also available on the telephone out of hours if necessary.
Insurance for Landlords
Let My Roof Ltd offers a range of competitively priced insurance products designed specially for Landlords, providing extra security and peace of mind through our affiliates FCC Paragon who are industry recognised. These include:
- Insurance and Warranty Services
- Rent Protection and Legal Expense Warranty
- Section 21 Legal Expense Warranty
- Household Insurance
In addition to our local Services, we are part of a UK-Wide Network of independent but associated Letting and Managing Agents, thus enabling us to offer an efficient national relocation service and are often able to assist both individual and corporate clients, from within the UK and abroad.
Outlined below are the two basic elements of our Service. However, we maintain a flexible attitude and are generally able to adapt our Service to meet our client's individual circumstances and needs; by providing a part only Service, or occasionally by taking on additional tasks and duties.
This is our inclusive Service, which provides for the marketing of the property and carrying out viewings, leading to the introduction and vetting of a prospective Tenant. This proving satisfactory, we will then go ahead and prepare the tenancy agreement and if required an inventory. The Tenant will then be checked in against the inventory.
During the tenancy we carry out periodic inspection visits. Should these bring to light any maintenance issues, we will (within the confines of our Management Agreement) recommend, oversee and account for any necessary repairs. Collecting and processing of rental payments is also part of the Service. These will be credited automatically to the Landlord's nominated bank account.
Towards the end of the tenancy, we will liaise with the Tenant and renew the tenancy agreement or arrange to check them out as applicable. This Service is suitable for those Landlords who are not residing locally, or would rather not deal with the Tenants directly, preferring all aspects to be handled by an Agent.
Tenant Find Only
Our Letting Only Services includes marketing of the property and carrying out viewings, leading to the introduction and vetting of a prospective Tenant. This proving satisfactory, we will then go ahead and prepare the tenancy agreement and if required an inventory.
Following this, the first month's rent and a security deposit will be collected. These will be credited to the Landlord less our agreed fee. Managing the tenancy, including the maintenance and rent collection will then be the responsibility of the Landlord.
Levels of Service Offered
This Service is also available if the Landlord would like us to find a suitable tenant, carry out referencing and collect the rent on their behalf; after which the appropriate funds less fees are credited to the nominated Landlords account. An inventory can also be prepared if requested.
Preparing the Property
Let My Roof Ltd knows that a good relationship with Tenants is the key to a smooth running tenancy. As Property Managers this relationship is in our best interest also. It is important that the Tenants should feel comfortable in their temporary home and that they are receiving value for their money. It follows therefore that a well maintained property in a good decorative order will go towards this, whilst also being able to achieve a higher rental figure. Tenants are also more inclined to treat such a property with greater respect.
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.
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 unsure about certain items, you can consult one of our advisors. Sometimes Landlord's prefer to Let their Property unfurnished as the Tenants would have their own furniture; this should also be considered as an option; however it this not so, we would advise the Landlord to remain flexible if the Tenant requires some furniture in such circumstances.
Personal items, ornaments etc.
Personal possessions, ornaments, pictures, books and items of sentimental value etc. should be removed from the rental property. Some items may be boxed, sealed and stored in the loft at the owner's risk. All cupboards and shelf space should be left clear for the Tenant's own use.
Gardens should be left neat, tidy and waste 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, you may wish to offer advice on how to maintain the outside space of the property, whether it be the front or back gardens and side or rear paths.
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.
Information for the Tenant
It is helpful if you leave information for the Tenant e.g. on operating the central heating and hot water systems, washing machine, alarm systems and other items that may need instructions on how to use or maintain. Also it would be useful to point out where the water/gas/electric meters (if applicable) are located and if they require special keys to access if in a cupboard. Days of refuse collection may also be useful to note and other relevant information related to the property i.e. allocated parking, if permits are required and where they are available from.
We advise that the Landlord should provide one set of keys for each Tenant. Where Let My Roof Ltd will manage the property, we will arrange to have duplicates cut as required and charge as necessary.
General Advice for Landlords
If your property is mortgaged, you should obtain your mortgagee's written consent to the letting out for the property. They may require additional clauses in the tenancy agreement of which you must inform Let My Roof Ltd.
If you are a leaseholder, you should check the terms of your lease, and obtain any necessary written consent before letting out your property.
Let My Roof Ltd operates a Know Your Client (KYC) policy and will require a valid photo ID of you and proof of address i.e. valid passport/drivers license and utility bill/bank statement within 3 months to date. As the Landlord, proof of the right to let the property in question may also be requested; this will be outlined in the Landlord/Agent agreement as a legally binding document.
You should ensure that you are suitably covered for letting under both your buildings and contents insurance. Failure to inform your insurers may invalidate your policies. Let My Roof Ltd can offer Landlords Legal Protection, Rent Guarantee Cover and Landlords Contents and Buildings Insurance if required through its affiliates FCC Paragon who are industry recognised.
Bills and Regular Outgoings
Let My Roof Ltd recommends that you arrange for regular outgoings e.g. service charges, maintenance contracts etc. to be paid by standing order or direct debit. However, where we are managing the property, by prior written agreement we may make payment of certain bills on your behalf, provided such bills are received in your name; and that sufficient funds are held to your credit.
Council Tax and Utility Accounts
Let My Roof Ltd will arrange for the transfer of Council Tax and utility accounts to the Tenant. Meter readings will be taken, allowing your closing gas and electricity accounts to be drawn up under the part/full management service. All these matters we will handle for you, however British Telecom will require instructions directly from both the Landlord and the Tenant.
When resident in the UK, it is entirely the Landlords responsibility to inform the Inland Revenue of rental income received and to pay any tax due. Where the Landlord is resident outside the UK during a tenancy, under rules effective from 6 April 1996, unless an exemption certificate is held, we as Landlord's Agent are obliged to retain and forward to the Inland Revenue on a quarterly basis, an amount equal to the basic rate of income tax from rental received, less certain expenses. An application form for exemption from such deductions is available from your local tax office and further information may be obtained from the Inland Revenue.
It is most important that an inventory of contents and schedule of condition be prepared in order to avoid misunderstanding or dispute at the end of a tenancy. Without such safeguards it will be impossible for the Landlord to prove any loss, damage or significant deterioration of the property or contents. In order to provide a complete Service, we will if required arrange for a member of staff to prepare an inventory and schedule of condition, at the cost quoted in our Agency Agreement.
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 to ensure the following measures have been complied by you as the Landlord. Therefore where we are managing we will need to ensure compliance from the Landlord.
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 (Gas Safety Registered / CORGI Approved). A valid Gas Safety Certificate is required on an annual basis; this can be arranged through Let My roof Ltd at the expense of the Landlord.
There is a duty to ensure that all gas appliances, flues and associated pipe work are maintained in a safe condition at all times.
Full records must be kept for at least 2 years of the inspections of each appliance and flue, of any defects found and of any remedial action taken.
Copies to Tenants
A copy of the safety certificate issued by the engineer must be given to each new tenant before their tenancy commences as this would eliminate any delay in the tenancy progressing.
Health and Safety - Electrical
Under the Electrical Equipment (Safety) Regulations 1994, and other regulations, electrical appliances and equipment provided in tenanted premises must be safe. It is therefore necessary to make a visual check to ensure that all electrical items, plugs and leads appear completely safe and undamaged, and remove or replace any faulty items. Further examinations or tests can be carried out at request on the Landlords' expense.
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, 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.
All properties built since June 1992 must have been fitted with mains powered smoke detector alarms from new. Since 1st October 2015 it is a legal obligation to have smoke alarms fitted also. It is generally considered that the common law 'duty of care' means that Landlord and their Agents could be liable should a fire cause injury or damage in a tenanted property where smoke alarms are not fitted. Let My Roof Ltd therefore strongly recommends that the Landlord fit at least one fire/smoke alarm on each floor (in the hall and landing areas). Where there are gas appliances; a Carbon Monoxide detector should also be installed.
Energy Performance Certificate (EPC)
Before marketing the property with Let My Roof Ltd, a valid Energy Performance Certificate (EPC) is required. Once obtained, we can go ahead and market your property and provide tenant(s) for you. You can obtain an EPC from Let My Roof Ltd as we work with one of the largest industry recognised providers LMS.
We hope that the general points covered in this guide will be of some assistance to you. If there are any aspects of which you are unsure, please consult one of our advisors. Alternatively we can visit you at the property to discuss your individual requirements.