Sheldon Gentry offer varying levels of service when is comes to letting your property. We can provide a basic Let only service to a Full Management service and all that falls in between. We have tried to give you an insight into the letting process however it is only a rough guide, therefore we would be happy to answer any questions or queries you may have.
Sheldon Gentry understand that letting can be a very good investment which is why it is so important to protect your property. Sheldon Gentry will do all we can to make the letting process as smooth as possible. Sheldon Gentry will work along side two very experienced ladies who have almost 30 years in the lettings and property management industry.
VISIT AND AGREE RENTAL VALUE
We would like to visit your property to take details of the accommodation and advise you of a current market rental valuation. Rents should include ground rents or service charges but exclude council tax and any other relevant utilities.
FIND TENANT, VIEWINGS AND REFERENCES
To find your tenant we will take internal and external digital photographs and immediately upload them onto our website with a description of the property. We will check our 'tenant's waiting list', use advertising and ‘Available’ boards if required and place details. Accompanied viewings are arranged or if you prefer arranged with you should you wish to meet the potential tenant. Each interested tenant over the age of 18 is then given a credit referencing application form to complete, in order that we can then make the necessary financial checks to vet the suitability of the tenant. In some cases we will ask for a guarantor, who we will also be credit checked in the same way.
NOTICES AND AGREEMENTS
We will prepare an Assured Shorthold Tenancy Agreement (AST) and all legal notices. Normally an AST is for a minimum period of six months.
INVENTORY AND SCHEDULE OF CONDITION
An Inventory is a key element in the letting process, a legally binding document that provides an accurate written record of the condition and contents of a property at the beginning of a tenancy. In order to be effective, it must be accurate and unbiased, detailing any defects. Whilst some descriptions may appear uncomplimentary in the Landlords eyes, it is vital that any comments are fair, noting for example any grubby marks on the walls.
With effect from 6th April 2007 new legislation, designed to protect tenants, has come into force regarding Tenancy Deposit Protections Schemes. It is hoped that the schemes will put an end to unfairly withheld deposits.
Sheldon Gentry will be happy to prepare an Inventory for you (please ask for our schedule of fees). This will detail room by room the interior condition and decorative order, any fixtures and fittings such as doors, windows, curtains, carpets, etc. When noting furniture we would normally exclude any expendable items, such as pot plants. Gardens are described in layman's terms only as we are not expert horticulturists.
We recommend that a property is cleaned to a professional standard for the start of a tenancy which then sets the standard for its upkeep. If for example the carpets are grubby when a tenant moves in then they cannot be charged for cleaning them when they vacate. Landlords should retain any receipts as evidence.
Sheldon Gentry can carry out a Check-In on your behalf (at an additional cost for services other than full management). If you already have an adequate Inventory prepared by a third party then we may be able to use this for a Check-In. However, if there have been significant changes to the property since the inventory was last used it is likely that a new inventory or significant update will be required. It should also be noted that we will be unable to pass comment on any alterations or additions that may have been made after the Check In, unless we are instructed to revisit the property in order to examine these changes at the time they were made and a signed and agreed addendum is added to the Inventory.
At the end of the tenancy a Check Out inspection is necessary, using the inventory updated with any relevant comments from the Check In. Sheldon Gentry can attend to this on your behalf, producing a report noting any differences and indicating whether these changes are to be charged to the Tenant, is maintenance for which the Landlord is liable or is just down to fair, wear and tear.
MOVE TENANT IN AND RENT COLLECTION
We will co-ordinate with both Landlord and Tenant as to a suitable date for the tenants to take up occupation. We will arrange for the Tenancy Agreement to be signed and for the first months rent and deposit to be collected. A standing order will be set up for all future rents to be paid on the 1st of each month, if managed by us. At the check-in, an Inventory and Schedule of Condition will be checked with the tenants, keys will be given and the tenant asked to sign for them. Meter readings will be taken if we fully manage the property and all utility companies informed accordingly of the new occupant. Should you decide to managed the property yourself then the tenant will then contact the landlord direct for all maintenance issues and it will be the landlords responsibility to deal with all day to day issues.
LET ONLY
This service includes the above however the Landlord will carry out his own check in arrange collection of rent, arrange and pay for repairs and serve notice at the end of the tenancy. We can of course carry out the check-in/out for you and serve the required notices, for an additional charge.
RENT COLLECTION
Tenants are normally regular payers however our computerised systems monitor rents when due. Any non payment, for any reason, is quickly obvious and rigorously pursued. Any difficulties receive personal attention.
FULL MANAGEMENT
Most of our clients are letting property or properties for convenience, investment or both. They are looking for proper financial reward without the worry of close involvement. At the same time they want to be assured that they have not lost control of their property. This 'Full Management' service offered is designed to meet these objectives in every detail.
SAFE REMITTANCE
Rents, less commission, are paid safely via 'Bankers Automated Clearing System' (BACS). We instruct our bank electronically. They transfer the amount to your account as cleared funds so the money is immediately useable this can take up to 3 days from leaving our bank account. BACS will mean there are no lost cheques, postal problems or visits to the bank.
CLEAR RECORDS
Our monthly statements keep you fully informed, detailing rent due and collected from your tenant. It shows your income and expenditure along with the amount sent to your bank. We can also send you end of year tax summaries upon request or previous statements.
SECURITY
Tenants found by us have passed the necessary credit and financial checks. Doubtful applicants are readily rejected. However situations can so easily change so in this case we can also offer comprehensive insurance for landlords to cover against lost of rental income and also legal expenses – please enquire for further details.
REPAIRS AND MAINTENANCE FOR FULLY MANAGED PROPERTIES
We will deal with the day to day running repairs (if any). We investigate larger repair needs, obtain estimates and seek your approval before any works are carried out. We will also check work is completed. We ensure the work on routine maintenance contracts is carried out. We will arrange for annual gas checks to be carried out by a 'Corgi Registered Plumber'. An annual gas safety certificate is a legal requirement. 24 hour contact is essential whether it is for water leaks or simply a tenant being locked out of the property. Tenants are issued with a Section 48 notice giving them details of what to do and who to call in an emergency during out of office hours.
PROPERTY VISITS FOR FULLY MANAGED PROPERTIES
We visit each property that we are managing fully every 3 months, not just to check that tenants are treating your property respectfully but for signs of wear and tear that may need addressing. Overflow pipes running to the outside is a common cause of problems that sometimes are not reported by tenants. This not just a waste of water but causes damp.
TENANT MOVE OUT
When we fully manage the property we will meet the tenants at the property. We will then take all the meter readings including gas, electricity and water and collect the keys. We check the Inventory and Schedule of Condition with the tenant and then report to you on any dilapidations. On some occasions there may be a dispute on the final figure for dilapidations and if a figure can not be agreed then the file will be passed to The Deposit Protection Service for them to deal with and agree to remedy any dilapidations found.
ENERGY PERFORMANCE CERTIFICATES
With effect from 1st October 2008 Landlords will be obliged to provide an EPC to prospective tenants, so if you are letting for the first time or your property is coming up for re-let then action will be required soon.
The Energy Performance Certificate (EPC) gives tenants information on the energy efficiency of their property. It gives the building a standard energy and carbon emission efficiency grade from "A" to "G", where is "A" is the best and with the average to date being "D/E".
The same criteria and calculations will be used for all houses, in order that direct comparisons can be made between properties. They will include a recommendation report which will list the potential rating that the house could achieve if changes are made.
As these certificates will be valid for a period of ten years, it is of course advisable to make any improvements prior to the assessment being carried out. For example, fitting loft insulation, installing double glazing and something as simple as changing to energy efficient light bulbs can all improve your rating.
The EPC's can only be produced following a survey by an accredited Domestic Energy Assessor, the average cost will be approximately £100.00.
SAFETY OF GOODS IN RENTED ACCOMMODATION
What does the law require?
In general terms, the law requires that goods are safe when they are supplied. This includes any goods supplied as part of a tenancy agreement, or in rented accommodation. Special safety rules apply to certain types of goods, and some of the main ones are detailed below. The supply of goods can occur when the tenancy agreement is made, and/or when the tenant moves into the property, and/or when goods are newly supplied or installed for an existing tenant.
The following details are intended only as a guide for Landlords and should in no way represent a detailed version of the complete Regulations:
The Gas Safety (Installation and Use) Regulations 1998
There are requirements relating to the installation and use of gas appliances. These are enforced by the Health and Safety Executive (HSE). Landlords must ensure that gas appliances, including LPG cabinet heaters, are checked for safety, including, where relevant, checks on the effectiveness of the flue, the ventilation, gas operating pressure and gas tightness. These checks should be carried out at least every 12 months, and records kept of the test dates, defects and remedial action taken. They must also make this information available to their Letting Agents, tenants and prospective tenants, and keep records for two years. The Gas Safety Certificate must be in place prior to a tenant taking up occupation. We can arrange this on your behalf.
You should be aware that only businesses registered with CORGI (Council for the Registration of Gas Installers) are permitted to carry out installation and maintenance of gas appliances.
The Furniture and Furnishings (Fire) (Safety) Regulations (Amendment) 1993
Upholstered furniture included in residential lettings must comply with the Furniture and Furnishings (Fire) (Safety) Regulations which were amended in 1993. These Regulations impose the same stringent standards as apply to new and second-hand furniture in the shops.
The Regulations apply to the following:
- All types of upholstered seating. This includes chairs, settees, padded stools, pouffes, sofa beds, and padded headboards.
- Garden furniture suitable for indoor use.
- Mattresses and padded bed bases.
- Scatter cushions, pillows.
Sheldon Gentry would be delighted to discuss any aspects to do with lettings with you and look forward to dealing with you.
For further information on being a landlord or a tenant email lettings@sheldongentry.com or call 01420 540259
