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accommodation ltd
townsend
accommodation agency
Hello ! Before we get into the detail of our letting and management service we'd like you to get to know us a bit. That's not because we're unduly proud of ourselves, although the growth of our business demonstrates that landlords appreciate our friendly efficiency. Unlike some, for whom property management is a side line or just another one of their many activities, for us careful management of property is our speciality! We'd like to include your property in our care. We realise that, in the past, property rental was fraught with dangers. Rent controls, Protected Tenancies, difficult tenants, etc., made renting property rather unattractive. However, the Housing Act of 1988 has made significant changes. Now you can let a property with the assurance that you can get it back. Reasonable rents are unlikely to be challenged and, if you allow us to find your tenants, the vetting we carry out minimises the likelihood of a bad tenant. You can take all the advantages of receiving regular rent from your property. We will do the practical work and see to all the administration and care. We will also act for you with the tenant during the tenancy, ensuring that the pleasure of rents received is not spoiled by the routine needs of even the best of properties! You can have the assurance that your property is being well looked after. Full details of what we would like to do for you are in the following pages.
Visit property.
Full Management
Visit your property, agree rental value.
Collect rent.
Arrange repairs
FULL MANAGEMENT
Most of our clients are letting a property or properties for convenience/ income or both. They are looking for a 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.
LETTING
VISIT AND AGREE RENTAL VALUE. We like to visit your property to take details of the accommodation and agree a rental valuation. Rents should include ground rents or service charges. We answer any questions you may have. FIND TENANT, ACCOMPANY VIEWINGS, CHECK REFERENCES. To find your tenant we check our "Tenants Waiting" list and use advertising. We meet prospective tenants at the property to get to know them. Interested tenants are given an application form. When completed, details of their move-in are agreed with you. We obtain names of referees and use the services of an independent, professional property manager's referencing agency. If the agency gives a report that is less than the best we require the tenant to give a guarantor - who must also be approved by our agency. We do all that can be done to ensure that properties in our care are not let to unsuitable applicants. NOTICES, AGREEMENTS AND INVENTORIES. We arrange an Inventory/Schedule of Condition. We issue the notices and agreements required, ensuring the notices are receipted by the tenant to safeguard your rights. We sign the agreement on your behalf. MOVE TENANT IN, COLLECT RENT AND DEPOSIT, READ METERS. On the day of the tenant's move-in we meet the tenant at the property and read the meters. The tenant signs both the Agreement and Inventory/Schedule of Condition. We give them a property information sheet, covering important facts about the property, together with their keys. We collect the deposit, usually one month's rent, and the first rent payment. TRANSFER DOMESTIC SERVICE AND COUNCIL TAX ACCOUNTS. After the tenant has moved in we confirm to you that all went satisfactorily. We notify the Gas and Electricity boards and the Council of the new tenant' s details, whilst arranging final accounts for the last occupant. We pass copies of the Agreement and Inventory/Schedule of Condition to you.
REPAIRS AND MAINTENANCE. We can deal with all running repairs. sometimes at no cost. We investigate larger repair needs. obtain estimates and seek your approval. We check work is completed. We ensure the work on routine maintenance contracts is carried out. We can use your contractors or ours. PROPERTY VISITS. We visit each property in our care bimonthly and draw up a report. Maintenance and repair needs are shown in a full written report sent to you. We advise tenants where greater care is needed. A query from the tenant will often result in an additional visit between the routine ones. QUERIES, COMPLAINTS AND ADVICE. We deal with all the day to day questions of your tenant. We can involve you as much or as little as you wish.
"CARE FREE" GENERAL MANAGEMENT. We relieve you of the payment of property related bills. We obtain estimates for larger work, deal with contractors and oversee regular maintenance contracts. We guide you over legal issues and oversee notices when the tenant is due to move out. We would attend any Rent Assessment Committee on your behalf. Under separate contract we can arrange, and report progress on, major work. TENANCY ENDING. We seek your instruction to draw up a new agreement if the tenant is to remain. If the tenant is leaving we serve legal notice at the right time. If we are to find a new tenant we start the process now. TENANT MOVE OUT. We meet the tenant at the property. Check the meter readings and any fuel left and arrange for final accounts to be sent on to the tenant. Collect the keys, check that the property is secure and that the fridge and freezer doors are open. We remind the tenant to cancel the telephone. We check the inventory and agree any dilapidation figure between you and the tenant. When we receive receipted Gas and Electric bills we send you any dilapidation money and refund the balance to the tenant. PREPARE FOR RE-LET. Immediately after your tenant has moved out preparation for your new tenant's occupation takes place. Our Property Cleaning Service, charged separately, is available if required.
right to occupy for a specified time and "assures" the landlord that the tenant is obliged to leave at the end of the term if given notice to do so. You must give at least two months' notice and the tenant must give you at least one month' s notice. WHAT SHOULD BE LEFT IN THE PROPERTY? Property let furnished should have all the basic essentials for living including things like vacuum cleaners, irons, etc.. Washing machines are optional and, whilst a wider range of fitments makes a more attractive home to let, it's worth remembering that repair or replacement is your responsibility and obligatory during the tenancy. A television aerial and washing machine plumbing are most helpful. DO NOT leave valuable, much loved heirlooms or special ornaments. Beds should be clean and mattresses covered with a fitted plastic cover. Linen is provided by the tenant. IT IS VERY MUCH TO YOUR ADVANTAGE TO BE FLEXIBLE. A prospective tenant with their own bed may be put off if they have to find a place to store yours! At the same time if a tenant wants something that is not provided it is worth considering providing it. Unfurnished property will usually need at least carpets and curtains. IS IT BETTER TO LET FURNISHED OR UNFURNISHED? There is no longer any legal advantage to the landlord in letting furnished. An unfurnished property is easier to let than furnished and just as easy to repossess. If you have somewhere to take your furniture it makes sense to take it and save the wear and tear. On the other hand if you would have to pay to store your furniture you might prefer to leave it in the property and use some of the money you would have used for storage to buy replacement furniture. WHAT IF I WANT TO SELL THE PROPERTY? This is best done at a time when the property is empty (although the process could start near the end of a tenancy). We are able to arrange all aspects of the sale for you under a separate contract. We can arrange for the sale or storage of furniture, cleaning of the property, estate agent viewing, legal conveyancing, repairs and generally acting on your behalf. Please ask for details. WHAT INSURANCE COVER DO I NEED DURING THE LETTING ? You are responsible for insuring everything that is yours. Buildings insurance must be maintained. You must insure whatever you leave in the way of contents (this should include carpets, curtains, wall lights, etc.). It is advisable to include Accidental Damage cover. Our contents and building policies usually include landlord's liability cover.
You may also insure against loss of rent and the legal costs that might be involved in repossession. Should your insurer be unwilling to provide cover for you we can arrange it using policies specifically designed for landlords. Tenants are responsible for insuring their own possessIons. WILL MY PROPERTY MEET ALL LEGAL STANDARDS REQUIRED? Probably, although some adjustments may need to be made. Fire regulations require that furnishings should be fire resistant (compliant to the 1988 Fire Regulations). There are Gas and Electricity regulations too, but they are not often a problem. Townsends will advise you of all current regulations. WHAT HAPPENS TO MY PROPERTY WHEN IT IS UNOCCUPIED ? If the property is unoccupied prior to a letting we shall be making visits with prospective tenants and therefore have some oversight of it although we cannot accept any responsibility unless we are instructed under our Property Care service. If at the end of the tenancy the property is not to be re-let we can offer our Property Care service.
KEYS We need two full sets of keys for your property, including internal and external doors and other locks in use. One set is given to the tenant and one is retained in the office. We also need, for the tenant, a further set of all keys necessary to access the property by the main door. If you do not have sufficient keys we can get extra keys cut for you. Keys are not released to the tenant until move-in. PROPERTY PRESENTATION The decoration and cleanliness of the property is a major factor in finding a tenant quickly and obtaining a good rent. Whilst appearance will not preclude the eventual letting of shabby property, for the sake of our own good name, we prefer not to handle property in poor condition. If the tenants feel that you look after the property, they are more likely to copy you. We recommend Magnolia walls and White ceilings (emulsion) if you are contemplating any decoration. Most properties need decorative attention every 3 - 5 years. Properties should be clean, tidy and sound in decoration and structure. If you wish we can arrange for a cleaner to prepare the property before your tenant moves in. Any known repairs should be done before letting. We shall then expect the tenant to leave the property clean and tidy or pay for it to be cleaned. FURNITURE AND FIRE REGULATIONS In most cases furniture you leave in a rented property will have to be compliant with the Furniture and Furnishing (Fire) (Safety) Regulations 1988. This lays down minimum standards of fire resistance for furniture and most soft furnished items (eg: headboards for beds, upholstered chairs). Carpets and curtains are not included. The regulations are quite complex and specific advice can be given on your own situation. Mattresses are not required to carry labels and therefore the only way to be sure is to know the date of manufacture. GARDEN Like the property itself, the garden should be left in a clean and tidy condition with the lawn cut and the beds weeded. However, since people vary more widely in the garden interest than their home interest you should not expect too much. Basic garden implements must be provided with furnished property but if the garden is special to you it might be wiser to get a gardener. The grounds and drive should be left free of rubbish etc. If time prevents you from completing this task we can arrange for its completion using one of our established contractors. INVENTORY TAKING For your peace of mind and the peace of mind of your tenant, there must be confidence in the inventory. It is against this record that damage or loss is judged at the end of the tenancy. It is important that the property is ready to let before trying
to complete the inventory that is after it has been prepared and after you have removed all your belongings and left the property ready for the tenant. This usually means that 2-3 days will be required between your departure and the date a tenant wishes to move in to all time for preparation and typing of the inventory. Please note it is almost impossible to inventory gardens and so these will only be covered briefly. Landlords should be aware that the law requires a tenant to be allowed fair wear and tear on the property. This means that there will inevitably be marks on paintwork and walls etc. after a letting. Items missing or damaged beyond repair will be assessed on the basis of new value divided by the anticipated life span, less the percentage proportionate to their age. SERVICING All gas appliances need to be serviced annually during letting and we would normally arrange this for you. The service engineer will provide us with a Landlords Safety Certificate, as required by law. We will need details of the last service and a copy of the Landlords Safety Certificate for our records. If you do not have proof of a service within the last 12 months or a Landlords Safety Certificate, this will need to be arranged. We can easily put you in touch with an engineer who is qualified to carry this out. If you have a solid fuel boiler or open grate, the chimney should be swept. ELECTRICAL INSTALLATION Since a landlord is responsible for upkeep and maintenance of electrical appliances supplied, and for the installation itself, it is necessary to have these inspected periodically. This is best done by an approved contractor. This helps to protect a landlord, in the event of an accident or fire, by showing due care has been taken to protect the tenant from dangerous appliances and installation. APPLIANCE INSTRUCTIONS These should be left in a wallet or envelope for us to give to the tenant. Information about the operation or maintenance of appliances is essential if the tenant is to use, and look after things that you leave. This and any other useful or helpful information should also be left in a drawer or other place notified to us. GUARANTEES You should leave any guarantees or maintenance contracts that apply to equipment or furnishing etc. so that we can act on your behalf in case of malfunction.
SMOKE DETECTORS Must be fitted on property we offer. We will arrange to get them fitted if they are not present. In an ordinary house there needs to be one on each floor, mounted flat on a ceiling surface. We will then check them during our visits and renew batteries annually. FUEL Some properties may use oil, bottled gas, logs or other unmetered fuel. We assess the amount taken over by the tenant and left at the end of the tenancy. The tenant is then charged or paid for the difference. SEPTIC TANKS If your property has a septic tank you probably know how often it needs emptying and have a contract for the work. During the tenancy you remain liable for paying the contractor to see that this is done. We need to know details of the contractor and the likely frequency of emptying for our records. INSULATION Your property should be insulated against cold weather. Lagging or other protection of pipes is essential. Tenants will not be aware of frost weak spots and be able to take the action you might. Our normal policy is to leave properties with all appliances turned off and without draining the system down. If you require any other specific action carried out, please ensure that you let us know in writing and that we acknowledge receipt of such instructions. PERSONAL MAIL
TAX POINTS The Inland Revenue allow 10% for dilapidation on furnished lettings. Additional items claimable against income include all agents fees (including VAT), maintenance costs, insurance costs, water rates, the cost of phone calls and letters, and at least part of the cost of any fares incurred for an essential visit to the property. Basically most expenses of letting the property may be claimed. It should be noted that maintenance is allowable, but not improvements. Mortgage interest payments can be claimed against rental income. Landlords living abroad will require an accountant and need to apply, in person, to the Inland Revenue for an Exemption Certificate (we can provide the necessary application form on request). This certificate is required by all overseas personnel including Armed Forces and Diplomatic Corps. Please ask us for an application form if you are going abroad now or at any later date. PROPERTY OUTGOINGS During the letting period you remain liable for payment of any ground rent, maintenance, service charge, hire purchase or similar contracts for goods or services provided at the property. The rent agreed must allow for this. RESTRICTIVE COVENANTS If your property is leasehold rather than freehold we suggest you contact your solicitor to get his assurance that there is no restriction on your sub-letting. We must be informed of any restrictive covenants that might affect the tenant or letting of the property. PROPERTY CARE SERVICE
It is important to arrange for your mail to be redirected by the sorting office. They do this for varying lengths of time ate varying charges. In the first few days we send the mail on to you. We are sure you would not expect the tenant, or us, to offer this service continually. TELEPHONE BT does not accept instructions from us. You must contact them (dial 150) to terminate your contract. The tenant must contact them to start a new one. If both of you contact BT there is no charge for the change of account details. The same applies when the tenancy ends. To protect your number you need to notify BT at the beginning of a letting and they will issue a new number to the tenant for the duration of their stay. This will ensure availability of your number at the end of the tenancy.
Our service to you does not cover periods when the property is vacant. If you wish we can arrange to provide a Property Care service when a property is vacant. We can arrange to visit properties (usually a requirement of insurance companies) as well as arrange or oversee any repairs. The charge for this service will depend on how much you require us to do. A basic once a month visit is currently 20.00 per month. Repairs and renewals are charged at 10% of the invoice value (minimum 5)
Instruction to Let
Landlord Details: Salutation: Full Name: Address 1: Address 2: Address 3: Post Code: Tel No: Mobile: Email: Work: Fax: P/Contact: Details of bank account into which rentals are to be paid: Bank Name: Acc Name: Sort Code: Acc No:
Property Details: Address 1: Address 2: Address 3: Post Code: Heating: Type: M/Model: White Goods: Appliance 1: Type: Appliance 2: Type: Appliance 3: Type: Appliance 4: Type: Appliance 5: Type: Tax Band: Tel No: Furniture:
Please use the spaces below to state if white goods are "Under Warranty" or "No Warranty"
Please provide copies of any warranties Utilities: Service: Water: Gas: Electric: Oil: Water Location: Gas Location: Electric Location: Oil Location: Supplier: Type(metered/rates/key/card):
Other Information: Does the property have a current Energy Performance certificate? (please provide a copy) If no, would you like us to arrange one for you? (100+Vat) Does the property have a current Gas safety Certificate? (please provide a copy) If no, would you like us to arrange one for you? Does the property have a current Periodical Electrical Test? (please provide a copy) If no, would you like us to arrange one for you? Does the property have smoke alarms? Which type? Is the property mortgaged? Do you have permission to let the property? If you wish to limit pets, what types are acceptable? If you wish to limit children, what ages are acceptable?
If you wish to limit Students, Smokers or Sharers which are not acceptable?
When is the property available from: Would this be extendable? Is Townsend Accommodation the only agent instructed? Signature: Date:
to:
By signing this Instruction to Let, you agree to our Terms & Conditions. Details of which can be found at www.townsend-accommodation.co.uk or upon request
Additional Comments: