GUIDE TO LANDLORD SERVICES, LETTINGS & PROPERTY MANAGEMENT

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1 GUIDE TO LANDLORD SERVICES, LETTINGS & PROPERTY MANAGEMENT

2 GUIDE TO LANDLORD SERVICES Penny & Sinclair is the natural choice for landlords: professional, experienced and extremely flexible. We would love the opportunity to discuss how we can help you maximise your property s potential. Wendy Sinclair, Director of Lettings

3 The Natural Choice PENNY & SINCLAIR are an independent residential sales and lettings agency with an extensive portfolio of City and Country properties in Oxfordshire, marketed by our three offices in Summertown, the City and Burford. Our services include long and short-term lettings and property management. Our focus is on providing a friendly, professional service with specialist expertise. As a truly independent property agency, our advice is totally impartial and we have the flexibility to deliver a bespoke service, tailored to your individual requirements. We will exceed your expectations and achieve this by taking a hands-on approach. Aside from the ongoing property management obligations, there is a great deal to consider when letting your property: everything from legal and financial matters to ongoing repairs and maintenance. Our dedicated team will guide you through every step of the lettings journey. We advise on your property s potential, preparing it for the market and how to comply with all the legal requirements. We are renowned for letting some of the finest properties in Oxfordshire and we work hard to achieve a high occupancy rate all year round from quality tenants. Unlike many other agents, we also have an in-house Property Management team and an Accounts team who are on hand to assist with any queries which may arise. Whether you are letting your property for the first time or are an experienced landlord, you are in safe hands with Penny & Sinclair.

4 The Highest Level of Service AS AN INDEPENDENT company, we pride ourselves on our flexibility. We offer two main letting services, which can be tailored to meet each individual landlord s needs. We are fully committed to finding the most suitable tenant for your property, whichever service you choose. Full Management Managing a property can be a full-time job. Our dedicated Property Management team, based in the City office, gives you the assurance that your property is in highly capable hands, is well maintained and continually monitored with regular visits. The team s experience and knowledge also means we can keep your costs to a minimum, bringing in contractors only when necessary. We provide a 24-hour emergency call-out service for tenants and handle all their enquiries. We ensure that all safety checks are carried out and the property complies with any new legislation. At the start and end of each tenancy, we arrange for an independent inventory to be prepared and checked. Tenants are given a comprehensive welcome pack on arrival. We take meter readings and notify utility companies, at both check in and check out. In addition, we are available to oversee and project manage all types of work with trusted contractors from basic repairs and maintenance to total refurbishment and new-build projects. We also offer a furnishing service. Rent Collection This service includes marketing the property, accompanied viewings and all the pre-tenancy paperwork such as tenant referencing, drawing up of the tenancy agreement and registering the deposit. The landlord is responsible for preparing the property and will be the point of contact for the tenant throughout the tenancy from the time of check in. 6

5 GUIDE TO LANDLORD SERVICES Our Services at a Glance RENT COLLECTION FULL MANAGEMENT Market appraisal by an experienced Lettings Manager to discuss rental level, advice on all legal aspects and marketing Marketing in local newspapers Same day listing on the best national property portals and our own website Property match with registered applicants All viewings accompanied by a member of staff Negotiation on all terms of the tenancy and seeking approval of landlord Full referencing and credit check of tenant Arrangement of all necessary certificates Preparation of tenancy agreement Arrangement of a comprehensive inventory and schedule of condition Holding of tenants deposit under the Tenancy Deposit Scheme Rent collection and forwarding of balance to your account Monthly rent statement Re-marketing at least 2 months prior to end of tenancy Check in with tenant at property Reading of meters and transfer of all utilities into tenants names Periodic management visits with written/ ed reports Organisation of maintenance work using trusted contractors 24-hour tenants emergency phone line Comprehensive end of tenancy check out Negotiation of deposit return and dilapidations

6 48 We are renowned for letting some of the finest properties in Oxfordshire.

7 GUIDE TO LANDLORD SERVICES We ll Guide You All the Way AS YOUR AGENT, we know how important it is to ensure landlords are regularly updated, whether it be about the progress of finding new tenants or advising on how the property is being looked after throughout the tenancy. We understand that rental properties are a big investment and keeping you informed will give you peace of mind that you are working with experienced, knowledgeable and qualified professionals. Legislation The law in the property industry is constantly being updated, in particular relating to the lettings sector. As well as being members of the Association of Residential Letting Agents (ARLA), Penny & Sinclair have immediate access to expert legal advice from solicitors who specialise in lettings and property law. We constantly monitor new legislation and ensure that our procedures comply with the latest regulations. We advise on all legal aspects of letting and ensure everything is in place to keep you protected. Safety Regulations Electrical Safety Certificates. As a landlord you have a legal duty to ensure all electrical appliances and wiring are safe. Obtaining certificates is not a legal requirement, however we strongly recommend this as, in the event of a tenant suffering injury or being put at risk because of faulty electrics, the landlord becomes liable. Furniture and Furnishings (Fire Safety) Regulations. These regulations apply to soft furnishings made after Landlords are obliged to ensure that all furnishings comply with them by law. Landlord Gas Safety Record. A compulsory test on each gas appliance must be carried out every year by a Gas Safe registered engineer and a record issued to both landlord/ agent and tenant. Smoke Detectors. Properties built after June 1992 must have mains interlinked smoke detectors on each floor. Although older properties do not fall under these regulations, we recommend a fully operational battery operated detector on each floor. Oil and Solid Fuel. Although there is no specific legislation applying to oil and solid fuel, we recommend that appliances are serviced regularly to ensure their safety. Energy Performance Certificate (EPC). This is a certificate issued by a registered assessor which gives information on the energy efficiency and carbon emissions of the building. It gives an overall rating from A to G, which must, by law, be included in any sales or letting details at commencement of marketing. The EPC is valid for up to 10 years. Leasehold Properties If your property is leasehold, we require written confirmation from the freeholder (or managing agent) that your property can be let. We also require a copy of the head lease, which is given to the tenant to ensure that they comply with the leasehold regulations that govern the building.

8 Mortgage Lender Permission If you have a mortgage on a property that you intend to let, we will require confirmation that their permission has been given and any restrictions which apply. Landlord Insurance It is necessary for all landlords to retain full buildings and contents insurance, even for an unfurnished property. There are many companies which now offer policies specifically designed for rental properties. It is important to check with your current provider whether you are fully covered, as many standard home owner policies do not cover rental properties. Taxation On Rental Income If you reside in the UK, it is your responsibility to inform HM Revenue & Customs (HMRC) of any rental income. You can offset various costs and expenses associated with the running of your property, so it is advisable to consult an accountant who will be able to offer professional advice. If you reside outside the UK for 6 months or more, you must still pay UK tax on any profits you receive, as you will be classed as a non-resident landlord. You are required to register your status with HMRC. Until HMRC confirm that an overseas landlord is registered with them, we as agents are obliged by law to deduct basic rate of tax from the rent and send it to HMRC. You can apply to pay the tax yourself by completing a NRL1 form (NRL2 for companies and NRL3 for trusts). More information is available at gov.uk/tax-uk-income-live-abroad.

9 GUIDE TO LANDLORD SERVICES We have immediate access to expert legal advice from lettings and property law specialists Tenancy Deposit Scheme All deposits taken as part of an Assured Shorthold Tenancy agreement must be registered and held with a government approved scheme. We use the Tenancy Deposit Scheme and will register the deposit on your behalf. Tenancy Referencing We carefully qualify our applicants prior to arranging a viewing. Once an application has been made and agreed upon in principle by you, full referencing is carried out by a specialist independent company. The process includes an employer reference (stating salary, position and length of employment), previous landlord reference (if applicable) and a full credit check. Tenancy Agreement A tenancy agreement is a legally binding contract between the landlord and tenant that protects both parties throughout the tenancy. It outlines the rights and obligations of each party under current legislation. Inventory An inventory is a legal document which is an essential part of the lettings process and protects both the landlord and tenant. An accurate and impartial inventory will show if any damage has taken place to property or contents, before deposits are returned to the tenant at the end of the tenancy.

10 You re in Very Safe Hands Penny & Sinclair are members of the Association of Residential Letting Agents (ARLA) under the National Federation of Property Professionals (NFOPP). We have ARLA qualified staff in each office, and all members of our Letting and Property Management team attend ARLA training courses on a regular basis to refresh and update their knowledge. Introducing our Directors James Penny Director Wendy Sinclair MARLA Director Oliver Hope Director Fergus Mitchell Director James has led a long and distinguished career as an estate agent in Oxford. He brings 23 years of estate agency experience to Penny & Sinclair, having founded the firm with Wendy Sinclair in May James oversees the firm s operations and ensures that exceptional customer service remains the hallmark of its reputation. Wendy is a co-founder of Penny & Sinclair and established its lettings department. She has an entrepreneurial background, having run her own highly successful business based in France for over 25 years. She is multi-lingual, a unique benefit to many overseas clients and has an in-depth knowledge of the UK lettings market, covering all aspects of the business, including holiday and short lets. With over 20 years estate agency experience in Oxford, Oliver has an unparalleled understanding of the Oxford market and heads up Penny & Sinclair s City office. Oliver has built a strong reputation in the Oxford residential market for his educated, realistic and accurate advice. Fergus has lived and worked in and around Burford for many years and has an in-depth knowledge of the Oxfordshire Cotswolds property market. He is a Director of the Burford office, which offers property advice on sales, lettings, short & holiday lets.

11 GUIDE TO LANDLORD SERVICES Introducing our Lettings and Property Management Team Lucy Lawton Smith ARLA Lettings Manager Victoria Chesterton ARLA Lettings Manager Sophie Lee ARLA Lettings Manager Sammie Steepe ARLA Short Let Specialist Verity Smith Lettings Negotiator Helen Lidgard Lettings Negotiator Lucy joined our Summertown Lettings team in 2012 as a highly experienced lettings manager and has many years experience in both residential and corporate lettings. Victoria joined our Lettings team in 2011 with eight years experience in Oxford and a substantial knowledge of landlords priorities and obligations. Sophie has a warm, wellinformed and experienced approach, having worked in the London lettings market for 14 years in corporate and independent firms. She lives in the Cotswolds and is based in the Burford Office. Sammie gained a degree in Real Estate before beginning a career in the lettings market. She has worked with us since we were founded in 2009 and now runs our Short Let team. Verity is a key member of the Summertown Lettings team. She has a friendly, pragmatic and enthusiastic approach and provides excellent customer service to all our landlords and tenants. Helen is a Durham University graduate and joined our established Lettings team in 2012; she is based in our City office and plays a key role in the day-to-day operation of the team. Emma Johnson Lettings Negotiator Nevada Hyatt Lettings Negotiator Zoe Gawthorne Lettings Administrator Charlie Mander ARLA Property Manager Clare Fleet ARLA Property Manager Vanessa Vaghetti Short Lets Emma knows the Oxfordshire Cotswolds market inside out. She manages day-to-day marketing, client relationships and the Short Lets portfolio in the Burford office. Nevada has many years Lettings experience and is our HMO specialist. She is highly experienced in advising on local HMO requirements and legislation in addition to her skills as a Lettings Negotiator. Zoe has the very responsible job of ensuring all our legal documents, credit checks, deposit procedures and general administration is well documented. Once a tenancy has been agreed, she deals with all paperwork quickly and efficiently. Charlie joined Penny and Sinclair in 2013 with several years experience. Alongside Clare, Charlie looks after our Fully Managed Property portfolio and is the point of contact for both landlords and tenants during their tenancy. Clare has a degree in Real Estate Management and has many years practical knowledge gained from working in the industry. She works alongside Charlie to ensure the smooth running of the Property Management Department. Vanessa works with Sammie in our Short Let department, assisting with bookings and ensures clients receive the highest level of service throughout their stay. She also works with landlords to prepare their properties for the short let market.

12 Oxford City Summertown Burford 1 4 The Plain St Clements, Oxford OX4 1AS Sales Lettings Short Lets Property Management Mayfield House 256 Banbury Road Oxford OX2 7DE Sales Lettings Country Department 97 High Street Burford Oxfordshire OX18 4QA Sales Lettings London 121 Park Lane, Mayfair, London W1K 7AG Penny & Sinclair is a trading name of Penny & Sinclair Ltd. Oxford: Registered office: Mayfield House, 256 Banbury Road, Summertown, Oxford OX2 7DE. Registered VAT no: GB Registered in England & Wales, Company no: Directors: James Penny, Wendy Sinclair, Oliver Hope. Burford: Registered Office: 97 High Street, Burford, Oxfordshire, OX18 4QA. Registered VAT No: GB Registered in England & Wales, Company No: Directors: James Penny, Wendy Sinclair, Fergus Mitchell, Oliver Hope.