A LANDLORD GUIDE TO THE LETTING & MANAGEMENT SERVICE

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1 28 Bondgate Otley LS21 1AD A LANDLORD GUIDE TO THE LETTING & MANAGEMENT SERVICE Deciding which Agent to instruct to let your property can for some Landlords, be a very daunting thought. As a Homeowner or Investment Landlord who has taken care and pride in their property, you want to ensure that your Letting Agent will find Tenants that will continue to maintain the property to the highest possible standard as well as pay their rental on time and in full. At Parkes & Co we have a careful selection process of all Tenants, and as a company we take a personal interest in providing you with the best possible service. We want this to be an ongoing relationship and pride ourselves with the high level of recommendation we receive from existing clients. We also have had a number of tenants who have gone onto become landlords and clients of ours. Parkes & Co was established in May 1994, we specialise solely in the letting of residential property so all of our energy is concentrated on letting & management. Over the years we have invested in computer technology and have excellent management software, we have a simple but very effective website which is updated daily and this generates an excellent enquiry rate. We also market all our properties on various internet property portals including Rightmove and OnTheMarket Our staff have an in-depth knowledge of the Letting market in order to achieve the best possible rent for your property and the technical know how to oversee and manage your property for a hassle free term of tenancy. Whatever your needs, whether you are unable to sell your existing home or are an investment Landlord professionally involved within the property market we are sure to have the answer for you. Our specialist rental valuer and management team is always at hand to provide you with advice at all times as well as securing you the ideal Tenant for your property. This information brochure will advise you fully on the letting of your property plus give you a complete explanation of the range of services we can provide for you. Upon receipt of the completed Lettings and Management Agreement indicating which service you require we will immediately start the process of marketing your property to prospective tenants.

2 LETTING ONLY SERVICE (Tenant Find) On your behalf, we will: Prepare the particulars of the property including photographs and agreeing the rental costs etc. Advertise your property on the internet through our own website and through the various market leading sites such as & OnTheMarket.com. Display your property in our shop window and add the details to our To Let list and circulate to prospective tenants. Erect a To Let board at the property Arrange viewings with prospective tenants. We prefer to conduct the viewing ourselves, as due to our experience we can assess the prospective tenants during the viewing, often eliminating poor quality tenants at the outset. Apply for and obtain relevant credit searches, personal, employment and current landlord references in connection with each tenant occupying the property Prepare all necessary tenancy agreements and relevant notices and co-ordinate the signing of the same by the tenants. Advise the utility companies & council tax authority of all the tenant's names & contact details for supply during the tenancy period. Collect one months rent in advance, together with a deposit / bond in respect of dilapidations and for any non- performance of the tenant s tenancy obligations. Arrange for the preparation of an Inventory of fixtures and fittings. FULL MANAGEMENT All of the above plus:- Make arrangements for the demand of the monthly rent due from the tenant(s) in respect of the property let and chase up late rent payments as required, however Parkes & Co does not act as a debt collector. Upon receipt of the rent paid by the said tenant(s), to pay the same over to you by BACS to your nominated Bank / Building Society account as per any pre-arrangements made. To prepare monthly statements detailing payment received by the agent on behalf of the landlord s let property and to clearly state any deductions or fees made by the agency. Allowing time for cheque clearance, we will normally account to you within ten working days from the rent receipt date. Arrange and co-ordinate the tenant s occupation and vacation of the property. We will provide property inspections whilst the tenant(s) are in occupation to check the property is being looked after. Arrange for appropriate tradesmen to effect necessary repairs and decoration to a maximum cost of for repairs. In excess of this amount, we will obtain your approval first except in cases of emergency. Arrange and co-ordinate the gas & electric safety inspections in accordance with current regulations.

3 LANDLORD INFORMATION Tenant Referencing All prospective Tenants are met and assessed on a personal basis before being recommended. If accepted full referencing will then take place via an independent referencing Agency or alternatively, a manual referencing system will be used where the following references will be obtained where possible. - Employers - Personal reference - Credit check - Previous Landlord (if applicable) - Guarantor (if applicable) The Tenancy Deposit The Agent is a member of two Tenancy Deposit Schemes, which are administered by: Tenancy Deposit Scheme or My Deposits PO Box 1255 Ground Floor, Kingmaker House Hemel Hempstead Station Road, New Barnet Herts HP1 9GN Hertfordshire, EN5 1NZ phone web fax We are to hold the Deposit under the terms of the Tenancy Deposit Scheme used. The Agent holds tenancy deposits as Stakeholder. At the end of the tenancy if there is no dispute we will keep any amounts agreed as deductions where expenditure has been incurred on behalf of the Landlord, or repay the whole or the balance of the Deposit according to the conditions of the Tenancy Agreement with the Landlord and the Tenant. Payment of the Deposit will be made within 30 working days of written consent from both parties. If, after 30 working days following notification of a dispute to the Agent and reasonable attempts have been made in that time to resolve any differences of opinion, there remains an unresolved dispute between the Landlord and the Tenant over the allocation of the Deposit it will be submitted to the ICE for adjudication. All parties agree to co-operate with any adjudication. Rent Payments The first month s rental is collected in advance. It will be up to the Landlord to collect any future rents from the Tenant if we are providing a Letting only service. If you choose the Management services the rent will be paid into your Bank Account within ten working days each time the rental is paid by the Tenant.

4 Tenancy Agreements and Notice(s) A Tenancy will be prepared for all Tenants to sign before moving into the property (except where the Landlord provides their own). The Agreement will include comprehensive terms for the Tenants to adhere to. Under the Housing Act 1988 (amended 1996) an Assured Shorthold Tenancy will be used, except in cases of a company let then the relevant company Agreement will be drafted as with an Assured tenancy. The Standard Notice for repossession will also be drafted to bring the tenancy to an end at the expiry. Inventory An inventory will be prepared to ensure that all items of Furniture, Fixtures and Fittings left at the property are recorded and their condition noted. The Tenants deposit will be held against any damages or excess wear and tear shown against the inventory. LANDLORD S CHECK LIST Mortgaged Properties You should notify your Building Society or Bank if the property is mortgaged that you are thinking of letting the property. It is usually one of the conditions of your mortgage that you apply for permission to sub let the property. Leasehold Properties It is also wise to check that if the property is a lease hold that you confirm with the freeholder that there are no restrictions or covenant which prevents you from letting the property and the Tenants must adhere to during the Tenancy period. Insurance You must have the correct type of household insurance covering the building and contents which is a Landlords policy not a conventional residential policy. Please ask for details as we can arrange this for you. Non UK Resident Landlord The Inland Revenue requires UK letting agents to deduct basic rate tax from any rent they collect for non-resident landlords. However letting agents don't have to deduct tax if the non-resident landlords have successfully applied for approval to receive rents with no tax deducted. But even though the rent may be paid with no tax deducted, it remains liable to UK tax. So non-resident landlords must include it in any tax return HM Revenue & Customs sends them.

5 Keys It is important to have several keys cut, for the property enough for each adult Tenant due to move into your property plus a set for our Management Department (if applicable) for security and access if so required. It is recommended that all external doors are of solid construction and fitted with a five-lever deadlock conforming to BS 3621 or is of an equivalent standard. Often tenants have difficulty insuring their contents without 5 lever locks. It is also recommended that all ground floor and other windows accessible from ground level are of sound construction and are fitted with window locks Legal Costs Should there be the need for whatever reason to take legal action against the Tenant the Landlord will be responsible for this action plus any necessary costs incurred. For managed property assistance will be given to the Landlord with regards to documentation and administration with reference to the tenancy. But it is essential to seek specialist legal advice. Services We will take the readings of all meters prior to occupation and on vacation. The only service that we are not able to transfer for you is the telephone, as BT or cable will only deal with the subscriber and not with a third party. Please, therefore, arrange transfer on the day the Tenants take occupation if possible. Mail Redirection The Post Office offers a service to redirect your mail, which we recommend you, arrange prior to vacating the property for the term of the tenancy. You should also inform your bank, employers, friends and family who are likely to write to you and inform them of your new address. Safety Regulations Whether requiring a Letting only or Management services, Landlords have the responsibility for the safety of both the Tenant and their own property during the tenancy. The following regulations must be adhered to without fail by the Landlord and as Agents, we must ensure that they are carried out.

6 Fire and Furnishings (Safety) Regulations 1988 (1993) All soft furnishings such as settees, sofa, beds, padded chairs, pillows cushions and so on must comply with the Fire Resistance requirements contained within the regulations. Items of furniture made prior to 1950 are termed as antiques and as such are excluded from the regulations. Usually a label is attached to the item of furniture to confirm it is acceptable. We will at all times check your furniture and advise you accordingly to the best of our ability. Gas Safety (Installations and Use) Regulations 1994 (1996) A qualified Engineer (CORGI or British Gas) must also check all gas appliance and installations within the accommodation, on an annual basis for its safe use. This includes such items as Gas Fires, Central Heating boilers, Gas cookers and other gas appliances. It also insists that flues and chimneys are clear of obstructions and in the correct place. The engineer must issue a certificate and a copy presented to the Tenant at the start of any tenancy. Any items that fail to comply with the regulations must be fixed or removed immediately. The Electrical Regulations A current NICEIC Periodic Inspection Report is required (unless the installation is new in which case a Completion Certificate will be required and will be valid for five years) showing that the electrical installation is in a satisfactory condition. Reports normally cover a five year time span, but where a report recommends a shorter or longer time span, then the report will be regarded as current within that recommended time span. All electrical appliances provided must be functioning safely and effectively. It is recommended that a Portable Appliance Test (PAT) be carried out by a competent electrician at not less than two year intervals and a record of the PAT be kept. As agents we can not guarantee which items are safe or not and will recommend that a qualified electrician checks these items (a charge will be made). This can be carried out by your own electrician. There must be at least one smoke detector per floor of the property and carbon monoxide alarms in rooms that present a high risk of carbon monoxide poisoning, such as those containing solid fuel heating systems, e.g. wood, coal & gas fires. It is recommended that mains wired interlinked fire detection system which complies to BS 5839 is fitted. It is also recommended that each kitchen is fitted with a fire blanket to BS 6575 and minimum of one 2kg dry powder or carbon dioxide fire extinguisher to BS 5306 (part3) and BS Energy Performance Certificate Landlords are required to have an Energy Performance Certificate (EPC) for all their properties which must be made available to prospective tenants. An EPC rates a property s energy performance and makes recommendations for improvements and is valid for 10 years. Parkes & Co arrange for this legal requirement to be carried out for all our landlords as and when any property goes on to the market.

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