Landlords
Our Service
Rental Appraisal
We will visit your property to carry out a rental assessment, based upon its location, size, condition, and current demand within the area. At this point you can also discuss potential tenants and your preference towards pets, children, smokers, housing benefit tenants and so on.
Advertising & Marketing
Arrangements will be made for a "TO LET" board to be erected, which will assist in finding a tenant quickly unless you notify us otherwise.
Advertising the property in the local press, on our Internet site and suitable third party websites.
Circulating details to suitable applicants currently registered with us.
Viewings
Prospective tenants will be accompanied to the property by a member of our staff. If the property is occupied all visits will be strictly by appointment and with the consent of the current tenant.
Tenant Selection
Tenants will be carefully selected, by completing an application form in order that references and credit checks can be carried out before they are accepted for a property. We use LetsXL as a credit-referencing agencies to carry out these checks.
Inventories
An inventory of the contents and condition of your property will be prepared prior to the tenant moving in. This vital record will be supplied to both you and your tenant in order to avoid end of tenancy disputes.
Inspections
During the tenancy, we will inspect the property internally every three months for the duration of the tenant's term at the property. These visits can prove essential in monitoring the tenant and they can be an ideal opportunity for the tenants to bring any maintenance problems to our attention.
Maintenance & Repairs
Keys offer a comprehensive range of services from minor repairs to full refurbishment and improvements of derelict houses. We have effective procedures in place when dealing with tenant problems, in order to eliminate any reoccurring problems that may arise. We provide an in house service for management properties, in order to avoid any compensation issues that could escalate due to non-performance of maintenance.
If a maintenance problem is reported to ourselves, if the cost of the repair is below £100 we will authorise the repair. If the cost is going to exceed this amount we will then report it to you. At this point, you can choose whether you would wish us to arrange for the repair (with any cost being deducted form your next months rent) or to arrange it yourself.
Tenancy Agreements
Once a tenant has been approved, a short hold assured tenancy agreement would be drawn up which will incorporate any necessary legal documentation.
Utilities
We will ensure that the electricity, gas, council tax and water rates (if the property is not metered) are transferred into the tenants name form the start of the tenancy on our Full Management service. Final accounts will be forwarded direct to yourself for payment. Both the electricity and gas will remain connected during periods when the property is vacated.
Rent Collection/Bonds/Deposits
As from the 6th April 2007 all new tenancy deposits must be protected in a government-authorised scheme. We will arrange for insurance to be taken out through an approved Government-authorised scheme to cover arrears and any losses or damage caused to the property by the tenant at the end of the tenancy.
Rent Guarantee
Sometimes even the tenants with the best references fail to pay the rent through circumstances beyond their control, such as redundancy or relationship breakdown. Rent Guarantee is designed to protect your investment, providing peace of mind especially if you rely on the rent to pay the mortgage. For further details on our Rent Guarantee service, please ask a member of our staff.
Rental Payments
Rent is collected per calendar month and is forwarded to you less our fees directly into a private Bank/Building Society account at the end of each month (for tenancies commencing after the 25th of the month rent will be paid at the end of the following month).
Unless otherwise agreed, the rent quoted to the tenant by us on your behalf in inclusion of all outgoings for you are responsible (i.e. ground rent, service charges, etc) but exclusive of gas, electricity, water/sewerage, telephone services, television services and council or any similar tax that might be charged in addition to or replacement of, plus fee if any.
We will ensure that the meter readings are taken before commencement of tenancy.
Helpful Information
Legislation Requirements
Gas Safety Regulations for Landlords and Agents (installation and use) reg.1998
All Gas equipment and appliances must comply with the gas safety regulations 1998, which require the annual inspection by a Corgi, registered gas fitter. A copy of the report must be given to the tenant at the commencement of the tenancy and annually thereafter.
On instruction to Keys Property management, we will take the responsibility for arranging and maintaining the required landlords gas safety certificate for our full management service (unless you provide us with a copy no less than 7 working days prior to the tenancy start date) via our appointed CORGI registered plumber throughout the tenancy. The cost will be debited to your account, for each annual certificate provided.
Note: we cannot complete tenancy formalities unless a valid gas safety certificate is in our possession.
Your warrant to Key Properties that you agree to undertake the responsibility for the safety checks on all gas equipment in the property and to provide a certificate in accordance with the 1998 Gas regulations.
Fire Regulations
Furniture and Furnishings (Fire) (Safety) reg. 1998
Following amendments made to this act on the 1st March 1993 have set new levels of fire resistant for domestic upholstered furniture and furnishings.
The basic principle is that any soft furnishings left in the property must be fire resistant and therefore must carry the relevant tags. The only exception to this rule is any furniture that was manufactured prior to 1950.
The main provisions are:
Upholstered article (i.e. beds, sofas, armchairs etc.) must have fire resistant filling material.
Upholstered article must have passed a match resistant test or, if of certain kinds (such as cotton or silk) be used with fire resistant interliner
The combination of a cover fabric and the filling material must have passed a cigarette resistance test.
Electrical Equipment reg.1994
The Electrical Equipment (Safety) Regulations 1994 ("1994 Electrical Regulations") which came into force on January 1995 stipulate that all equipment provided for the tenancy, electrical or otherwise, must be fully operational and recently serviced. From January 1997 there is further requirement upon manufacturers to mark equipment or the packaging with the "CE" symbol to confirm that technical safety standards have been met
We strongly recommend that a qualified electrician carry out a safety check prior to the commencement of a tenancy.
Manuals should be provided for all appliances remaining in the property.
To comply with the above regulation a certificate is required stating that all electrical equipment and appliances in the property are safe. These tests need to be carried out by an electrician who is NIC/EIC approved and inspected on an annual basis thereafter.
Building Regulations (smoke alarm) 1991
The above regulation make it mandatory to fit mains-powered smoke alarms in new buildings - one on each floor. Whilst it is not a new requirement in older properties it is recommended to install smoke alarms in all instances.
General Provisions
Telephone
You should close your account before leaving your property. Tenants must make their own application for the telephone connection.
Permission TO LET- Sub-letting/Mortgages
If you are a leaseholder, and intend letting, you must have the consent of the Head Lease. If your property is subject of a mortgage, then you must gain permission to let from the mortgagor.
Insurance
You must ensure that the property has adequate insurance cover and covers properties that are let, as most building insurance policies do not cover furnished lettings.
Maintenance
In accordance with section 11 of the Landlord and Tenant Act 1985 you have a responsibility under this act are to keep in good order and repair the structure of the property to keep in good repair the appliance for the supply of gas, electrical and water; to keep in repair the sanitary appliances.
Mail
We recommend that you set up a redirection service to your new address, as we cannot be held responsible for any delivered to the property while either tenanted or vacant.
Tax on rental income
This is applicable to all owners and you should take professional advice from either an accountant, your bank or Inland Revenue.
Landlord and Tenant Act 1987 Section 47 and 48
We are obliged to include you full name and address on the tenancy agreement if your address is within England and Wales. If you reside outside England and Wales that we must provide the tenant with an alternative address to which notices (including notices of court proceedings) may be served on you.
FULL MANAGEMENT SERVICE
For our full management service of your property, our fees are 10% inclusive of VAT of the gross monthly rental income. The setting up fee of £90.00 inclusive of VAT, which will be deducted from the first months rent paid by the tenant.
Full management service includes: -
Visit your property and carryout a rental appraisal
Arrange for a TO LET sign to be placed at the property unless notified otherwise.
The property placed on our advertising campaing
Prospective tenants will be accompanied to view the property
A full inventory will be taken on the contents and condition of your property
A Landlord gas safety certificate will be obtained and maintained for the property, which is required by law.
References will be obtained from prospective tenants and credit checks carried out
Once a tenant has been selected a tenancy agreement will be drawn up for a minimum term of six months and will continue on a month-to-month basis beyond the six-month tenancy unless otherwise instructed.
Arrange for the deposit from the tenant to be placed in a Government-authorised tenancy deposit scheme.
Rent will be collected on a monthly basis and will be forwarded to you at the end of each month.
The property will be inspected every 12 weeks for the duration of the tenancy.
Tenants will be responsible for contacting us in the event of repairs and tenancy queries.
The property will be inspected when a tenant vacates and the inventory checked.
Charges will be deducted form the Bond, if there are any damages, breakdowns or if the property requires cleaning.
A TO LET will automatically be erected to readvertise the property unless you instruct otherwise.
FINDERS ONLY SERVICE
For our Finders Only Service our fee is £140.00 plus VAT and includes: -
Visit your property and carryout a rental appraisal
Arrange for a TO LET sign to be erected at the property, unless otherwise instructed
The property will be placed on our advertising campaign
Prospective tenants will be accompanied to view the property
Reference and credit checks will be obtained from prospective tenants
The first months rent will be collected and paid to the landlord less our Finders Fee
Once a tenant has been selected a tenancy agreement will be drawn up.
The Landlords details will be supplied to the tenant as they may wish to contact the landlord in the event of any breakdowns or repairs needed to the property
Landlords Checklist
Before Letting, please arrange for:
Mortgage Lenders or Head Leasers permission if applicable, to be obtained and a copy of the permission to be given to us before we can proceed to let the property.
Your property and contents to be adequately insured and your insurers to be made aware of your intention to let and that we have been informed of any stipulation imposed by them.
Gas Safety Record and the name of the CORGI registered contractor who carried out the works to be forwarded to us 7 days before letting.
Smoke detectors to be installed and fully tested on each floor of the property
Mail redirected
Full set of master's keys to be forwarded to us, including any keys to out houses
Refrigerator and freezer to be turned off and the doors left open
Ensure gardens is in seasonal order.
Arrange for operating instructions for all appliances to be left in the property
Overseas landlords to have applied for tax exemption form
If you are going overseas, ensure you have made arrangements with and account to handle all your tax commutations
Notify all utility companies of your departure and ensure all accounts are closed
The property is left clean and tidy
Complete and sign our Management Agreement and Confirmation of Instructions
Download Terms of Agreement
Rental Appraisal
We will visit your property to carry out a rental assessment, based upon its location, size, condition, and current demand within the area. At this point you can also discuss potential tenants and your preference towards pets, children, smokers, housing benefit tenants and so on.
Advertising & Marketing
Arrangements will be made for a "TO LET" board to be erected, which will assist in finding a tenant quickly unless you notify us otherwise.
Advertising the property in the local press, on our Internet site and suitable third party websites.
Circulating details to suitable applicants currently registered with us.
Viewings
Prospective tenants will be accompanied to the property by a member of our staff. If the property is occupied all visits will be strictly by appointment and with the consent of the current tenant.
Tenant Selection
Tenants will be carefully selected, by completing an application form in order that references and credit checks can be carried out before they are accepted for a property. We use LetsXL as a credit-referencing agencies to carry out these checks.
Inventories
An inventory of the contents and condition of your property will be prepared prior to the tenant moving in. This vital record will be supplied to both you and your tenant in order to avoid end of tenancy disputes.
Inspections
During the tenancy, we will inspect the property internally every three months for the duration of the tenant's term at the property. These visits can prove essential in monitoring the tenant and they can be an ideal opportunity for the tenants to bring any maintenance problems to our attention.
Maintenance & Repairs
Keys offer a comprehensive range of services from minor repairs to full refurbishment and improvements of derelict houses. We have effective procedures in place when dealing with tenant problems, in order to eliminate any reoccurring problems that may arise. We provide an in house service for management properties, in order to avoid any compensation issues that could escalate due to non-performance of maintenance.
If a maintenance problem is reported to ourselves, if the cost of the repair is below £100 we will authorise the repair. If the cost is going to exceed this amount we will then report it to you. At this point, you can choose whether you would wish us to arrange for the repair (with any cost being deducted form your next months rent) or to arrange it yourself.
Tenancy Agreements
Once a tenant has been approved, a short hold assured tenancy agreement would be drawn up which will incorporate any necessary legal documentation.
Utilities
We will ensure that the electricity, gas, council tax and water rates (if the property is not metered) are transferred into the tenants name form the start of the tenancy on our Full Management service. Final accounts will be forwarded direct to yourself for payment. Both the electricity and gas will remain connected during periods when the property is vacated.
Rent Collection/Bonds/Deposits
As from the 6th April 2007 all new tenancy deposits must be protected in a government-authorised scheme. We will arrange for insurance to be taken out through an approved Government-authorised scheme to cover arrears and any losses or damage caused to the property by the tenant at the end of the tenancy.
Rent Guarantee
Sometimes even the tenants with the best references fail to pay the rent through circumstances beyond their control, such as redundancy or relationship breakdown. Rent Guarantee is designed to protect your investment, providing peace of mind especially if you rely on the rent to pay the mortgage. For further details on our Rent Guarantee service, please ask a member of our staff.
Rental Payments
Rent is collected per calendar month and is forwarded to you less our fees directly into a private Bank/Building Society account at the end of each month (for tenancies commencing after the 25th of the month rent will be paid at the end of the following month).
Unless otherwise agreed, the rent quoted to the tenant by us on your behalf in inclusion of all outgoings for you are responsible (i.e. ground rent, service charges, etc) but exclusive of gas, electricity, water/sewerage, telephone services, television services and council or any similar tax that might be charged in addition to or replacement of, plus fee if any.
We will ensure that the meter readings are taken before commencement of tenancy.
Helpful Information
Legislation Requirements
Gas Safety Regulations for Landlords and Agents (installation and use) reg.1998
All Gas equipment and appliances must comply with the gas safety regulations 1998, which require the annual inspection by a Corgi, registered gas fitter. A copy of the report must be given to the tenant at the commencement of the tenancy and annually thereafter.
On instruction to Keys Property management, we will take the responsibility for arranging and maintaining the required landlords gas safety certificate for our full management service (unless you provide us with a copy no less than 7 working days prior to the tenancy start date) via our appointed CORGI registered plumber throughout the tenancy. The cost will be debited to your account, for each annual certificate provided.
Note: we cannot complete tenancy formalities unless a valid gas safety certificate is in our possession.
Your warrant to Key Properties that you agree to undertake the responsibility for the safety checks on all gas equipment in the property and to provide a certificate in accordance with the 1998 Gas regulations.
Fire Regulations
Furniture and Furnishings (Fire) (Safety) reg. 1998
Following amendments made to this act on the 1st March 1993 have set new levels of fire resistant for domestic upholstered furniture and furnishings.
The basic principle is that any soft furnishings left in the property must be fire resistant and therefore must carry the relevant tags. The only exception to this rule is any furniture that was manufactured prior to 1950.
The main provisions are:
Upholstered article (i.e. beds, sofas, armchairs etc.) must have fire resistant filling material.
Upholstered article must have passed a match resistant test or, if of certain kinds (such as cotton or silk) be used with fire resistant interliner
The combination of a cover fabric and the filling material must have passed a cigarette resistance test.
Electrical Equipment reg.1994
The Electrical Equipment (Safety) Regulations 1994 ("1994 Electrical Regulations") which came into force on January 1995 stipulate that all equipment provided for the tenancy, electrical or otherwise, must be fully operational and recently serviced. From January 1997 there is further requirement upon manufacturers to mark equipment or the packaging with the "CE" symbol to confirm that technical safety standards have been met
We strongly recommend that a qualified electrician carry out a safety check prior to the commencement of a tenancy.
Manuals should be provided for all appliances remaining in the property.
To comply with the above regulation a certificate is required stating that all electrical equipment and appliances in the property are safe. These tests need to be carried out by an electrician who is NIC/EIC approved and inspected on an annual basis thereafter.
Building Regulations (smoke alarm) 1991
The above regulation make it mandatory to fit mains-powered smoke alarms in new buildings - one on each floor. Whilst it is not a new requirement in older properties it is recommended to install smoke alarms in all instances.
General Provisions
Telephone
You should close your account before leaving your property. Tenants must make their own application for the telephone connection.
Permission TO LET- Sub-letting/Mortgages
If you are a leaseholder, and intend letting, you must have the consent of the Head Lease. If your property is subject of a mortgage, then you must gain permission to let from the mortgagor.
Insurance
You must ensure that the property has adequate insurance cover and covers properties that are let, as most building insurance policies do not cover furnished lettings.
Maintenance
In accordance with section 11 of the Landlord and Tenant Act 1985 you have a responsibility under this act are to keep in good order and repair the structure of the property to keep in good repair the appliance for the supply of gas, electrical and water; to keep in repair the sanitary appliances.
We recommend that you set up a redirection service to your new address, as we cannot be held responsible for any delivered to the property while either tenanted or vacant.
Tax on rental income
This is applicable to all owners and you should take professional advice from either an accountant, your bank or Inland Revenue.
Landlord and Tenant Act 1987 Section 47 and 48
We are obliged to include you full name and address on the tenancy agreement if your address is within England and Wales. If you reside outside England and Wales that we must provide the tenant with an alternative address to which notices (including notices of court proceedings) may be served on you.
FULL MANAGEMENT SERVICE
For our full management service of your property, our fees are 10% inclusive of VAT of the gross monthly rental income. The setting up fee of £90.00 inclusive of VAT, which will be deducted from the first months rent paid by the tenant.
Full management service includes: -
Visit your property and carryout a rental appraisal
Arrange for a TO LET sign to be placed at the property unless notified otherwise.
The property placed on our advertising campaing
Prospective tenants will be accompanied to view the property
A full inventory will be taken on the contents and condition of your property
A Landlord gas safety certificate will be obtained and maintained for the property, which is required by law.
References will be obtained from prospective tenants and credit checks carried out
Once a tenant has been selected a tenancy agreement will be drawn up for a minimum term of six months and will continue on a month-to-month basis beyond the six-month tenancy unless otherwise instructed.
Arrange for the deposit from the tenant to be placed in a Government-authorised tenancy deposit scheme.
Rent will be collected on a monthly basis and will be forwarded to you at the end of each month.
The property will be inspected every 12 weeks for the duration of the tenancy.
Tenants will be responsible for contacting us in the event of repairs and tenancy queries.
The property will be inspected when a tenant vacates and the inventory checked.
Charges will be deducted form the Bond, if there are any damages, breakdowns or if the property requires cleaning.
A TO LET will automatically be erected to readvertise the property unless you instruct otherwise.
FINDERS ONLY SERVICE
For our Finders Only Service our fee is £140.00 plus VAT and includes: -
Visit your property and carryout a rental appraisal
Arrange for a TO LET sign to be erected at the property, unless otherwise instructed
The property will be placed on our advertising campaign
Prospective tenants will be accompanied to view the property
Reference and credit checks will be obtained from prospective tenants
The first months rent will be collected and paid to the landlord less our Finders Fee
Once a tenant has been selected a tenancy agreement will be drawn up.
The Landlords details will be supplied to the tenant as they may wish to contact the landlord in the event of any breakdowns or repairs needed to the property
Landlords Checklist
Before Letting, please arrange for:
Mortgage Lenders or Head Leasers permission if applicable, to be obtained and a copy of the permission to be given to us before we can proceed to let the property.
Your property and contents to be adequately insured and your insurers to be made aware of your intention to let and that we have been informed of any stipulation imposed by them.
Gas Safety Record and the name of the CORGI registered contractor who carried out the works to be forwarded to us 7 days before letting.
Smoke detectors to be installed and fully tested on each floor of the property
Mail redirected
Full set of master's keys to be forwarded to us, including any keys to out houses
Refrigerator and freezer to be turned off and the doors left open
Ensure gardens is in seasonal order.
Arrange for operating instructions for all appliances to be left in the property
Overseas landlords to have applied for tax exemption form
If you are going overseas, ensure you have made arrangements with and account to handle all your tax commutations
Notify all utility companies of your departure and ensure all accounts are closed
The property is left clean and tidy
Complete and sign our Management Agreement and Confirmation of Instructions
Download Terms of Agreement