your guide to property letting and management · heather & lay have been successfully letting...

YOUR GUIDE TO PROPERTY LETTING AND MANAGEMENT

Heather&Lay_Lettings_16page Brochure_UPDATE 2020.indd 1Heather&Lay_Lettings_16page Brochure_UPDATE 2020.indd 1 10/06/2020 15:1810/06/2020 15:18

PROPERTY LETTING & MANAGEMENT

Heather & Lay have been successfully letting property in Falmouth, Penryn and the surrounding areas for nearly 20 years and in that time, we have established ourselves as the area’s largest and most successful independent letting agency with the knowledge, experience and resources to help you successfully let your property.

Our approach to business is simple and fair; we treat every property with the same care as if it were our own and deal with every situation with honesty and professionalism.

This approach works well as much of our business is generated through word of mouth, recommendations and repeat business, with over 500 individual landlords now under our care.

Our aim is to provide landlords with a comprehensive guide to all aspects of letting. Don’t worry if it seems a bit complicated at first, we will take the time to guide you through the process.

WELCOME TO HEATHER & LAY


EXCEPTIONAL MARKETINGWe give you access to a comprehensive range of both traditional and modern methods of marketing ensuring your property is exhibited professionally, reliably and in a consistently attractive manner so to maximise responses from suitable tenants.

EXCEPTIONAL SERVICEWe believe its people before property so exceptional service starts by taking the time to understand the larger picture behind your investment, your move and the timescales involved. So, whether you’re adding to your existing letting portfolio, moving from another letting company or a landlord for the first time, Heather & Lay is the company to speak to.

EXCEPTIONAL RESULTSWe believe that every tenancy will have two types of inter related results, quantative i.e. the price achieved, timescales and fee paid and qualitative i.e. the professionalism and integrity of our service. We aim to delight on both counts. Why not ask to see what our existing customers say about us.

WHY CHOOSE HEATHER & LAY

OUR OFFERING INCLUDES:

Professional MarketingTo include extensive external and internal photography, full colour property brochures, quality, highly visible TO LET and LET BY boards and full colour window cards displayed in our prominent offices.

Property ExposureAdvertising on ‘The Big Three’ property websites – Rightmove, Zoopla & the Heather & Lay website.

Dedicated lettings expertsPortfolio Managers – to handle the day to day running and management of your property.Accounts team – monitoring rent due dates to ensure rent is paid on time and to send you statements detailing the months transactions Dedicated Maintenance Manager – for effective response to reported maintenance.

Late viewings and valuationsWe can offer by appointment late viewings and valuations with all day viewing appointments on a Saturday.


We will treat your property as if it was our own - as a trusted and independent business, we care about it as much as you do.

We believe in building long term, strong, personal relationships with our landlords, many of whom have been with us since our beginning. We gain more new landlords and tenants through recommendation, than other agents in the area, due to our longstanding reputation.

We will always be proactive on your behalf, to embrace, or interpret new legislation or initiatives, so you're kept one step ahead of the game.

We will provide you with highly accurate valuations, combining our years of knowledge, experience and developing market trends.

Our teams are supported by up to the moment technology, enabling them to give you instant answers to any queries.

We have a dedicated accountants department to ensure you receive your rent on time.

We only attract quality tenants due to our strict, independent reference checks and our approachable staff who nurture responsible tenants.

We provide a dedicated maintenance team who’ve built strong relationships with effective local tradesmen, reducing response times when you need them.

WHAT MAKES US DIFFERENT

TrustHeather & LayLettings forcomplete peaceof mind.


Over recent years, changes in both the housing market and social patterns have resulted in an unprecedented and inexorable rise in demand for property within the private rental sector.

We know that there’s no such thing as a “one size fits all” lettings solution, and the degree of support you require will vary according to experience, time, individual circumstances, location, expectations and many other factors.

Through our many years of offering rental advice and assistance, we’ve identified the areas of support that different landlords require. This has enabled us to develop our services to best suit our clients.

In order to cater for every landlord’s unique requirements, we’re happy to tailor our services to suit your specific needs.

Whether you have multiple properties, or one private let to manage, we’ll do everything we can to ensure you have a positive experience.

THE FIRST FEW STEPS

P R O P E R T YI N V E N T O R Y


PREPARING YOUR HOUSE FOR LETTING

Our letting strategy –

realistic rents, effective

advertising.

There are lots of things to think about when you decide to let your property, but we’re here to help you make the best decisions and find the best tenant.

Our lettings experts are fully trained and have the most up-to-date knowledge of the local market, ensuring that their assessment and appraisal of your property is accurate and fair.

We don’t charge for this service, and you’re never under any obligation (or pressure!) to proceed.

MORTGAGESWhere the property to be let is subject to a mortgage, permission must be granted from the mortgagee in writing. It is sometimes appropriate to remortgage with a buy-to-let specialist.


INSURANCEIt is essential that the property and your contents are adequately insured, both while the property is empty and while it is let. Your insurers must be told that the property is to be let since failure to do so may well invalidate cover. We can provide details of competitive insurance specifically for rented property, if required.

SECURITYSecurity systems (locks on windows and external doors, lights, and even full alarm systems) are often considered essential by prospective tenants, and are taken into consideration by all the leading insurance companies when calculating premiums.

DECORATIONS AND CARPETSWe recommend these should be fresh and neutral in terms of colour and style. Higher quality properties will always attract better quality tenants and therefore it is vital that a property is well presented to meet the expectations of a potential tenant.

FURNISHED OR UNFURNISHED?By far the greatest level of demand from tenants is for properties that are available unfurnished. This traditionally includes just carpets, curtains and essential white goods. This has the advantage, from the landlord’s perspective, of avoiding the need for additional maintenance/replacement and for annual testing of electrical appliances.

DOMESTIC APPLIANCESThese should also be of good quality and condition and subject to regular servicing. It is important that full instructions for use are left on the premises to avoid the need to call in an engineer to demonstrate. A Gas Safety Certificate must be carried out annually if applicable to meet the current legislation, electrical and oil appliances must meet legal safety requirements.

CLEANINGIt is essential that the property is handed over in a clean condition.

We strongly recommend that the property be professionally cleaned throughout, including all carpets. This creates a benchmark that will be recorded in the Inventory and Schedule of Condition, and will allow us to maintain a high standard throughout subsequent tenancies. We can provide the names of reputable and economical cleaning contractors.

GARDENSGardens should be left in good seasonal order so that the benchmark is set for the tenants, whose responsibility it will be to maintain the same standard. We recommend that relevant tools are provided by the landlord. If the garden is particularly large, or complicated to maintain, it may be appropriate for the landlord to retain responsibility for maintenance, in which event this will be reflected in the rent. We will be happy to help find suitable gardeners, be it for a full maintenance programme, hedge/lawn cutting, pruning or an occasional tidy.

GAS, ELECTRICITY AND WATERThese services should be left connected and we will arrange for their transfer into the tenant’s name. Under the Housing Health and Safety Rating System, tenants must be able to control and regulate heating systems.

COUNCIL TAXWe will notify the local council tax office of each change of occupier and of any void period between tenancies.

KEYSComplete sets of keys should be supplied in all cases - one set of keys per tenant and one set to be retained by our office. We will be obliged to charge for key cutting if insufficient keys are supplied at the outset.

TELEPHONE If a telephone line is installed at the property you should instruct the provider to put a temporary stop on the line, when you vacate, andsend you a closing account.

EMPTY PROPERTIESIt is important that you comply with any insurance requirements during vacant periods, especially during the winter months.


Failure to comply with the following Safety Regulations may constitute a criminal offence under the Consumer Protection Act 1987 and could lead to a fine or imprisonment. In any case, landlords have always had a duty of care under common law to ensure that rented property is kept in a safe condition and it is therefore essential to examine the property and its contents closely before letting.

HOUSING HEALTH AND SAFETY RATING SYSTEM (HHSRS) The Housing Health and Safety Rating System was introduced under the 2004 Housing Act. It is a risk based evaluation tool, designed to identify potential hazards to health and safety from any deficiencies identified in dwellings. Common breaches of this legislation include a lack of extractor fans in bathrooms and kitchens, trip hazards such as uneven patio slabs and loosely fitted carpets, or staircases without handrails.

FIRE AND FURNISHINGS REGULATIONSUnder the Furniture and Furnishings (Fire Safety) Regulations 1988 (amended 1989, 1993 and 2010) provide that specified items supplied in the course of letting property must meet minimum fire resistance standards. The regulations apply to all upholstered furniture, beds, headboards and mattresses, sofa-beds, futons and other convertibles, nursery furniture, garden furniture suitable for use in a dwelling, scatter cushions, pillows and non-original covers for furniture. They do not apply to antique furniture or

furniture made before 1950, bedcovers including duvets, loose covers for mattresses, pillowcases, curtains, carpets or sleeping bags. Items that comply will have a suitable permanent label or swing ticket attached. Non-compliant items must be removed before the tenancy commences.

ELECTRICITYFrom 1st June 2020, private landlords in England will be required to have the electrical installation in their rental properties checked by a qualified electrician to ensure that they are safe. This means that Electrical installations must be inspected and tested prior to the start of a new tenancy from 1st July 2020. Checks must be carried out on any existing tenancies by 1st April 2021. These checks must then be carried out on a five yearly basis. A copy of the most recent electrical safety condition report (EICR) must be provided to both new and retained tenants. The landlord is responsible for making sure that the person who completes the check is suitably competent. Using an electrician or firm that is a member of an accredited registration scheme operated by a recognized body will give you the confidence that this has been achieved.

GAS SAFETY REGULATIONS FOR LANDLORDS & AGENTSFrom 31st October 1994 it became law for gas equipment in rented properties to be serviced and safety checked before a tenancy and then annually by a registered installer – and for landlords or their agents to keep accurate records of work carried out on all

SAFETY REGULATIONSAND PRECAUTIONS

Landlords have a duty of care to ensure the

property is safe.


appliances in their control, confirmed by an official safety certificate. It is a legal requirement that we ensure that a Gas Safety Certificate is provided to the tenant annually. This, of course, includes all gas appliances like cookers, fires and flues as well as boilers and water heaters. Landlords are reminded that only British Gas or Gas Safe registered plumbers should carry out this work. It is desirable to leave all gas appliances with service contracts in place.

SMOKE DETECTORS AND CARBON MONOXIDE ALARMSLegislation introduced from 1st October 2015 makes it a requirement for a smoke alarm to be fitted on each occupied floor and a carbon monoxide alarm in any room where a solid fuel is burnt. In addition, it is recommended that a carbon monoxide alarm be situated in a room where a gas boiler is fitted. It is always a legal requirement to be able to demonstrate that alarms were working on the day the tenancy commenced. It is also advisable to install audible carbon monoxide detectors which comply with British Standard BS7860 in the property. We recommend one alarm for each room that contains a gas appliance

LEGIONNAIRES DISEASEThe Health and Safety Executive have made it clear that the landlord, or the landlords agent, are responsible for helping reduce the spread of Legionella in water systems in private rented properties. The landlord has overall responsibility to ensure their properties meet these requirements. It is therefore recommended that you have a water assessment undertaken to check for Legionella bacteria which causes legionnaires disease. This assessment

will identify and evaluate potential sources of exposure and recommend steps to prevent or control any risk that is identified.

REGULATORY REFORM (FIRE SAFETY) ORDER 2005 This came into effect in October 2006, and it applies to the common parts of blocks of flats and houses in multiple occupation (HMOs). It is a mandatory requirement that a detailed fire risk assessment be carried out to identify any risks or hazards and any such findings should be eliminated or reduced.

ENERGY PERFORMANCE CERTIFICATEAs from the 1st April 2018 there is a requirement for any properties rented out in the private rented sector to normally have a minimum energy performance rating of E on an Energy Performance Certificate (EPC). The regulation came into force for new lets and renewal of tenancies on the 1st April 2018 and will come into force for all exisiting tenancies on the 1st April 2020. It will be unlawful to rent a property which breaches the requirement for a minimum E rating, unless there is an applicable exemption. A civil penalty of up to £4,000 will be imposed for breaches. The EPC survey must be completed prior to marketing a property, and a tenant is required to receive a copy of the report before entering into a Tenancy agreement. The first page of the EPC must be with any particulars and we will upload the EPC to websites when marketing a property.

HOMES (FITNESS FOR HUMAN HABITATION ACT) 2018Under the Act, the Landlord and Tenant Act 1985 is amended to require all landlords (private and social) to ensure that their properties, including any common parts of the building, are fit for human habitation at the beginning of the tenancy and throughout. The Act states that there is an implied agreement between the tenant and landlord at the beginning of the tenancy that the property will be fit for human habitation.

The government wants to support the majority of good landlords who provide decent and well-maintained homes. Landlords who do not maintain safe properties prevent the operation of an effective and competitive rental market where all landlords operate on an equal footing. This Act provides an additional means for tenants to seek redress by giving them the power to hold their landlord to account without having to rely on their local authority to do so.

The government expects standards to improve as tenants will be empowered to take action against their landlord where they fail to adequately maintain their property. This will level the playing field for the vast majority of good landlords who are already maintaining homes fit for human habitation without serious hazards, by ensuring that they are not undercut by landlords who knowingly and persistently flout their responsibilities.

For further information on any safety regulations please call our Lettings & Management department on 01326 374850


IMPORTANT CONSIDERATIONS

TENANCY AGREEMENTWe’ll tailor your tenancy agreement according to your requirements, advising you all the way. A legally binding document that sets out the rights and obligations of the landlord and tenant, we’ll help you to decide on conditions, rent reviews, notice terms and all other aspects – then prepare the paperwork on your behalf. If you’re using our fully managed service, we’ll also include details of our own responsibilities in the document.

DEPOSIT SCHEMESPaid by the tenant at the start of the letting period, a deposit acts as a safeguard against any damage. All Assured Shorthold Tenancies must be registered with a government backed tenancy deposit protection scheme (TDP) within 30 days of receipt – failure to comply can lead to significant penalties. We usually collect a deposit that’s equal to 5 weeks rent, and if you’re using our fully managed service, we’ll take care of the TDP process for you – if not, we strongly advise you to register the deposit as soon as possible after receipt. For fully managed clients, we’ll also liaise with the TDP’s dispute service should the need arise, and we’ll take care of the additional legal requirement to provide the tenant with the name and details of the scheme, including its dispute resolution service.

INSPECTIONS, MAINTENANCE AND REPAIRS. These essential responsibilities can prove to be very time- consuming - but you can leave these tasks safely in our hands if you opt for our fully managed lettings service.

• Agreeing a mutually convenient time with the tenant• Visual inspections• Wear and tear assessments• Compliance checks• Organising required maintenance• Advising you of any problems

Depending on our agreement with you, we can arrange to take care of any repair via our trusted and competitively priced network of reliable contractors, and simply deduct the cost from the rent received from the tenant.

INVENTORY/SCHEDULE OF CONDITIONThis crucial document provides a legal reference in the event that you need to make a claim against the tenant’s deposit at the end of the tenancy. We take an extremely thorough approach, detailing and photographing all contents alongside a schedule of condition internally and externally.

DAY TO DAY DEALINGS AND DUTIESOnce we’ve found the right tenant and they’ve moved in, there are a few other things that need taking care of as a part of the management process – but don’t worry, because we can take care of most of these for you.

REMARKETINGIf your tenant is leaving and you’ve chosen our fully managed letting option, we’ll offer you an automatic property appraisal, rental valuation and remarketing service - helping you to find a new tenant quickly and to minimise any vacant period. RENTAL INCOME AND TAXAs a landlord, you’ll be responsible for assessing any tax you’re liable for in relation to your rental income. Here’s a brief guide to help, but we would recommend seeking independent advice from an accountant to ensure you’ve got everything covered.Income tax - you’ll be required to pay tax on your rental income, but can offset some expenditures to reduce your liability. National insurance - if your work as a landlord counts as running a property business, you’ll need to pay Class 2 National Insurance Overseas landlords – under the Non-Resident Landlord (NRL) Scheme, either your letting agent or your tenant (if you don’t have an agent) will be responsible for deducting tax and paying it to HMRC. Alternatively, you can apply to receive rental income without tax deductions - please contact HMRC for further information.

TENANCY RENEWALS, REVIEWS AND NOTICESWe’ll handle all renewals and reviews on your behalf, issuing the appropriate notice to your tenants if you decide to increase the rent or wish to end the tenancy. We’ll make sure everything meets your legal obligations and that all administration is taken care of. End of tenancy checks and deposit returns prior to accepting the keys and taking back possession of the property at the tenancy’s end, you’ll need to check that the property is in a good, clean condition, so that you can confidently arrange for the deposit to be returned to the tenant.As part of our fully managed service, we’ll carry out all the necessary checks, and ensure that all paperwork is completed correctly, that utility companies have been notified and that we have a forwarding address for the tenant.


*Full terms and conditions of the cover will be outlined in a separate information sheet.** A project management fee of 10% will be charged on any works over £1,000. This service is offered but fees will apply.

OUR SERVICES

FULL MANAGEMENT

SERVICE

RENT COLLECTION

SERVICE

Advertising and promoting the property until a suitable tenant is found

Displaying a Heather & Lay TO LET / LET BY board

Arranging viewings and accompanying them

Taking up references and carrying out credit checks on prospective tenants, using an independent specialised company (see point 1)

Signing up the tenant and collecting the first month’s rent and security deposit (capped at 5 weeks rent)

Handling and registering of deposit funds under TDS rules (fee applies)

On-going collection of rent including chasing late or non-payments

Paying rent into the Landlords account by BACS ( see point 2)

Notifying local authority of council tax responsibility

Advise all relevant utility companies of changes

Secure online access to your My Property File

Make any HMRC deductions and provide NRL8 if relevant

Negotiate return of deposit at the end of tenancy dealing with any claim from the deposit against the tenant for damage / repair if necessary**

Hold keys throughout tenancy term

Arranging any maintenance / routine repairs and instruct approved contractors as necessary**

If authorised, pay any bills on the property from rent (or maintenance float if held)

Assistance arranging gas or other such safety certificates (fees apply, see point 3)

Serving legal notices to regain posession (fees may apply)

Preparing the tenancy agreement

Arranging a professional inventory report by a 3rd party at the start of the tenancy and a check out report at the end of the tenancy

Floorplan

Carrying out up to 2 detailed annual property inspections using the latest software with full colour photos (see point 4)


FULL MANAGEMENT SERVICEThe management service ensures that every aspect of the lettings process is dealt with on your behalf and you avoid having to deal with any of the time consuming and demanding issues that can arise during the tenancy. This service is ideal for distant or time restricted landlords and those that require peace of mind.

RENT COLLECTION SERVICEThis service is ideal for those landlords who have the experience and time tobe involved with their tenants. Heather & Lay however will deal with all elements of marketing, referencing, initial legal documentation and ongoing rent collection.

OUR SERVICES

1. Screen prospective tenants and taking up full references including bank reference, and employer or previous landlord character reference. Where necessary, additional security would be requested by means of a guarantor. In the case of a Company Let Agreement, a credit and financial reference will be obtained. Government Right to Rent Checks will also be carried out on ingoing tenants.

2. Collecting the rent and paying the Landlord monthly (normally within 15 days of collection) less any fees or expenses due or incurred for the period. Payments will be made by direct bank transfer and a detailed rent statement will be forwarded. Heather & Lay will chase any late payment of rent, informing the Landlord of any arrears over 7 days.

3. The Agent will organise Gas Safety Certificates on the Landlord's behalf and expense, in accordance with ‘Gas Safety (Installation and Use) Regulations 1998, including administration of the necessary inspection and maintenance records.

4. The Full Management Service includes periodic inspections. These are visual inspections to identify any obvious maintenance requirements or misuse of the Property by the Tenant. On new tenancies, Heather & Lay will carry out an inspection within the first four months of the start date and thereafter, biannually. Additional inspections will be at Heather & Lay’s discretion and chargeable at £25 per inspection. These will be carried out with the agreement of the Landlord, and in line with the Tenant’s right to quiet enjoyment of the Property.

Full management service. | Rent collection service.


OUR STANDARD FEES AND CHARGES

FULL MANAGEMENT SERVICE 12% of gross monthly rent + VAT (14.4% inclusive of VAT)RENT COLLECTION SERVICE 7% of gross monthly rent + VAT (8.4% inclusive of VAT) All new business is subject to a property set-up fee of £350.

ADDITIONAL CHARGES (That might apply) (Fees inclusive of VAT)

Tenancy Deposit Registration Fee £6.00pcm

Duplication and testing of extra keys £8.00 per item (Yale)£12.00 per item (Chubb)

Tenancy Renewal Fee £40.00 (6 months)£65.00 (12 months)

Tenancy Re-Let Fee £75

Drawing up a Tenancy Agreement £90

Issuing Notice & Seeking Possession £ 120.00

EPC (Energy Performance Certificate) £120

Floorplan £40

EPC (Energy Performance Certificate) & Floorplan £150

Legionella Risk Assessment £120

Chimney Sweep £70

Portable Appliance Testing (PAT) £75 (up to 10 items)

Maintenance Repair Float (see clause 4.2-4.4 as per our Management Agreement) £250

Arranging Gas Safety Check £120

Early Termination Fee (see clause 16) £ minimum of one month’s rent

Electrical Report – Testing up to 8 circuits (additional circuits charged at £10 per circuit) (Inclusive of VAT) Reports will be quoted before booking but will begin at £ 145.00

PRICES ARE CORRECT AT TIME OF PRINTING

Residential Unfurnished Furnished

Studio/1 bed £125 £148

2 bed £130 £154

3 bed £140 £172

4 bed £150 £178

5+ bed £160 £190

Inventory/Schedule of Condition & Checkout Report (Inclusive of VAT)

Students Unfurnished Furnished

Studio/1 bed £125 £155

2 bed £130 £160

3 bed £140 £180

4+ bed £150 £190


.

safeagent is the UK’s leading accreditation scheme for lettings and management agents operating in the Private Rented Sector. Established in 1999 by the Empty Homes Agency as The National Approved Letting Scheme (NALS) with the backing of the industry, the aim was to establish a single badge for consumers to look for and understand the service and protections a firm offered through adherence to strict accreditation criteria. Recently rebranded as safeagent, we are well-respected – recognised by Government, consumer groups and industry bodies. safeagent is the only agent organisation whose sole focus is consumer protection, operating across the UK on a not-for-profit basis.safeagent operates a Government approved Client Money Protection Scheme protecting landlords and tenants money held by our agents.

Authorised by the Department for Communities and Local Government to offer redress to Lettings and Property Management Agents members and consumers benefit from a simple three stage process to resolve any complaint

• The Member will first be given an opportunity to resolve the complaint directly

• The Property Redress Scheme offers a mediation service

• The Property Redress Scheme Ombudsman will make a binding decision on the complaint

The Property Ombudsman (TPO) scheme has been providing consumers and property agents with an alternative dispute resolution service for 29 years and provides consumers with a free, impartial and independent alternative dispute resolution service.

This is a government approved tenancy deposit protection scheme in England and Wales operated by The Dispute Service Ltd. The Housing Act 2004 requires landlords and letting agents to protect deposits on assured shorthold tenancies in such a scheme. We provide insurance backed tenancy deposit protection with impartial dispute resolution for when disagreements arise over how the money is divided.

With more than 225 years’ experience Nalders is your local solicitors in Cornwall and committed to providing a quality legal service to each and every client. If the legal advice you need is in respect of property Nalders have solicitors who can help.

Van Mildert are the only tenant referencing provider who are integrated with all of the major letting software providers. Using our service through these systems will save you time.

In 2018 our average service feedback rating from our letting agent clients was 4.3 out of 5 and we were voted the best tenant referencing supplier in the UK by letting agents and the only tenant referencing provider to receive an excellent rating from The Property Academy’s EA Masters. All tenant referencing companies were entered automatically and voted for by letting agents and the results were published at the EA Masters Event.

OUR CONNECTIONS

When you choose Heather & Lay you can feel safe knowing that we provide great service and support to you. We only work alongside a carefully selected network of independent and industry leading bodies who help to define and govern the private rental sector


PROPERTY LETTING & MANAGEMENT

Swingbridge House, Anchor QuayPenryn, Cornwall TR10 8GU

Tel: 01326 374850

[email protected]


your guide to property letting and management · heather & lay have been successfully letting...

Documents