A Guide to our Landlord Services for Long Term Rentals.

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1 A Guide to our Landlord Services for Long Term Rentals.

2 Welcome to Islands & Highlands Lettings 2 Islands & Highlands Lettings are the local letting agency for the Isle of Skye and Lochalsh. With over 15 years experience, we pride ourselves on the level of service we offer. As members of the Council of Letting Agents, Islands & Highlands Lettings are always kept abreast of new legislation, partake in regular training and adhere to their code of practice. By renting out your property through Islands & Highlands Lettings, you can have confidence in the tenancies arranged. From advertising your property to managing the tenancy from start to finish, Islands & Highlands Lettings have the experience and knowledge to tailor our service to suit each landlord and tenancy. If you would like Islands & Highlands Lettings to view your property for rent and to arrange a meeting to discuss your requirements, please contact us at your earliest convenience. Our Service to You Depending on what level of service you require, here are some of the key areas that Islands & Highlands Lettings can cover Experienced Marketing : Launched in 2016, our website is proving to be a huge success. With prospective tenants able to view available properties online and existing tenants able to gain general information relating to their existing Short Assured Tenancy, long term rentals run smoother than ever with Islands & Highlands Lettings. Each property is displayed to the best of our ability with plenty of photographs, key features highlighted and an accurate description of the cottage given. Most adverts can be added to the website and made available for viewing within 36 hours of our visit as long as we have the necessary documentation. Managing your Tenants : Islands & Highlands Lettings can complete reference checks on prospective tenants and help to manage your tenants during the tenancy. Islands & Highlands Lettings act as a contact point for all tenant issues and can mediate between the landlord and tenants when anything arises. Obtaining Required Certificates : Islands & Highlands Lettings can help landlords to arrange and obtain the necessary documentation now required for a Short Assured Tenancy. This can also include drafting of inventories, condition reports and Short Assured Tenancy agreements. Deposit: Islands & Highlands Lettings usually request 1.5 months rent as a deposit. This is held in a government approved tenancy deposit holding scheme until the end of the tenancy. Rental Payments : Each month, the Short Assured Tenancy rental is paid directly by the tenants to Islands & Highlands Lettings. We deduct our commission and VAT from the amount before transferring the remainder to your nominated bank account along with a statement of account for your records. These payments are made by the 20th of the following month. Property Management : As Islands & Highlands Lettings is based on the Isle of Skye, we can act on behalf of owners to help ensure the smooth running of your tenanted property; not only helping to resolve any issues that may arise but also trying to prevent them from happening. We can provide additional services if required such as obtaining quotes from contractors for repair work and replacing any items that break. Property Inspections : Islands & Highlands Lettings can arrange periodic inspections to ensure that the property is being looked after as per the tenancy agreement. This can include the final inspection at the end of the tenancy.

3 Landlord s Responsibilities 3 All landlords have responsibilities towards their properties and any Short Assured Tenancies that they are involved in. The following outlines the main responsibilities during a tenancy. Landlords must be able to provide evidence of their compliance. Comprehensive Buildings and Contents insurance policy suited for a tenanted property which covers the property and it s contents. Proof of identity, ownership and consent from the mortgage company (if any) are required. The property must meet Repairing Standards and Fire Safety Standards with working smoke and CO detectors, fire extinguishers and blankets present. All soft furnishings comply with Fire and Furnishings (Fire Safety) Regulations. All manuals for all appliances must be left in the property and all appliances must be in full working order. All documentation must be provided for Electrical Installation Certificate Report, PAT Testing, EPC, Gas Certificate, Boiler Service Certificate and Legionnaires Risk Assessment. (If necessary, Islands & Highlands Lettings are able to arrange contractors to perform the services. Some of the certificates can be performed by Islands & Highlands Lettings.) Landlord registration is lodged with Highland Council as required by law. Islands & Highlands Lettings landlord registration number /270/17570 should be quoted on your application. New landlords can register with Landlord Registration Scotland. During the tenancy, landlords must adhere to the Short Assured Tenancy agreement from the commencement date onwards and cooperate where necessary to resolve any issues with tenants. Islands & Highlands Lettings are able to help landlords with any questions they have, any maintenance that would need to be organised and aid the smooth running of the tenancy. The next steps... Our different services and the costs involved are listed overleaf so please read through and see which would suit you best and we can then tailor our services to your needs. Essentially there are three different contract options as standard: Advertising the property only. Advertising the property and arranging the Short Assured Tenancy Advertising the property, arranging the Short Assured Tenancy and Property Management. A basic contract for each of these options is attached and each should be read thoroughly. Once you are happy to take up our services, our Landlord Application Form (also attached) should be completed with all the relevant information. On receipt we will forward a copy of our Landlord s Guide to help you through the process. We will then discuss which option you would prefer and agree the correct contract to use. Once signed by all parties involved, we will arrange to view the property and to start the process. Islands & Highlands Cottages would be delighted to work with you in marketing your property and we look forward to hearing from you soon!

4 Our Services 4 Islands & Highlands Lettings are able to tailor the services offered to suit each landlord s requirements. We have a number of standard options for landlords which you can see here: Advertising Only 55 plus VAT per entry (The re-advertising of a rental property will require this fee to be paid as well as new properties to the market.) This option allows landlords to advertise their properties and tenancies on our website. The landlord will be the point of contact for that tenancy and will ensure that the tenancy conforms to all current legislation. Islands & Highlands Lettings will visit the property, take photographs as necessary and place the tenancy on our website. Islands & Highlands Cottages will require the Landlord Registration Number and a copy of the EPC for the advertised property. Advertising of Property and Arrangement of Tenancy 400 plus VAT per property rental. (The re-letting of a property will require this fee to be paid.) This option will involve Islands & Highlands Lettings visiting the property, taking photographs and details as necessary for advertisement. We will prepare an inventory of contents, condition report, initial PAT testing and Legionnaires Risk Assessment. Other necessary certificates can be arranged with local contractors at cost price. Islands & Highlands Lettings will deal with all communication by interested parties and show them around the property. Character references and proof of identity will be taken for all potential tenants; prepare statutory notices including AT5, SAT; Government Information Pack, Repairing Standard Letter and Condition Report; placing the deposit into a government deposit holding scheme, namely Mydeposits Scotland. Management of Property to Let 15% Commission plus VAT of the monthly rental for the duration of the Short Assured Tenancy Agreement. Usually combined with arranging the tenancy, this involves Islands & Highlands Lettings collecting the monthly rental from the tenant. Any problems or issues that arise during the tenancy, Islands & Highlands Lettings will be a contact point for the tenants. Islands & Highlands Lettings are then able to act on behalf of the Landlord to arrange repairs as necessary. Additional Services for Landlords PAT Testing plus VAT per visit. Before letting your property, all landlords should be aware of the responsibilities involved in a tenancy to ensure this is the correct option for you. All aspects of property management will be discussed with the landlord to ensure that they receive the service they require.

5 5 Landlord Application Form Please complete in BLOCK CAPITALS Personal details Name Date of birth Telephone (home) Telephone (work) Mobile Preferred Method of Communication? / Letter / Telephone* Current Address Previous address (if at current address less than 6 months) *(Telephone calls always need to be backed up in writing.) Next of kin/emergency contact Name Relationship Address Telephone number Personal Documents Required Landlord Registration No. Proof of Ownership Photographic ID Proof of Current Address Mortgage Consent for Letting / Title Deeds Passport / Driving Licence / ID Card Utility Bill / Bank Statement

6 6 Property Details Full Postal Address Type of Heating Oil / Gas / Electricty Brief description of rooms (please continue on a separate sheet if required) Monthly Rental Amount? Any inclusions in the monthly rental? If heating / hot water is included in the rent and is supplied to more than one Tenant/Property, Heat Network Regulations apply. Please ask for more details. Property Documents Required EPC Certificate PAT Testing Certificate / Electrical Safety Check Gas Certificate Boiler Service Certificate 2 x copies of keys (one for tenants and one for I & H Cottages office as emergency set) Declaration I confirm that the information provided above is true and accurate and I authorise the Agency to share the information with other agencies, organisations and individuals for the purpose of carrying out credit and reference checks and seeking additional information. The Agency must handle all information provided in accordance with the Data Protection Act I understand that completing this application form does not commit the landlord or tenant to a tenancy. Signature Date Print name

7 7 CONTRACT for ADVERTISING A SHORT ASSURED TENANCY AGREEMENT between Islands & Highlands Cottages Ltd (Company No SCO ) T/A Islands & Highlands Lettings having its Registered Office at Bridge Road, Portree, Isle of Skye, IV51 9ER (the agents) and (Landlord s name) residing at (home address) It is agreed between the agent and the landlord as follows: This contract shall commence on and shall continue until either the tenancy has commenced, either party gives the other party one month s written notice of termination or either party is in material breach of the contract. All correspondence to the agent should be by to or by post to Islands & Highlands Lettings, Bridge Road, Portree, Isle of Skye, IV51 9ER. Contact can be made by telephone on ; however, all calls must be confirmed in writing. All enquiries will be replied to within 24 hours of receipt. s are the preferred method of communication. All correspondence to the landlord will be made in accordance with the details given to the agent in writing. Telephone calls will be followed up by or letter if required. If contact details for the landlord changes, it is the landlord s responsibility to inform the agent of the updated details. The property to be advertised for a Short Assured Tenancy by the agent is (rental property address). The initial Short Assured Tenancy will be for a period of no less than six months and may continue thereafter until either party, the tenant or the landlord, gives two months written notice of termination. The advertising fee will be 55 plus VAT for each tenancy advertised. The availability of the tenancy will be advertised once this fee has been paid. An invoice will be raised which the landlord should pay by BACS to Islands & Highlands Cottages Ltd, Sort Code Account No quoting the unique invoice reference number.

8 8 Once the Short Assured Tenancy has commenced it shall be managed by the landlord and the agents will no longer be involved. The tenant will be given full contact details for the landlord. The agent will provide the following services: Visit the property at commencement of the agreement and take details for advertising the property. The landlord registration number and a copy of the EPC must be provided for the advert. Advertise the property for let. Forward all interested parties contact details to the landlord as the landlord will act as point of contact. The landlord understands and accepts that the following are his responsibility and evidence of compliance will be produced to the agent: Ensure the property and contents are covered by a comprehensive Buildings and Contents insurance policy suited for a tenanted property. Provide identity documents and proof of ownership of the property. Provide evidence the mortgage company (if any) consents to the letting of the property. Ensure the property meets Repairing Standards and Fire Safety Standards with working smoke and CO detectors, fire extinguishers and blankets present and all soft furnishings comply with Fire and Furnishings (Fire Safety) Regulations. Ensure all manuals for all appliances are left in the property and all appliances are in full working order. Provide all necessary documentation including PAT Testing, EICR, EPC Certificate, Gas Certificate, Boiler Service Certificate and Legionnaires Risk Assessment. If necessary, the agent is able to perform certain checks and provide certificates. Ensure landlord registration is lodged with Highland Council as required by law. Contact all interested parties in the tenancy and notify the agents when successful tenants have been found so that the advert can be removed. Manage and adhere to the tenancy agreement from the commencement date onwards and liaise directly with the tenants to resolve any issues that may arise or during termination of the tenancy agreement. Any complaints should be made in writing to either or Islands & Highlands Lettings, Bridge Road, Portree, Isle of Skye, IV51 9ER. The agent will reply within 72 hours to all correspondence. A full review will commence immediately, the outcome of which will be made available to the landlord. The agent will not act as an agent if there is a conflict of interest in doing so. The agent is a member of the Council of Letting Agents and adheres to their codes of practice which can be found on their website or by contacting them by to or calling In accordance with the Consumer Contract (Information, Cancellation and Additional Charges) Regulations 2013, if the documents are signed outwith the agents office at the aforementioned address, there follows a 14 day cooling off period during which the owner is entitled to cancel the contract without giving a reason. If the owner has already instructed the agent s to commence offering the service prior to cancellation, the owner is liable to pay the agent s reasonable costs. IN WITNESS WHEREOF this page and the two preceding pages are signed as follows:

9 9 Signature of Witness Islands & Highlands Cottages Authorised Signatory Full Name of Witness (PRINT) Date of Signing Address of Witness Place of Signing Signature of Witness Landlord s Signature Full Name of Witness (PRINT) Date of Signing Address of Witness Place of Signing By signing this contract you are appointing Islands & Highlands Cottages to act on your behalf for advertising your property for a Short Assured Tenancy and have granted them Authority to Let.

10 10 CONTRACT for ADVERTISING A SHORT ASSURED TENANCY AGREEMENT and AUTHORITY TO LET ON A SHORT ASSURED TENANCY AGREEMENT between Islands & Highlands Cottages Ltd (Company No SCO ) T/A Islands & Highlands Lettings having its Registered Office at Bridge Road, Portree, Isle of Skye, IV51 9ER (the agents) and (Landlord s name) residing at (home address) It is agreed between the agent and the landlord as follows: This contract shall commence on and shall continue until either the tenancy has commenced, either party gives the other party one month s written notice of termination or either party is in material breach of the contract. All correspondence to the agent should be by to or by post to Islands & Highlands Lettings, Bridge Road, Portree, Isle of Skye, IV51 9ER. Contact can be made by telephone on ; however, all calls must be confirmed in writing. All enquiries will be replied to within 24 hours of receipt. s are the preferred method of communication. All correspondence to the landlord will be made in accordance with the details given to the agent in writing. Telephone calls will be followed up by or letter if required. If contact details for the landlord changes, it is the landlord s responsibility to inform the agent of the updated details. The property to be advertised for a Short Assured Tenancy by the agent is (rental property address). The initial Short Assured Tenancy will be for a period of no less than six months and may continue thereafter until either party, the tenant or the landlord, gives two months written notice of termination. The initial fee will be 400 plus VAT for each tenancy advertised. The availability of the tenancy will be advertised once this fee has been paid. An invoice will be raised which the landlord should pay by BACS to

11 Islands & Highlands Cottages Ltd, Sort Code Account No quoting the unique invoice reference number. 11 Once the Short Assured Tenancy has commenced it shall be managed by the landlord and the agents will no longer be involved. The tenant will be given full contact details for the landlord. The agent will provide the following services: Visit the property at commencement of the agreement and take details for advertising the property. Prepare an inventory of contents as required and complete the Repairing Standards Report, the initial PAT Testing and Legionnaires Risk Assessment. Boiler Service Certificates, EPC Certificates, EICR and Gas Certificates will be arranged with local contractors at cost price. Thereafter PAT Tests and Legionnaires Risk Assessment performed by the agent will be at a cost of 150 plus VAT. Advertise the property for let. Find a tenant and showing interested applicants the property. Complete character reference checks for the tenant prior to commencement of the tenancy. Take meter readings and inform Highland Council of the change in occupancy. Prepare Statutory Notices including AT5, SAT, Scottish Government Tenant Information Pack, Repairing Standard Letter and Condition Report. Obtain all acknowledgements for Statutory Notices from the tenant. Collect the first months rent and deposit. The deposit must be held in a government holding scheme for the duration of the tenancy. All original documentation shall be posted to the landlord at the commencement of the Short Assured Tenancy. The landlord understands and accepts that the following are his responsibility and evidence of compliance will be produced to the agent: Ensure the property and contents are covered by a comprehensive Buildings and Contents insurance policy suited for a tenanted property. Provide identity documents and proof of ownership of the property. Provide evidence the mortgage company (if any) consents to the letting of the property. Ensure the property meets Repairing Standards and Fire Safety Standards with working smoke and CO detectors, fire extinguishers and blankets present and all soft furnishings comply with Fire and Furnishings (Fire Safety) Regulations. Ensure all manuals for all appliances are left in the property and all appliances are in full working order. Provide all necessary documentation including PAT Testing, EICR, EPC Certificate, Gas Certificate, Boiler Service Certificate and Legionnaires Risk Assessment. If necessary, the agent is able to perform certain checks and provide certificates. Ensure landlord registration is lodged with Highland Council as required by law. The agent s landlord registration number, /270/17570, should be quoted in your application. Manage and adhere to the tenancy agreement from the commencement date onwards and liaise directly with the tenants to resolve any issues that may arise or during termination of the tenancy agreement. The agent will be provided with one set of keys to be given to the tenant at the commencement of the Short Assured Tenancy Agreement. The agent does not guarantee payment of rent by the tenant after the first month. Any complaints should be made in writing to either or Islands & Highlands Lettings, Bridge Road, Portree, Isle of Skye, IV51 9ER. The agent will reply within 72 hours to all correspondence. A full review will commence immediately, the outcome of which will be made available to the landlord.

12 12 The agent will not act as an agent if there is a conflict of interest in doing so. The agent is a member of the Council of Letting Agents and adheres to their codes of practice which can be found on their website or by contacting them by to or calling In accordance with the Consumer Contract (Information, Cancellation and Additional Charges) Regulations 2013, if the documents are signed outwith the agents office at the aforementioned address, there follows a 14 day cooling off period during which the owner is entitled to cancel the contract without giving a reason. If the owner has already instructed the agent s to commence offering the service prior to cancellation, the owner is liable to pay the agent s reasonable costs. IN WITNESS WHEREOF this page and the two preceding pages are signed as follows: Signature of Witness Islands & Highlands Cottages Authorised Signatory Full Name of Witness (PRINT) Date of Signing Address of Witness Place of Signing Signature of Witness Landlord s Signature Full Name of Witness (PRINT) Date of Signing Address of Witness Place of Signing By signing this contract you are appointing Islands & Highlands Cottages to act on your behalf for advertising your property for a Short Assured Tenancy and have granted them Authority to Let.

13 13 CONTRACT for MANAGEMENT OF PROPERTY and AUTHORITY TO LET ON A SHORT ASSURED TENANCY AGREEMENT between Islands & Highlands Cottages Ltd (Company No SCO ) T/A Islands & Highlands Lettings having its Registered Office at Bridge Road, Portree, Isle of Skye, IV51 9ER (the agents) and (Landlord s name) residing at (home address) It is agreed between the agent and the landlord as follows: This contract shall commence on and shall continue until either party gives the other party one month s written notice of termination or either party is in material breach of the contract. All correspondence to the agent should be by to or by post to Islands & Highlands Lettings, Bridge Road, Portree, Isle of Skye, IV51 9ER. Contact can be made by telephone on ; however, all calls must be confirmed in writing. All enquiries will be replied to within 24 hours of receipt. s are the preferred method of communication. All correspondence to the landlord will be made in accordance with the details given to the agent in writing. Telephone calls will be followed up by or letter if required. If contact details for the landlord changes, it is the landlord s responsibility to inform the agent of the updated details. The agent will act on behalf of the landlord in emergency situations and organise minor repairs and / or replacement goods of equal to or less than. Whilst the agent always endeavour to contact the landlord before repairs or replacement of goods are carried out, if they are unable to reach the landlord, they will ensure that the property remains at a standard that allows the tenancy to continue at the premises by making all necessary arrangements. The property to be managed by the agent is (rental property address).

14 14 The initial Short Assured Tenancy will be for a period of no less than six months and may continue thereafter until either party, the tenant or the agent on behalf of the landlord, gives two months written notice of termination. The initial fee will be 400 plus VAT for each tenancy advertised. The availability of the tenancy will be advertised once this fee has been paid. An invoice will be raised which the landlord should pay by BACS to Islands & Highlands Cottages Ltd, Sort Code Account No quoting the unique invoice reference number. Once the Short Assured Tenancy has commenced the monthly management fee will be 15% of the monthly rental plus VAT. The fee will be reviewed on an annual basis. The management fee will be deducted from the monthly rental the remainder of which will be paid to the Landlord s bank account. Invoices for repair and / or replacement goods will be raised separately and must be paid within 28 days by BACS payment to Islands & Highlands Cottages, Sort Code Account No quoting the unique invoice reference number. The agent will provide the following services: Visit the property at commencement of the agreement and take details for advertising the property. Prepare an inventory of contents as required and complete the Repairing Standards Report, the initial PAT Testing and Legionnaires Risk Assessment. Boiler Service Certificates, EPC Certificates, EICR and Gas Certificates will be arranged with local contractors at cost price. Thereafter PAT Tests and Legionnaires Risk Assessment performed by the agent will be at a cost of 150 plus VAT. Advertise the property for let. Find a tenant and showing interested applicants the property. Complete character reference checks for the tenant prior to commencement of the tenancy. Take meter readings and inform Highland Council of the change in occupancy. Prepare Statutory Notices including AT5, SAT, Scottish Government Tenant Information Pack, Repairing Standard Letter and Condition Report. Obtain all acknowledgements for Statutory Notices from the tenant. Collect the monthly rent and deposit. The deposit will be held in a government holding scheme for the duration of the tenancy. The agent s commission will be deducted from the monthly rent and the remainder passed over to the landlord. The tenant shall be instructed to liaise with the agent regarding any minor repairs to the property. Inspection of the property shall be arranged two months after the commencement of the tenancy with follow up inspections on a six monthly basis unless otherwise warranted. At the end of the tenancy, the deposit shall be released from the government holding scheme. If there are any disputes between the landlord and the tenant, evidence gained through inspections along with other sources will be used to substantiate the claims. The agents will lodge the claim or counter claim with the government holding scheme who will then make the final decision. The landlord understands and accepts that the following are his responsibility and evidence of compliance will be produced to the agent: Ensure the property and contents are covered by a comprehensive Buildings and Contents insurance policy suited for a tenanted property. Provide identity documents and proof of ownership of the property. Provide evidence the mortgage company (if any) consents to the letting of the property. Ensure the property meets Repairing Standards and Fire Safety Standards with working smoke and CO detectors, fire extinguishers and blankets present and all soft furnishings comply with Fire and Furnishings

15 15 (Fire Safety) Regulations. Ensure all manuals for all appliances are left in the property and all appliances are in full working order. Provide all necessary documentation including PAT Testing, EICR, EPC Certificate, Gas Certificate, Boiler Service Certificate and Legionnaires Risk Assessment. If necessary, the agent is able to perform certain checks and provide certificates. Ensure landlord registration is lodged with Highland Council as required by law. The agent s landlord registration number, /270/17570, should be quoted in your application. Adhere to the tenancy agreement from the commencement date onwards and cooperate if necessary resolving any issues with the tenants. The agent will be provided with a minimum of 3 sets of keys; one set for the tenant and two sets to be held at the agent s office. These will be used for access to the property for monthly inspections and for repairs to be carried out. The agent does not guarantee payment of rent by the tenant after the first month. In the event that the tenant is in breach of the tenancy agreement, the agent will initiate legal proceedings. The costs of such proceedings charged by the solicitor / debt collection agency are not the responsibility of the agent and shall be met by the landlord if not recovered from the tenant. Any complaints should be made in writing to either or Islands & Highlands Lettings, Bridge Road, Portree, Isle of Skye, IV51 9ER. The agent will reply within 72 hours to all correspondence. A full review will commence immediately, the outcome of which will be made available to the landlord. The agent will not act as an agent if there is a conflict of interest in doing so. The agent is a member of the Council of Letting Agents and adheres to their codes of practice which can be found on their website or by contacting them by to or calling In accordance with the Consumer Contract (Information, Cancellation and Additional Charges) Regulations 2013, if the documents are signed outwith the agents office at the aforementioned address, there follows a 14 day cooling off period during which the owner is entitled to cancel the contract without giving a reason. If the owner has already instructed the agent s to commence offering the service prior to cancellation, the owner is liable to pay the agent s reasonable costs. IN WITNESS WHEREOF this page and the two preceding pages are signed as follows: Signature of Witness Islands & Highlands Cottages Authorised Signatory Full Name of Witness (PRINT) Date of Signing Address of Witness Place of Signing

16 16 Signature of Witness Landlord s Signature Full Name of Witness (PRINT) Date of Signing Address of Witness Place of Signing Signature of Witness Landlord s Signature Full Name of Witness (PRINT) Date of Signing Address of Witness Place of Signing By signing this contract you are appointing Islands & Highlands Cottages to act on your behalf for Property Management and have granted them Authority to Let.

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