Just some of the reasons why a prospective landlord should use Newcombe Residential:

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1 Why Choose Newcombe Residential? Letting a property is possibly one of the most important decisions an owner can make and we at Newcombe Residential firmly believe that by choosing us as their agent prospective landlords will receive a level of service and technical knowledge seldom surpassed in the residential lettings industry. We are proactive with a real passion to succeed and we really will go that extra mile to get the job done. Just some of the reasons why a prospective landlord should use Newcombe Residential: Friendly, experienced, ARLA qualified, fully trained staff to look after every aspect of letting your property. Free, no-obligation valuations and extensive one-to-one advice for prospective Landlords. Informed advice on Buy To Let including recommendations on forthcoming new developments and valuations for potential rental properties. Our Core Values and Services Effective Marketing - full details of your property displayed in our prominent offices situated in the heart of The Suffolks. We advertise in various local publications and to the rest of the world 24 hours a day, 7 days a week via our own web site and some of the largest national property portals such as Rightmove. Accompanied viewings at a time to suite all parties - it is our aim to give each rental property maximum exposure and we are therefore flexible in our approach and will do everything we can to accommodate out of hours viewings, in the evenings or over weekends and bank holidays. Fully Referenced Tenants - all tenants are thoroughly referenced via an independent tenant referencing company which specialises in providing fast, accurate and intelligent referencing so you can feel confident about renting your property to a future tenant. Association of Residential Letting Agents (ARLA) Member - giving you the peace of mind that the agreements and procedures used by Newcombe Residential when letting your property are regulated and all funds are protected by the ARLA fidelity bond. The Property Ombudsman Member - registered agents must follow The Property Ombudsman Letting Code of Practice. This sets out the framework within which registered agents must operate and the standards of service they must provide for both tenants and landlords. The Code is compulsory and is rigorously applied in complaints handling. The agent is required and has agreed to have Professional Indemnity insurance to ensure that any compensation awarded can be paid. The agent is required to have an in-house complaints system with written procedures to inform how to refer any unresolved dispute to the Ombudsman and co-operate with any investigation by the Ombudsman. Landlord Information Page 1 of 11

2 Corporate Links - we at Newcombe Residential have, over a number of years, built-up excellent working relationships with the largest companies and organisations in Cheltenham. We also work closely with a large number of local and national relocation agents to find suitable properties for professionals re-locating into the area. These can range from a one bedroom apartment to large prestigious family homes. Maintenance & Repairs - depending on the level of service that you require we have a selection of reliable, competitive, fully qualified and insured contractors on hand to carry out any emergency, routine or planned repairs, and general maintenance. Account Services - our in-house accounts department will make every effort to ensure that your rental payments are received and paid to you promptly. They are also available for advice on taxation and general accounting queries. Deposits and Vacations - all rental properties have an extensive Inventory of contents and condition prepared. Those properties managed by Newcombe Residential are checked against this inventory at the end of the tenancy. We hold six weeks rent as a security deposit on all Fully Managed, Rent Collection and Introduction Only properties. All deposits are registered with the TDS scheme. Marketing Your Property The effective marketing of your property is essential to ensure that your property is let promptly and to suitable tenants. We at Newcombe Residential use the following tools when marketing your property, giving your property maximum coverage and reaching all potential tenants. The Internet - by far, the most effective and increasingly popular way of finding properly to let is via the Internet. Our web site is easy to use, is linked to our property database and is continually updated as and when properties become available. There is a full description of the property as well as internal and external photographs. We are also linked to some the UK's leading property search portals. These portals are advertised frequently on national TV and they allow us to post full sets of internal photos of all properties. We have invested recently in advertising on some of the UK's largest search engines such as Google, Yahoo, Wanadoo, MSN and many more, ensuring that we are found easily! Corporate & Relocation Agents - regular contact with Cheltenham s largest companies and organisations together with on-going long-term relationships with local and national relocation agents. Tenant Database & Property Listings - our full property listings are distributed to prospective tenants from our office, as well as mailed to tenants registered on our database. Property Cards - these allow Newcombe Residential to advertise every property currently available on our list. The property cards themselves give as much information as possible, including external and internal photos, a full description and highlight the best features of the property. Landlord Information Page 2 of 11

3 Press Advertising - we advertise in many local publications on a regular basis in addition to advertisements in local directories. To Let Boards - our prominent To Let boards are one of the best ways of attracting new tenants. All Newcombe Residential boards have QR (Quick Response) codes which enable the prospective tenant, via an app on their phone, to link straight into the Newcombe Residential website and see details of the property including internal photographs. Before You Let The private rental market in Cheltenham and surrounding area is extremely competitive, and we at Newcombe Residential utilise our extensive knowledge of the rental industry to advise prospective landlords how best to present their property in order to attract the right type of tenants. Furnished or Unfurnished? The most important thing to clarify is that your legal position as a landlord is the same whichever option you choose, and that there is a strong demand for both. Landlords are legally obliged to maintain whatever is provided in a let property, and safety is, of course, of paramount importance. Padded soft furnishings manufactured or re-upholstered between 1950 and 1990 must comply with The Furniture and Furnishings (Fire) (Safety) Regulations An unfurnished property should still include carpets, curtains and usually white goods in the kitchen. Heating Systems We recommend that you have your heating/hot water system serviced by a qualified engineer before letting your property. All gas installations and appliances must be tested by an approved person who must be GAS SAFE registered. A Landlord's Safety Certificate must be issued prior to the start date of the tenancy and is legally renewable at least every 12 months. We will be happy to arrange this via one of our reliable contractors at a competitive price. Smoke Detectors All new homes must be fitted with mains operated smoke detectors. They must be installed on every floor and be interlinking. These rules are incorporated in the Building Regulations 1991 and apply to property built after June There are no specific regulations governing older buildings but Fire and Safety Officers, and we at Newcombe Residential, strongly recommend the installation of at least battery operated devices prior to letting and that they are regularly checked. Mains and battery operated detectors should not be mixed in the same property. Landlord Information Page 3 of 11

4 Electricity and Appliances The wiring in all let property must be checked for safety at least every five years, and all lets would normally include a cooker (or oven/hob), and preferably a fridge (or fridge freezer) and a washing machine (or washer/dryer). All electrical items must be tested for compliance with The Electrical Equipment (Safety) Regulations 1994 and the Plugs & Sockets etc (Safety) Regulations 1994, by a qualified engineer. Garden Not all tenants are keen gardeners, and you may wish to consider making your garden as lowmaintenance as possible before letting, and presented in a tidy condition before the first tenancy. During a tenancy tenants are responsible for keeping gardens tidy, while landlords retain responsibility for shrubs and trees. It will encourage tenants if a basic supply of appropriate tools and a lawn mower are provided. Cleaning Newcombe Residential advices all landlords to have their properties professionally cleaned prior to the occupancy by a new tenant. It will then be the responsibility of the tenant to have the property professionally cleaned at the end of the tenancy. If you are letting your property for the first time, please ask for a quotation to have it cleaned to the required standard. Utilities Landlords are responsible for utility accounts, including council tax, while the property is vacant. Please notify your providers of your leaving date when you first let your property, together with meter readings. lt is extremely important that tenants know where meters are located and have any keys required to access them. It your property is a flat, please mark the meters with your flat number. You should close your telephone account when you leave the property, and cancel your TV licence. Keys A set of keys, including security keys/fobs, must be provided for each tenant, as well as a set for us to hold as managing agent for all managed properties. Please also ensure that we have any alarm code or entry codes that may be required for your property. Permissions Your mortgage lender (if any) must give permission for your property to be let. lf your property is leasehold it may also be necessary to obtain permission from your freeholder prior to letting. Landlord Information Page 4 of 11

5 Maintenance & Refurbishment Should your property be in need of some improvements prior to letting, we would be happy to advise you on any repairs or improvements required to bring your property to the required standard. The Association Of Residential Letting Agents (ARLA) A.R.L.A. is the professional regulatory body for agents specialising in residential property lettings and management. Members must abide by a strict code of conduct, hold professional indemnity insurance, operate separate clients accounts and employ at least one member of staff per office who has passed the ARLA Legal Competency examination. Members of ARLA are regularly updated on changes in the law and attend courses dealing with legal, tax and management matters. Most importantly, members must operate a separate client account and be fully ARLA bonded to guarantee that their landlords and tenants funds are secure. More information can be found on the ARLA website at The Tenancy Deposit Scheme From April 2007, all tenant deposits in England and Wales must be registered by law, with one of three deposit protection schemes. Newcombe Residential, as members of the TDS, retain the right to hold tenants deposits in our Client Account, and administer the return of these deposits, including the handling of any disputes that may arise. Our membership of the scheme attracts professional and careful prospective applicants, which means that we are offering your property to the right type of tenant. Insurance: Are You Properly Covered? If you are considering letting your property you must advise your insurers, as not all companies will cover rental property. However, through our contacts with specialists in the business of providing insurance for rented properties we are able to help with: Buildings (or buildings & contents) Insurance, including accidental damage, malicious damage by tenants Contents Insurance only, including accidental damage Rent and Legal Protection insurance Income Tax For UK landlords all income derived from this country is assessable for tax, regardless of the residential status of the owner. However, there are allowances such as mortgage interest, agent's fees and other expenses relevant to the property. If the owner is resident in the UK they will be responsible directly to the lnland Revenue for payment of tax. Landlord Information Page 5 of 11

6 Overseas landlords - any landlord who spends more than half of any tax year away from the UK - is regarded as non-resident and the letting agent will be assessed in respect of the rental income and will be required to retain 23% from the rent to pay the tax to the Inland Revenue each quarter. However, the overseas landlord can apply to the Revenue for exemption from this requirement and can be issued with a certificate authorising the agent to pay rent to his landlord without deduction of tax. The letting agent cannot file this application on your behalf - it must be done by you - and without it we will be obliged to make the deductions required by law. Should you require the expertise of an accountant to ensure that you are receiving all the allowances due to you, we can put you in touch with a member of the Chartered Institute of Taxation, who could assist you at a reasonable cost. These contact details can be supplied on request. Energy Performance Certification From 1 st October 2008, all rental properties with a new tenancy in England and Wales are required to have an Energy Performance Certificate (EPC). We are now unable to advertise any property until an EPC is carried out or relevant certificate is provided. EPC's look similar to the energy labels found on domestic appliances such as fridges and washing machines. The energy efficiency and environmental impact of your property will be rated on a scale from A-G (where A is the most efficient and G the least efficient). The EPC is valid for ten years from the date it is issued and must only be carried out for new tenancies that commence on or after Ist October If you have purchased your property since August 2007 you may have an EPC already which will have formed part of the Home Information Pack (HIP), and this can be used for future tenancies. As a landlord you will not be liable to make any changes unless you wish to do so in order to increase the energy efficiency of the property. Further details of how to do so can be found at What Should You Do When You've Decided To Let Your Property? Contact Newcombe Residential on or us at and we will be happy to provide you with an accurate rental valuation based on current market conditions, and to draw up the necessary paperwork. From the moment we are instructed, your property will be marketed to prospective tenants, and there is no initial charge for this service. Landlord Information Page 6 of 11

7 How Long Will It Take To Locate A Suitable Tenant? If your property is presented at its best, and priced to suit the prevailing market, it should take no more than a month to locate a tenant. However, this can vary according to the time of year. How Long Will The Tenancy Last? The majority of tenancies are for an initial fixed period of 6 months, although sometimes it suits both landlord and tenant for this to be l2 months. After the initial fixed period our tenancies automatically continue on a month to month basis until terminated by either party with relevant notice. Should both parties agree a further fixed period can be entered into if required. The notice period for the landlord is two months while for the tenant it is one month. How Much Will You Know About Your Tenant? When a suitable tenant has been found, they will be fully referenced and you will be advised of their name, occupation and personal circumstances. It you are a local landlord, and wish to meet your tenant, this can be arranged, although many landlords of managed properties prefer to keep contact at arm's length. lf you are managing your own tenancy, you will, of course, meet your tenant and they will be given your contact details on moving in. How Will You Receive Your Rent? For Fully Managed and Rent Collection arrangements, all rents are payable on the same day each month, so if the tenant moves in on the 12th of a particular month the rent is payable each month on the 12th. Our commission and any other deductions for repairs, insurance etc will be deducted and the balance paid to you. A monthly statement will detail all transactions on your account. When Will You Receive My Rent? Allowing time for the rent to reach our account and to be processed, you should find that the monthly rent reaches your account usually within 7 working days of receipt by Newcombe Residential, although occasionally this can be up to 10 working days allowing for weekends and bank holidays etc. Who Is Responsible For Repairs? As the landlord, you will be responsible for ensuring that the property, including its fixtures and fittings are in a good state of repair. There are some repairs which will be the tenant s responsibility and we will advise the tenant accordingly. Repairs that are the landlord's responsibility will be billed by the contractor and the invoice put onto your account. This is paid when the next rent is received. lf the repair has been occasioned by any neglect on the part of the tenant, the invoice will be directed to him/her. We will be happy to discuss your individual maintenance requirements prior to the commencement of the tenancy. Landlord Information Page 7 of 11

8 What Happens At The End Of A Tenancy? For managed and rent-collection properties, when notice is given we notify you and immediately start to re-market your property in order to minimise the void period between lets. We also advise the tenant on cleaning requirements. When the keys are received from the tenant, our inventory clerk checks the property against the original inventory, taking account of the nature and length of the tenancy, and provides a written report to us. Any deductions from the deposit are negotiated by us on your behalf, in line with the requirements of the Tenancy Deposit Scheme. Types Of Service At Newcombe Residential At Newcombe Residential we provide landlords with different levels of service offerings in order to meet their particular requirements. All quoted fees are subject to VAT at the applicable rate. Full Management Monthly Payment 12.5% of the monthly rental income Initial set-up fee 1-2 Bedrooms Initial set-up fee 3+ Bedrooms Tenancy renewal fee (if applicable) (Set-up fees include preparation of Tenancy Agreement, Inventory, Setting up Standing Order & Registration of the Deposit with the TDS) With our comprehensive Full Management service, you can sit back and relax, assured that we have every aspect of letting your property covered. The full management service is ideal if you require minimal involvement with the day-to-day management of your property. The Full Management service comprises: Expert advice prior to letting including health and safety requirements, buy-to-let advice and advising on a realistic rental figure based on an in-depth knowledge of local market conditions and comparable properties within the area. Marketing of the property using our extensive marketing process. Dealing with enquires relating to the property, booking and accompanying all viewings. Negotiation of specific terms of the tenancy. Comprehensive referencing of prospective tenants in order to assess suitability as tenants. Preparation of the Tenancy Agreement, which has been approved by ARLA and The Office of Fair Trading, protecting the interests of both landlord and tenant. Landlord Information Page 8 of 11

9 Arranging of pre-tenancy safety checks by our CORGI and NICEIC approved Gas and Electrical contractors, cleaning and property maintenance, if required. Preparation of a comprehensive Inventory of Contents and Condition. This can then be used to assess the condition of the property at the end of the tenancy and will help to ensure that the property will be returned in good order by the tenant. Receiving of initial monies, witnessing the signing of agreements, handing over of the keys to the tenant, receiving and retaining of the security deposit. Receipt of monthly rent payments and the pursuit of late payments, with copies of statements provided monthly. Regular property visits to ensure the property is being kept in good order and the production of reports detailing any maintenance requirements. Dealing with any routine or emergency maintenance and repair issues and the renewal of gas and electrical safety tests. Preparation and delivery of legal notices throughout the tenancy. Arranging the checking of the property at the end of each tenancy against the original inventory and agreeing any cleaning or damages with both landlord and tenant, in line with the Tenancy Deposit Scheme. We will arrange for any agreed works to be carried out following the tenant s vacation and deductions from deposit as necessary. Rent Collection Monthly Payment 9.00% of the monthly rental income Initial set-up fee 1-2 Bedrooms Initial set-up fee 3+ Bedrooms Tenancy renewal fee (if applicable) (Set-up fees include preparation of Tenancy Agreement, Inventory, Setting up Standing Order & Registration of the Deposit with the TDS) With our Rent Collection service, landlords are able to deal with the day-to-day property management issues while having the assurance that all documentation including tenancy agreements and inventories have been professionally prepared and that the rent payments are being closely monitored. The security deposit for the property is also held by Newcombe Residential in line with the Government regulated Tenancy Deposit Scheme. Landlord Information Page 9 of 11

10 The Rent Collection service comprises: Expert advice prior to letting including health and safety requirements, buy-to-let advice and advising on a realistic rental figure based on an in-depth knowledge of local market conditions and comparable properties within the area. Marketing of the property using our extensive marketing process. Dealing with enquires relating to the property, booking and accompanying all viewings. Negotiation of specific terms of the tenancy. Comprehensive referencing of prospective tenants in order to assess suitability as tenants. Preparation of the Tenancy Agreement, which has been approved by ARLA and The Office of Fair Trading, protecting the interests of both landlord and tenant. Arranging of pre-tenancy safety checks by our CORGI and NICEIC approved Gas and Electrical contractors, cleaning and property maintenance, if required. Preparation of a comprehensive Inventory of Contents and Condition. This can then be used to assess the condition of the property at the end of the tenancy and will help to ensure that the property will be returned in good order by the tenant. Receiving of initial monies, witnessing the signing of agreements, handing over of the keys to the tenants, receiving and retaining of the security deposit. Receipt of monthly rent payments and the pursuit of late payments, with copies of statements provided monthly. Preparation and delivery of legal notices throughout the tenancy. Arranging the checking of the property at the end of each tenancy against the original inventory and agreeing any cleaning or damages with both landlord and tenant, in line with the Tenancy Deposit Scheme. We will arrange for any agreed works to be carried out following the tenant s vacation and deductions from deposit as necessary. Let Only One off payment 85% of the first month s rent (Set-up fees include preparation of Tenancy Agreement, Inventory, Setting up Standing Order & Registration of the Deposit with the TDS) Our Let Only service offers the experienced landlord the ability to have a hands-on approach combined with the peace of mind that all documentation used in the preparation of the tenancy adhere to the most up-to-date legislation and also the requirements set out by ARLA and the Office of Fair Trading. Landlord Information Page 10 of 11

11 The Let Only service comprises: Expert advice prior to letting including health and safety requirements, buy-to-let advice and advising on a realistic rental figure based on an in-depth knowledge of local market conditions and comparable properties within the area. Marketing of the property using our extensive marketing process. Dealing with enquires relating to the property, booking and accompanying all viewings. Negotiation of specific terms of the tenancy. Comprehensive referencing of prospective tenants in order to assess suitability as tenants. Preparation of the Tenancy Agreement, which has been approved by ARLA and The Office of Fair Trading, protecting the interests of both landlord and tenant. Arranging of pre-tenancy safety checks by our CORGI and NICEIC approved Gas and Electrical contractors, cleaning and property maintenance, if required. Preparation of a comprehensive Inventory of Contents and Condition. This can then be used to assess the condition of the property at the end of the tenancy and will help to ensure that the property will be returned in good order by the tenant. Receiving of initial monies, witnessing the signing of agreements, handing over of the keys to the tenants, receiving the security deposit. Registration of the tenancy deposit with the TDS. Setting up a standing order mandate for future rental payments direct into the landlord s bank account. Which Service Is Right For Me? Contact Newcombe Residential on or us at and we will be happy to discuss your options based on your circumstances. Landlord Information Page 11 of 11

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