Landlord Services... A guide to our services and fees and choosing a Landlord Service that is right for you hrt.uk.com
Choosing a Landlord Service that is right for you... We offer two services, full management for Landlords who prefer to take a back seat and have all the hard work done for them or Tenant find only, for licenced Landlords who take an active role in looking after their properties but need help finding Tenants. We also offer a complete range of services which can be tailored in addition to our standard management and Tenant find only package in order to meet your individual needs. Services Full Management Tenant Find Only Fees 180 New Tenancy set up fee 90 Renewal Tenancy fee 10% PCM + VAT ½ of first month s rent + VAT subject to minimum fee of 360 Rental Appraisal INCLUDED INCLUDED On-line and In-Branch Marketing INCLUDED INCLUDED Accompanied Viewings & Tenant Selection INCLUDED INCLUDED Legal Documentation INCLUDED INCLUDED Deposit Collection INCLUDED INCLUDED Inventory / Statement of Condition Report INCLUDED Prices start from 80 + VAT Deposit Registration with TDS INCLUDED 72 Monthly Rent Collection INCLUDED 10% + VAT of monthly rental Quarterly Inspections INCLUDED 60 Maintenance & Repairs INCLUDED 30 per contractor instruction Check-out Inspection & Deposit returns INCLUDED Prices start from 180 All prices quoted unless specified are inclusive of VAT
Rental Appraisal Marketing Viewings & Tenant Selection References Legal Documentation Inventory / Statement of Condition Report Deposit Rent Collection Property Quarterly Inspections Maintenance & Repairs An experienced member of our rental team will meet you at your property to perform a free rental valuation and assessment. This assessment will take into consideration location, demand and condition of the accommodation, and if necessary, advice will be given on any areas which may require improvement. Online exposure via our three branches, our website, mobile site and social media channels plus extensive coverage on leading national property portals. Prospective Tenants will discuss their requirements with our team prior to any viewings. We accompany all prospective tenants to view your property. After a successful viewing of your property we discuss the requirements of the tenancy paying particular attention to our Tenant referencing procedures to see if they meet our strict requirements. We use an external reference agency to complete a thorough vetting service of each Tenant. Full references including financial profile, credit check, an employment and previous landlord reference are conducted by an external company. Where required we would also complete references on a guarantor for a tenancy. We prepare & execute an Assured Shorthold Tenancy Agreement or Company Letting Agreement for your Tenant(s) to sign prior to the commencement of the tenancy. Other legal documentation will be issued by us prior to the end of the tenancy in accordance with current legislation. Secondary to the Tenancy Agreement the Inventory / Statement of Condition report is the next most important part of letting a property for both the Landlord and the Tenant. It provides a record of the condition and the contents of the property at the commencement of the tenancy which is then used upon the Tenant s vacation to ensure that the property is handed back in an acceptable condition. Two copies are provided to the Tenant, one of which is signed at the same time as the tenancy agreement, Tenants then have 7 days from moving in to return an amended version to us, if they do not do so we use the first signed copy at their vacation. Please be advised that the inventory relates to the furniture, furnishings, and all Landlords equipment and contents in the property. It is not a guarantee of or report on the adequacy of or safety of any such contents or equipment or contents, merely a record that such items exist in the property at the date of the inventory. We recommend any personal or sentimental items should be removed before letting. Prior to the commencement of the tenancy we collect a deposit for your property. This is a minimum of one calendar months rent plus an additional 100. In the event of you agreeing to have a pet resident in the property we would take an additional 200 where required. Where HRT hold the deposit it will be registered with TDS (www.tds.gb.com) It is a legal requirement that all deposits are registered with an approved deposit scheme in line with the Tenancy Deposit Scheme government regulations (www.direct.gov.uk/en/tenancydeposit). Deposits held by HRT during the period of the tenancy and subsequent extensions are held in a secure client account. No interest will be paid. This is not negotiable under any circumstances. All rent will be paid to HRT on your behalf, all Tenants are advised to set up standing order payments to us. Upon receipt of cleared funds our accounts department process all payments making any necessary deductions and the remaining amount will be forwarded to your bank account via BACS transfer within 3 days of receipt. You will then be sent a rental statement with a full breakdown of all payments, usually via email. If requested we can send via the post. HRT will ensure that a member of the team complete an inspection of your rented property once every quarter. A summary report will be completed and if required photographs taken to capture any issues mid tenancy. We will email you our report each quarter so you are fully informed. At HRT we pride ourselves on our high quality workmanship together with a fast and reliable workforce. We have effective procedures in place when dealing with Tenant problems, in order to eliminate any reoccurring problems that may arise. We use a range of contractors, from qualified electricians to multi skilled, general workers. Coordination of any repairs or maintenance to your property will be conducted up to a pre-agreed limit, and settlement of invoices will be deducted from the rent. You will be consulted for any expenditure in excess of 100, except in emergencies. Please note that payment for all works remains the responsibility of the Landlord. Any involvement by HRT / time spent in arranging basic maintenance, enhancement and /or refurbishment of the Property by HRT or its subcontractors, in monitoring, inspecting, examining and maintaining the Property when it is unoccupied, in purchasing any replacement appliances or equipment for the Property, making arrangements for major repairs to the Property or its fixtures, fittings, appliances or equipment, dealing with Insurance claims, obtaining alternative quotations from other contractors by special arrangement with the Landlord, meeting contractors at the Property an hourly charge of 60 Inc. VAT.
Sub-Contractors Check out Inspection & Deposit Returns Any other party, including but not limited to, external inventory clerks, gas, electrical or water engineers, builders or surveyors, domestic energy inspectors, or solicitors who we instruct will be instructed on your behalf. This means that you are the contracting party and that you have the primary liability for the payment of that sub-contractors invoices, fees, charges or other expenses and that they, and not we, owe you a liability for the quality of their work. All managed properties receive a full check-out inspection using the original supplied inventory. We ensure that any changes are noted, those that are not considered to be fair wear during the tenancy are charged accordingly to the Tenants with deductions made from their deposits. In the event of a dispute we mediate with all parties to gain a satisfactory conclusion. If HRT cannot reach an agreement the matter would be passed to TDS to resolve. There are a number of areas of letting and managing your property that we need to make you aware of. Below is a guide as to how HRT deal with these areas as and when they arise. Void Periods Withdrawal Removal from marketing once a Tenant is agreed Rent Reviews Keys Appliances Mail Sale of Property Client Account Definitions When your property is vacant we conduct viewings with prospective Tenants. During void periods we wish to remind all Landlords that they are responsible for checking the property & for the payment of utility bills. In the event of you wishing to make a change from Full Management Service to Self-Management/ Third Party Agent you will first be required to provide HRT with one month written notice. We also charge you an administration fee to terminate the contract in the sum of half of the whole month s rental of your property plus VAT. In the event of you wishing to remove your property from us after we have agreed a new tenancy contract with you whereby we have charged a Tenant a reservation fee a charge in the sum of 180 inclusive of VAT will be payable. Prior to the end of the tenancy and renewing or remarketing of your property our Rental Team will conduct a rent review (where applicable) and arrange the re-letting of your property without further instruction. You are required to provide HRT with one set of master keys and one set of keys per occupant. Please ensure that all keys, where applicable door entry codes, car park space numbers, parking permits and door entry fobs are given to HRT before the commencement of the tenancy. Please ensure that any additional keys cut are tested before giving to the agent. For your peace of mind, please be aware that all our keys are coded and stored securely. It is the Landlord s responsibility for any mechanical failure of goods within the property. Please ensure that HRT are aware of any continuing warranties of any appliances. We encourage landlords to open an additional cover for central heating which can be provided by British Gas 3 Star Cover. For more information please contact British Gas on: 0845 3582476 or visit their website on: www. energychoices.co.uk. Upon handing over your property for rental, please ensure that all gas and electrical appliances are cleaned, serviced and in full working order. We recommend that you make the necessary arrangements with the post office to have your mail forwarded to your current address. HRT or Tenants cannot be held responsible for mail delivered to the property. Should the property be sold to the Tenant or to another party introduced by HRT we will charge a commission of 1.5% + VAT of the agreed selling price. All funds held by HRT shall be held by HRT as Stakeholder within H R Thomas Ltd Client Account, HSBC, 61 High Street, Cowbridge, CF71 7YJ. Any interest earned will belong to the agent Herbert R Thomas. In these Terms & Conditions the following expressions shall have the following meanings: Herbert R Thomas (HRT) is a trading name of H R Thomas Ltd, Chartered Surveyors, Town Planners, Auctioneers, Valuers & Estate Agents registered office 59 High Street, Cowbridge, Vale of Glamorgan CF71 7YL. You or The Landlord The Landlord named in the instruction form or his/her successors in title or assigns. The Property The Property specified in the instruction letter or any part thereof excluding any common ways or shared facilities if The Property is part only of a building but including any fixtures, fittings, furniture, equipment or appliances belonging to The Landlord. The Tenant Any Tenant or Tenants at The Property from the time introduced by HRT. If The Tenant is more than one person then this expression shall be read and constructed accordingly and will include any person who was within this definition who remains in occupation of The Property and if appropriate as licensee of The Tenant. The Tenancy The entire period that The Tenant remains in occupation of The Property including the initial rental period and extension, period of holding over or new Tenancy. Initial Rental Period Shall mean the full length of The Term of The Tenancy entered into, prior to any extension period.
There are a number of legislative matters which as a Landlord you need to comply with, Legislation matters change regularly. At HRT we like to ensure that we keep up to date on all matters. Below we give you a guide as to the matters which will need to be complied with along with other area s that we as your agent need to ensure we have covered. Energy Performance Certificates Furniture & Furnishings (Fire Safety) Reg. 1988 (As amended) Gas Safety (Installation and use) Reg. 1998 Electrical Safety (Safety) Reg.1994 Landlords and Legionella Smoke Detectors Tax From the 1st October 2008, Landlords will be required to provide Tenants with an Energy Performance Certificate (EPC) at the point of new rental. An EPC (Energy Performance Certificate) grades the energy performance of a property on a scale from A-G. The main part of the EPC takes the form of a chart setting out the properties energy efficiency and environmental impact. The EPC must be in place prior to the property being marketed. It is worth noting that Landlords have no legal obligation to make improvements identified within the EPC. An EPC is valid for 10 years. These regulations were amended in 1993 and have set new levels of fire resistance for domestic upholstered furniture and furnishings. This includes soft furnishings such as mattresses, padded headboards, bed bases, sofas, armchairs etc. To comply with the regulations these types of furniture must be fire resistant and in most cases carry a permanent label to this effect. We can recommend that you visit www.firesafe.org.uk which has all regulations and labelling. These regulations came into force on the 31st October 1998 and re-enact, with certain changes the 1994 regulations and two subsequent amendments. They place a duty on the landlord to ensure that all gas appliances, flues and associated pipe work are maintained in a safe condition at all times. These regulations mean that you, as landlord are responsible for ensuring that: All gas appliances (which include any central heating systems, fires, cookers, refrigerators etc.) flues and installation pipe work, which uses mains, propane or calor gas owned by the Landlord are checked for safety at least once a year by a member of the Council for Registered Gas Installers (Gas Safety Register) and that accurate records are held. A current safety certificate must be available for all Tenants prior to them taking occupation of a property. Also, following the annual check a copy of the new certificate must be given to the Tenant within 28 days. Non-compliance can mean that you will be found guilty of a criminal offence and face a fine, imprisonment or both. These regulations impose an obligation on the Landlord to ensure that all electrical appliances left as part of a let property are safe. Cabling fuses and plugs should also be inspected and replaced where necessary to the correct rating for that particular appliance. We ensure that all electrical appliances and equipment in let properties are checked and serviced on an annual basis by a registered electrician. Please provide us with a copy of the current electrical safety certificate before registering your property. If you would like us to arrange this on your behalf then we can do so at an additional charge. Please contact one of our advisors for more information. In April 2014 the Health and Safety Executive guidelines for prevention of legionella were brought into law, requiring every Landlord to undertake regular risk assessments for each of their tenanted properties, whether managed themselves or by an agent. If you are a Landlord and rent out a property or even a room then you have a legal responsibility to ensure the Health and Safety of your Tenant. This means keeping the property safe and free from health hazards including water borne sources. The HSE L8 Approved code of practice was revised in November 2013 in relation to the control of legionella bacteria. Building regulations require that all properties built after June 1992 must have mains operated interconnected smoke detectors fitted on every level of the property. You are advised to provide at least battery operated smoke alarms in older properties. If you are going to be resident in the UK, you have a liability to pay tax on any income made from the letting of your property. You should inform the Inland Revenue that you are letting your property. Declarations can be made in your Annual Self-Assessment Tax Return. If a Landlord is considered by the Inland Revenue as non-resident in the UK for taxation purposes, for example, if you are abroad, Herbert R Thomas is required to withhold tax to the amount specified by and to pay this tax quarterly to the Inland Revenue, unless specifically exempted by written authority from the Inland Revenue. Landlords can apply for an exemption certificate to be issued to us and for rents to be paid to the Landlord without tax deducted.
Mortgage Company Permission to Let Proof of Ownership Identification and Proof of Home Address Insurance Rent Smart Wales Money Laundering Act 2007 (As Amended) & Proceeds of Crime Act 2002 Complaints Procedure Should your property be subject to a mortgage, it is your responsibility to ensure your mortgage lender gives permission to sublet. HRT will assume that all necessary checks have been made, therefore we cannot be held responsible should a Tenant decide to make a claim against you or if you face repossession through mortgage arrears. If your property is leasehold, your lease will specify whether it is necessary to obtain permission to sub-let from your superior Landlord or the managing agent. It is wise to clarify the situation before marketing the property as some Landlords place restrictions on the type of sub-letting which will be approved. We are required due to the Money Laundering regulations to ensure that each property we let is owned by the individual we are instructed by, therefore proof of ownership is required. This can be in the form of documentation from the Land Registry, which we can obtain for you for an additional fee, a mortgage statement or solicitors completion paperwork. In addition, we require proof of your individual home address, in the form of a bank statement or utility bill and photographic proof of identity in the form of current passport or photographic driving license. Ensuring that your property is adequately insured is essential, as most building insurance policies do not cover lettings. We can provide information on insurance products if required. Under the Housing (Wales) Act 2014, there are new legal obligations on Landlords who have rental property in Wales. Landlords operating anywhere in Wales can comply with the new law by completing the appropriate application on the Rent Smart Wales website. www.rentsmart.gov.wales All Landlords must have registered, if you manage your property yourself you will be required to be licensed on or before 23rd November 2016. HRT will require confirmation of your registration and / or licensing. Money Laundering is the process by which criminally obtained money or other assets are exchanged for "clean" money with no obvious link to its criminal origin. HRT views Money Laundering as a serious criminal offence, and as such, complies with regulatory requirements intended to forestall and prevent Money Laundering. These include: Confirming the identity & home address of our clients Retaining transaction and identification records for a minimum period of five years from the date of the completion of business. Training staff in terms of Anti-Money Laundering Regulations Appointing a nominated officer responsible for monitoring and reporting any and all suspicious activities to the relevant authorities. For security reasons, we do not accept cash at any of our offices HRT operates a formal Complaints Handling Procedure to deal with complaints from clients and from anyone from whom an Established duty of care is owed. A copy is available either on request or from our website. Regulated by RICS Residential Sales / Residential Lettings / Commercial / Development / Agricultural Cowbridge 01446 776374 rentals@hrt.uk.com Bridgend 01656 660036 bridgend@hrt.uk.com Neath 01639 639541 neath@hrt.uk.com hrt.uk.com