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Inventory

A comprehensive inventory and schedule of condition prepared at the beginning of the tenancy and signed by the tenant is essential. Without this in place it is unlikely that you will be successful in making a claim for any dilapidations or damage the tenant may cause to the property.

We will arrange a detailed professional inventory which will include photographs. We will go through this with the tenant at check-in and ensure that a signed copy is kept on file for us to compare against at check-out.

Our fee to the Landlord for preparation of the inventory depends on the size of the property; please check our Landlord fees.

You can provide your own inventory, if you prefer, but this must be provided to us in electronic form at least 48 hours before check-in. Please note that we have no liability for any loss suffered if you do not have a fully comprehensive inventory.

Tenancy agreement

We use a professionally prepared form of Tenancy Agreement. In most cases we draw up an Assured Shorthold Tenancy Agreement under Ground 1 or Part 1 of Schedule 2 of the Housing Act 1988 for a minimum period of 6 months. Other forms of agreement can be arranged, e.g. for Company lets, and we can include additional clauses if required. The tenancy agreement is usually sent to the landlord and tenant a week prior to the tenancy beginning. It is signed by the tenant and by Neil Douglas (on behalf of the landlord) on the day of check-in. If you would prefer to sign it yourself please let us know.

Preparation of the Tenancy Agreement is included in our fully managed
service but there is an additional charge if using out let only service.

Desposit

We will collect the deposit together with the initial rent payment from the tenant at the beginning of the tenancy. For properties with a monthly rental of under £700 we take a deposit equivalent to one month’s rent. For properties with a monthly rental of £700 or more we take a deposit equivalent to one and a half month's rent.

We will transfer the deposit to The Deposit Protection Service (DPS). When the deposit is made, the tenant will receive postal and email confirmation with a Deposit ID number. With this ID number the tenants can also access the deposit details online at any time.

At the end of the tenancy you are entitled with consent of the tenant to ask us to deduct monies from the deposit for the following:

• Any damage to the fixtures and fittings caused by the tenant or resulting from any breach of the terms of the Tenancy Agreement by the tenant.
• Any damage caused by cleaning required resulting from pets occupying the premises, whether the landlord consented to their presence or not.
• Any sum repayable by the Landlord to the local authority where housing benefit was over paid.
• Any instalment of the rent which is due but remains unpaid at the end of the tenancy.
• Any other breach of the Tenancy Agreement.
• Any unpaid accounts for utility bills and telephone charges.

Landlords, agents and tenants can all request the repayment of a deposit to the appropriate parties at the end of a tenancy - jointly or independently, online or by telephone. When one party requests a repayment, the other needs to confirm whether they agree with the proposal, by completing an acceptance form - either online or by post. It is in the best interests of all parties to agree promptly on how the deposit is to be repaid, so that everyone receives the funds due to them quickly and amicably.

All deposits aim to be repaid within 10 working days of the correctly completed acceptance form being received by The DPS. In case of dispute, the DPS will act as arbitrator to resolve the situation.

Informing utilities and local authority

On the day the tenancy commences, we will read the meters and include these figures on the signed inventory. As part of our fully managed service we will write to the relevant water company and the local authority informing them that a new tenant has moved in. The tenants will be responsible for informing the elecrticity and gas providers.

You (or your previous tenant) will need to pay any outstanding utilities charges up to and including the date upon which the tenancy commences and any void between tenancies. We must point out that British Telecom plc will not take instructions from a third party, therefore we would advise you to make your own arrangements in respect of the telephone.

Mail

We can take no responsibility for mail sent to the property. We recommend that you arrange for Royal Mail redirection services.