Advice For Landlords

Fenland Estates are a local, independent company specialising in lettings and property management. As specialists we are fully focused on the priorities and needs of the landlord and, unlike estate agents, our loyalties are not divided by having to deal with property sales as well.

All our staff are trained to NFOPP standards, as a result you can be sure you are getting advice from professionals. It is unfortunate that at present anyone, with no experience whatsoever, can set up as a letting agent. The potential consequences to an unsuspecting landlord are enormous. With our current staff having a combined experience in the lettings industry of over 24 years, you can be sure you are in safe hands with us.

We understand that landlords will each have different needs and expectations from their agent and as such we can offer a wide range of standard package options from tenant find only through to full management of the property. We are always happy to discuss any individual requirements you may have and can offer discounts to landlords with multiple properties.

If any of the above do not apply to your current agent, or you are not happy with the service you are receiving, you need to call Fenland Estates.
 

 Find out how dealing with a letting agent should be!

A Personal Service
Because we are a small firm, we are able to offer a personal and friendly service, whilst at the same time maintaining a high standard of competence and professionalism.

 

General Advice for Landlords
 
Mortgage
If your property is mortgaged, you should obtain your mortgagees’ written consent to the letting. They may require additional clauses in the tenancy agreement of which you must inform us. Please contact us if you require any mortgage advice and we will be happy to help you via Fenland Financial Services.
 
Leaseholds
If you are a leaseholder you should check the terms of the lease and obtain any necessary written consent before letting.
 
Insurance
You should ensure that you are suitably covered for letting under both your buildings and contents insurance. Failure to inform your insurers may invalidate your policies. We can help arrange Landlords Legal Protection, Rent Protection Cover and Landlords Contents and Buildings Insurance if required.
 
Domestic Energy Performance Certificates
As from 1st October 2008, all landlords will be required by law to provide an EPC for all buildings or parts of buildings when they are rented out. This has been introduced as part of an EU Directive to help combat climate change.
A Domestic EPC consists of.
EPC’s can only be produced by Domestic Energy Assessors that are fully qualified and accredited by an authorised government scheme.
 
EPC’s are currently valid for 10 years. From 1st October 2008, the landlord becomes responsible for ensuring a valid EPC is made available free of charge to any prospective new tenants at the earliest opportunity, but before any written information is provided of a viewing is conducted.
 
Once an EPC is in place a new one is not required on subsequent changes of tenant for the period the certificate is valid.
 
Bills and regular outgoings
We recommend that you arrange for regular outgoings e.g. service charges, maintenance contracts etc. to be paid by standing order or direct debit. However where we are managing the property, by prior written agreement we may make payment of certain bills on your behalf, provided such bills are received in your name at our office, and that sufficient funds are held to your credit.
Council Tax and Utilities
We will arrange for the transfer of Council Tax and utility accounts to the tenant. Meter readings will be taken, allowing your closing gas and electricity accounts to be drawn up. Please note British Telecom will require instructions directly from both the landlord and tenant.
 
Income Tax
When resident in the UK, it is entirely the landlord’s responsibility to inform the Inland Revenue of rental income received, and to pay any tax due. Where the landlord is resident outside the UK during a tenancy, unless an exemption certificate is held, we as the landlord’s agent are obliged to retain and forward to the Inland Revenue on a quarterly basis, an amount equal to the basic rate of income tax from rental received, less certain expenses. An application form for exemption from such deductions is available from this agency, and further information may be obtained from the Inland Revenue.
 
The Inventory
It is most important that an inventory of contents and schedule of condition be prepared in order to avoid misunderstanding or dispute at the end of the tenancy. Without such safeguards, it will be impossible for the landlord to prove any loss, damage or significant deterioration of the property or its contents. In order to provide a complete service, we will, if required, arrange for a member of staff to prepare an inventory and schedule of condition at the cost quoted in our Agency Agreement.
 
Competitive Rates

Our fees are competitive and are open to negotiation dependant on the level of service required. We are particularly committed to investment landlords and savings can be made on the smallest portfolios.

Out of Hours Service

For our initial meetings with you we will if necessary be pleased to visit your property outside normal office hours, at a time that is convenient to you. A member of staff is also available on the telephone out of hours.
 
Insurance for Landlords
We can offer a range of competitively priced insurance products designed specifically for landlords, providing extra security and peace of mind. These include:
 
  • Rental Protection cover
  • Legal Expenses cover
  • Contents Insurance
  • Buildings Insurance
  • Emergency Repair service
Mortgage Finance
We are happy to introduce our clients to Fenland Financial Services, located in the same offices as ourselves, for all their mortgage requirements.
 
UK-Wide Network
In addition to our local services, we are part of a UK-wide network of independent letting and management agents, thus enabling us to offer an efficient national relocation service.
 
Deposit Protection
All deposits taken from a tenant must be protected in a government – approved scheme. We hold the deposit as a stakeholder for the term of the tenancy and protect it using mydeposits; a government approved insurance – based scheme at no cost to the landlord.
 
 
Levels of Service Offered
 
A Tailored Service
Outlined below are the three basic elements of our service. However we always maintain a flexible attitude and are happy to adapt our services to meet our clients’ individual needs and circumstances. For example you may only require a part service, or you may wish to discuss additional tasks for us to undertake.
 
 
Full Management

This is our inclusive, and most popular, service which provides for the marketing of the property and carrying out viewings, leading to the introduction and vetting of a prospective tenant. This proving satisfactory, we will the go ahead and prepare the tenancy agreement and, if required, an inventory. The tenant will then be checked in against the inventory.
 
During the tenancy we carry out periodic inspection visits. Should these bring to light any maintenance issues we will (within the confines of our management agreement) recommend, oversee and account for any necessary repairs. Collecting and processing of rental payments is also part of our service. These will be credited automatically to the landlord’s nominated bank account.
Towards the end of the tenancy, we will liaise with the tenant and renew the tenancy or arrange to check them out as applicable.
 
This service is most suitable for those landlords who would rather not deal directly with tenants, preferring all aspects to be handled by an agent.
 
 
Tenant Find and Rental Collection
 
This service provides for the marketing of the property and carrying out viewings, leading to the introduction and vetting of a prospective tenant. This proving satisfactory, we will the go ahead and prepare the tenancy agreement and, if required, an inventory. The tenant will then be checked in against the inventory. 
Collecting and processing of rental payments is also part of this service. These will be credited automatically to the landlord’s nominated bank account.
Towards the end of the tenancy, we will liaise with the tenant and renew the tenancy or arrange toto check them out as applicable,
The major difference between this service and full management is that the landlord chooses to manage the ongoing maintenance of the property.
 
 
Letting Only

Our letting only service includes marketing the property and carrying out viewings, leading to the introduction and vetting of a prospective tenant. This proving satisfactory, we will then go ahead and prepare the tenancy agreement and, if required, an inventory.
  
 
Preparing the Property
  
We have found that a good relationship with tenants is the key to a smooth running tenancy. As property managers this relationship is our job. It is important that the tenants should feel comfortable in their temporary home, and that they are receiving value for their money. It follows therefore that a well maintained property in a good decorative order will go towards this, whilst also achieving a higher rental figure. Tenants are also more inclined to treat such a property with greater respect.
 
General Condition
Electrical, gas, plumbing, waste, central heating and hot water systems must be safe, sound and in good working order. Repairs and maintenance are at the landlords’ expense unless misuse can be established. Interior decorations should be in good condition and preferably plain, light and neutral.
 
Furnishings
Your property can be let fully furnished, part furnished or unfurnished. Which of these is appropriate will depend on the type of property and local market conditions. We will be pleased to give you advice on whether to furnish or not and to what level. As a minimum you will need to provide decent quality carpets, curtains and light fittings. Remember that there will be wear and tear on the property and any items provided. If letting furnished, you’ll find a list of recommended items on the next page.
 
Personal Items, Ornaments etc
Personal possessions, ornaments, pictures, books etc. should be removed from the premises, especially those of sentimental value. Some items may be boxed, sealed and stored in the loft at the owners’ risk. All cupboards and shelf space should be left clear for the tenants’ own use
  
Gardens
Gardens should be left neat, tidy and rubbish free, with lawns cut. Tenants are required to maintain the gardens to a reasonable standard, provided they are left the necessary tools. However, few tenants are experienced gardeners and if you value your garden, or if it is particularly large, you may wish to arrange visits by our regular gardener.
 
Cleaning
At the commencement of the tenancy the property must be in a thoroughly clean condition, and at the end of each tenancy it is the tenant’s responsibility to leave the property in a similar condition. Where they fail to do so, cleaning will be arranged at their expense.
 
Information for the Tenant
It is helpful if you leave information for the tenant, e.g. on operating the central heating and hot water system, washing machine and alarm system, and day refuse is collected etc.
 
Keys
You should provide one set of keys for each tenant. Where we will be managing we will arrange to have duplicates cut as required.
  
 
 
Suggested minimum contents for furnished lettings
Lounge
Sofa
Two armchairs
Coffee table
 
Dining Room
Dining table and chairs
Sideboard
 
Kitchen
Cooker
Fridge freezer
Washing machine
Electric kettle
Cutlery
Glasses
Cooking utensils
Saucepans
Frying Pan
Casserole dishes
Baking tray
Can opener
Washing up bowl
Bedrooms
Bed
Wardrobe
Chest of Drawers
Pillows
Duvet or blankets
 
General
Vacuum cleaner
Iron and Board
Dustpan and brush
Lampshades in all rooms
Curtains at all windows
Appropriate floor coverings
 
Garden
Lawnmower
Gardening tools

  
Important Safety Requirements
 
The following requirements are the responsibility of the owner (landlord). Where you have signed our Full Management Agency Agreement they are also our responsibility. Therefore where we are managing the tenancy we will need to ensure compliance. Where required, Fenland Estates (Property Maintenance) Ltd will be happy to assist in arranging all required inspections, maintenance and certificates.
 
Health and safety – Gas
Annual Safety Check.
Under the Gas Safety (Installation and Use) Regulations 1988 all gas appliances and flues in rented accommodation must be checked for safety within twelve months of being installed, and thereafter at lease every twelve months by a competent engineer (e.g. a CORGI registered gas installer).
  
Maintenance: There is a duty to ensure that all gas appliances, flues and associated pipe work are maintained in a safe condition at all times.
 
Records: Full records must be kept for at least two years of the inspections of each appliance and flue, of any defects found and any remedial action taken.
Copies to tenants: A copy of the safety certificate issued by the engineer must be given to each new tenant before their tenancy commences, or to each existing tenant within 28 days of the check being carried out.
 
 
Health and Safety – Electrical
There are several regulations relating to electrical installations, equipment and appliance safety, and these affect landlords and their agents in that they are ‘supplying in the course of business’. They include the Electrical Equipment (Safety) Regulations 1994, the Plugs and Sockets Regulations 1994, the 2005 Building Regulation – ‘Part P’, and British Standard BS1363 relating to plugs and sockets. Although with tenanted property there is no current specific legal requirement for a qualified electrician to carry out an inspection and issue a safety certificate, it is now widely accepted in the letting industry that the only safe way to ensure safety, and to avoid the risk of being accused of neglecting your ‘duty of care’, or even manslaughter, is to arrange such an inspection and certificate.
 
Consumer Protection – Fire
The Furniture and Furnishings (Fire) (Safety) Regulations 1988 (amended 1989 &1993) 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 which comply will have a suitable permanent label attached. Non compliant items must be removed before the tenancy commences.
 
 
Smoke Alarms
All properties built since June 1992 must have been fitted with mains powered smoke detector alarms from new. Although there is no legislation requiring smoke alarms to be fitted in other ordinary tenanted properties, it is generally considered that the common law ‘duty of care’ means that landlords and their agents could be liable should a fire cause injury or damage in a tenanted property where smoke alarms are not fitted. We therefore strongly recommend that the landlord fit at least one alarm on each floor (in the hall and landing areas).
 
  
We hope that the general points covered in this guide will be of assistance to you. If there are any aspects of which you are unsure, please telephone our office on 01406 363006. Alternatively we can visit you at your home to discuss your individual requirements, at a time convenient to you.