Lettings Guide

Church & Hawes have been trading successfully since 1977, and are proud to be the leading mid Essex property specialists covering all aspects of the housing market.

At Church & Hawes we pride ourselves on our friendly efficient service that’s tailored to suit every individual and property requirement.

When entering into something so inolved you can be rest assured you’re in safe and very experienced hands.

As members of the National Approved Lettings Scheme, National Association of Estate Agents and Ombudsman of Estate & Lettings Agents we are bound by their strict rules and regulations put in place to protect you the landlord and the tenants.

We are also members of the National Association of Estate Agents homelink scheme, with our 700 branches nationwide to assist with promoting your property, all ensuring we obtain the best possible monthly rent possible.

If after reading our guide you have any other queries, please do not hesitate to call anyone of our local offices, where all members of staff will gladly assist you.

Letting a property is a serious commitment and the information below is designed to assist Landlords in making the right decision and also informing them of their responsibilities.

Permission to Let

Consent maybe required to Let your property from one or all of the following parties:

Any Landlord should seek permission from their mortgage company. Without permission your lender could foreclose the loan and issue proceedings against any breach of terms regarding the mortgage.

Check your insurance and ensure letting is permitted and ensure that buildings insurance is still in place.

Church & Hawes can put you in touch with a company that specialise in buildings and contents cover where required as other insurers may not provide landlords cover.

If the property is Leasehold then the Freeholder and or management Company must be advised, as some blocks of apartments do not allow properties to be let.

Furnished or Unfurnished

Since Church & Hawes was established in 1977 we have come to the conclusion that the majority of properties are let unfurnished, as the majority of tenants have their own furnishings etc.

If should decide to let your property furnished/part furnished, with any items including the list below, then you must consider your responsibility and liability, regarding repair or replacement where necessary.

Energy Performance Certificates

It is a legal requirement that all tenants are to be provided with an energy performance certificate. An energy performance certificate is valid for ten years. Church & Hawes can organize this certificate for you at what we believe to be a very competitive price.

If however you decide to organize this yourself we will need it in advance of the property being marketed.

Gas Safety Regulations Act 1998

A gas safety certificate is mandatory and includes bottled gas appliances, under the Gas safety (installations and use) Regulations 1998.

The certificate must be carried out by a registered Gas Safe engineer. Church & Hawes can arrange this on your behalf, if you already have a certificate we will require this prior to the tenants moving in. Please note that this is a legal requirement and it is criminal offence to allow a tenant to move in without one.

Electrics and Electrical equipment

All electrical equipment supplied (including plugs and sockets) must be safe. It is not mandatory to have electrical equipment checked each year, but failure to ensure appliances and equipment are safe is an offence under the (Electrical Equipment Safety regulations 1994). It is important to provide manuals for all appliances supplied.

Additionally Part P Building regulations places a duty of care on anyone carrying out electrical work in a property, i.e. any work must be carried out by a competent person in adherence to all regulations.

Leasehold Properties

If your property is Leasehold then the contact details of the Managing agent or Freeholder should be supplied, along with a copy of the Head Lease showing any covenants that must be adhered to, details regarding bin storage areas and communal areas including parking areas.

As a Landlord you will still need to pay your service and maintenance charges as this is not paid by the tenant.

Viewings

Church & Hawes will require keys for viewings where a property is empty and will endeavour to show all tenants around the property so that we can ascertain their suitability for your property.

Condition of Property

It goes without saying that the better presented a property is, the quicker it will let and also the better quality of tenant you will attract. Please clean ovens, fridges and carpets etc.

Credit / Reference checks

Church & use a professional reference agency “Homelet” and under some circumstances a guarantor may be required. This is when the tenants fail to meet the credit companies’ criteria and are asked to provide a guarantor so that in the event of being unable to pay the rent, the guarantor steps in and is requested to make the rental payments on their behalf.

If this is the case, then references for both tenant and guarantor will be supplied to the landlord for their approval.

Rental Warranty & Legal Expenses Insurance

Unfortunately life throws up unexpected circumstances and disappointments through redundancy, ill health, accident or divorce a tenant may not be able to pay their rent. Via Homelet, Church & Hawes are able to offer rental warranty and legal assistance (supplied free for the first 6 months subject to terms & conditions). These policies can be invaluable when seeking to remove a tenant for non payment of rent. Call Church & Hawes for further information or request an information leaflet.

Inventory and schedule of condition

An inventory is very important and cannot be under estimated, without one you will find it very difficult to claim for any damages at the end of the tenancy. Church & Hawes can organise an inventory which includes colour photographs (charges apply). Should you choose to provide your own Church & Hawes will offer free advice and guidance.

Remember, this is your asset and a poorly presented inventory could prove very costly should a problem arise at the end of the tenancy.

Tenancy Agreement

Tenancy agreement terms are usually between 6 months and 2 years. Once the initial fixed period ends Church & Hawes can renew this on your behalf (fee involved). Alternatively the tenancy can become periodic where the same notice periods apply but without a fixed term. See Church & Hawes technical guide towards the rear of this information guide.

Deposits

All deposits taken by Landlords for assured short hold tenancies in England and Wales (the majority of tenancies), must be protected by a tenancy deposit protection scheme.

Church & Hawes are members of The Tenancy Deposit scheme and register the deposit on your behalf free of charge.

Church & Hawes are members of the National Association of Estate Agents, The Approved Letting Scheme and government backed tenancy deposit scheme whereby we are regulated by strict accountancy regulations to ensure that the deposit is safe and is held in a separate clients account.

Interest is not payable on any deposits.

Church & Hawes request a minimum deposit of 1.5 months.

Move in day

Church & Hawes will require a set of key for each adult moving in and a set for ourselves if we are to manage the property. If we have to have keys cut we will have to charge you accordingly. The tenants will sign all documents, and we will supply keys once funds have been received.

Property Inspection

Church & Hawes will carry out regular inspections on properties that we manage, providing you a written report with a list of terms that may need attending to.

Maintenance Issues

If Church & Hawes are managing the property, then we will investigate any problem verbally or by a visit if necessary. Church & Hawes have a dedicated four person management team, who deal solely with looking after our managed properties ensuring a speedy resolution to any issue where possible. Church & Hawes use trusted tradesmen or we can use your preferred contractor. Church & Hawes ask that in case of any emergency we can instruct a tradesman without your prior approval.

Final Check Out

For all managed properties Church & Hawes will attend and check out the tenant collecting the keys and going through the inventory with the tenant to check the condition of the property to ascertain if any quotes are required for any cleaning/repairs etc.

Once both parties agree on the condition, the deposit will either be returned in full or be allocated accordingly subject to wear and tear. If an agreement cannot be reached then the file will be handed to ‘The Tenancy Deposit Scheme’ for an independent adjudication. (As mentioned before a good quality inventory with the date marked photographs would be required) The TDS decision is final.

Fair Wear and Tear

Allowance for fair wear and tear must be given when assessing damages. This will depend on the amount of persons living at the property, length of tenancy, age and type of items and expected life span of each item.

Tax requirements for overseas Landlords

The Non Residential Landlords scheme is a scheme for taxing the UK rental income of non resident landlords. Please ask Church & Hawes for further details or ask for a copy terms of engagement for more in depth information. Church & Hawes are happy to provide the relevant NRL1 form, but it is the landlords responsibility to complete and return this to the tax office.

Member of the National Association of Estate Agents

Church & Hawes are members of the National Association of Estate Agents, giving our clients peace of mind that Church & Hawes are governed by their strict rules ensuring a proactive and professional approach.

The Property Ombudsmen

The Property Ombudsmen provides a free, fair and independent service for dealing with unresolved disputes between member agents, tenants and landlords of residential UK properties.

We are members of the National Approved Letting Scheme & Government Backed Tenancy Deposit Scheme.

What's Included

  Let Only Let & Management
Free market appraisal & advice on how to maximise the potential ✔ ✔
Advice on Gas & Electric testing ✔ ✔
Information on the Tenancy Deposit Scheme(TDS) ✔ ✔
Over seas landlord tax information ✔ ✔
Newspaper coverage ✔ ✔
Colour digital property particulars ✔ ✔
Internet coverage ✔ ✔
Colour window displays ✔ ✔
To Let board ✔ ✔
Carry our reference checks on tenants ✔ ✔
Advise utility companies ✔ ✔
Prepare contracts ✔ ✔
Receive & Lodge tenants deposits with the TDS, free of charge ✔ ✔
We can organise a inventory with colour photographs (subject to your written instructions & fee applies) ✔ ✔
Sign up tenants and release keys on the moving day ✔ ✔
Review rental values ✔ ✔
Renew or extend existing tenancy (fees apply) ✔ ✔
Return tenants deposits once approved ✔ ✔
Collect tenants monthly rent & forward onto nominated bank account   ✔
Pursue any non payments via telephone/post   ✔
Transfer money into Landlords account   ✔
Produce monthly statement   ✔
Regular inspections & written report   ✔
Deal with daily issues that arise   ✔
Provide repair quotations   ✔
Arrange for maintenance / works to be carried out on behalf of landlords, deductable from monthly rent   ✔
Final check out & negotiate any dilapidations and if required lodge with the dispute service   ✔

Remember it is Your Property

Before deciding to let a property, please remember it is important to protect your investment by maintaining the property and ensuring any issues are resolved.

It is prudent to give yourself a sinking fund, so that if any issues do arise the funds are available.

If a tenant feels that you are a responsible landlord they are more likely to stay in the property for a longer period, this again is financially beneficial as the rent should keep coming in, without any expensive void periods. (i.e. when the property is empty between tenancies).

WE HOPE THE ABOVE INFORMATION HAS BEEN USEFUL, IF YOU WOULD LIKE A FREE MARKET APPRAISAL OR WOULD LIKE TO KNOW MORE, PLEASE CALL ONE OF OUR BRANCHES

If you would like to contact our lettings department by email, please click the button below.

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