Landlords
Rental Advice & Initial Visit
Wayne is happy to take calls and answer emails to offer basic advice on the renting of your property.
If instructed he will then make arrangements to meet you at the property for an appraisal. He will provide you with his professional opinion on the property condition, any changes required to make it compliant for renting, and the achievable rental value.
On your written instruction allowing us to act on your behalf as your sole letting agent, the property will be placed on the market for the agreed rent.
Landlord Compliance, Safety Checks, and Certificates.
It’s a legal requirement that all rental properties are certified for gas safety prior to the tenant occupying the property. An Electrical Certificate Report (EICR) and an Energy Performance Certificate are also legal requirements, these certificates are carried out by our approved contractors.
If you have selected our fully managed package, we’ll schedule the next annual gas safety check to ensure it is completed on time, we’ll also email the certificate to the Landlord and Tenant.
In England and Wales, from the 1st of April 2018, it is a legal requirement for all residential landlords to ensure their property has an energy performing rating of E or above. We can arrange an Energy Performance Certificate (EPC) on your behalf using
an accredited assessor who will produce the certificate you require in order to rent your property.
All property for rent in Wales must be registered with Rent Smart Wales.
Property Viewings
Anne and Wayne will make sure that the property is in a safe and presentable condition to carry out the viewings. Before viewings an Energy Performance Certificate, an EICR Electrical report, and a Gas Safety Certificate must be available at the property to show prospective tenants
We will then advertise the property on Zoopla, with photographs and videos, then after asking potential tenants some basic questions we will schedule Property Viewing appointments, all carried out by Wayne.
We will inform you as soon as a prospective tenant confirms their interest, and if necessary will give you some details of their current situation for you to approve or
decline. If you approve, we will move to the next application stage.
Vetting Tenant- References
Once we have found an interested party, we check them to make sure they’re reputable and can afford to enter into a tenancy agreement with you.
Its in our interest as well as Landlords to do everything we can to filter out any potential problem tenants. So we thoroughly carry out checks on the potential tenant.
We apply for references from employers, previous landlords, and if necessary a personal referee. If a potential tenant is self-employed, a student or on housing benefit support, we apply for references from a solicitor, accountant, Housing Benefit department or a possible guarantor.
Tenancy Agreement and Documentation
We use an Assured Shorthand Tenancy (AST) under the 1996 Housing Act, which has been approved by the National Landlord’s Association (now NRLA). This tenancy will ensure both Landlord and Tenant are protected throughout the course of the tenancy.
Property Inventory Check-In/Check-Out
A check in and check out inventory is highly recommended in all situations, so the property condition can be compared from the tenancy commencement and end.
These inventory’s avoid potential damage claims, in the event of a dispute we can provide Inventory information to third party adjudicators to resolve any disputes. Inventories will also show that all electrical and smoke and CO2 alarms comply with current legislation.
Utility Changeover
When a new tenancy commences Anne will notify the Electricity, Gas, Water and Council Tax Companies of a new tenancy. The new tenant will then be allowed to contact the above companies to set up their own accounts.
Security Deposit
At the start of the tenancy, we will collect the first month’s rent and Bond, as agreed by both Landlord and Tenant, as set out in the tenancy agreement.
The Bond is usually a minimum of £500.00 or a maximum of 5 weeks rent.
The Bond will be registered with the government authorised deposit custodial scheme, we are members of the DPS (Deposit Protection Scheme). We will also issue the tenant a receipt and a DPS Proscribed Information sheet.
The Bond will to be held by the DPS until the end of Tenancy, and will be released once all our fees and outstanding invoices have been paid and subject to the Landlords agreement.
We conduct an annual rent review. Currently we can increase the rent by 5% a year. Wayne will issue a section 13/form 4 on your behalf. There will be a small fee for this service.
Landlord Statements
We email the Landlord monthly statements with details of rental income and deductions for any repairs, maintenance or compliance work undertaken.
Tenant Issues
As a part of our service, we will act as the tenants point of contact if they report any financial problems or repairs, they must do so by email. We will then email or speak to the Landlord for instructions.
Property Repairs and Maintenance
As mentioned we will be the tenants point of contact to report any repair or maintenances issues. We do not carry out repairs or maintenance without your prior permission, unless we are unable to contact you in the case of an emergency, the tenants welfare will take priority in that situation.
With your approval we use our approved network of contractors, we will liaise with the tenant(s) to get the repair fixed in the most cost effective manner possible.
Contractor Payments
We will pay the contractor and deduct the cost from the monthly rental payment, unless the repair or certificates are higher than the monthly rent when we will ask for the cost to be paid into our office bank account. All invoices will be sent to the Landlord with the monthly rent statements.
Property inspections
Under our fully managed agreement, we will conduct property inspections. This will take place, where possible, at the half way point of tenancy agreement, and every year thereafter.
Inspections are to ensure there are no breaches to the tenancy agreement, and there are no safety or maintenance issues which need remedying. Inspection reports may also include photographs.
Rent Arrears and Breach of Tenancy Agreement - Management to Resolution
We operate a strict arrears procedure. Should your tenant fall into rental arrears, we will communicate with the tenant, by issuing reminder letters and emails, followed by legal notices for possession (s8/s21) through the Courts.
We track all communication and actions along this process, should they need to be submitted as evidence during a formal hearing.
This No nonsense approach ensures the landlord’s interests are looked after, we are proud that arrears in our portfolio under management are less than 0.5% of our turnover
Renewal of Tenancy Agreement
After the initial fixed term tenancy the tenancy will default to a rolling periodic tenancy on a month by month basis. There is no legal reason to renew the tenancy to another fix term. However if that is your instruction and, for a £50.00 administration fee, we will handle all the administrative aspects of the renewal agreement
End of Tenancy Administration
When a tenant issues a month’s notice to vacate, we will immediately start to look for a new tenant. We use the tenant’s notice period to identify a new tenant, minimising any potential voids and gaps in rental income.
When the tenant vacates we take final meter readings for gas, water, and electricity and are emailed to the relevant utility companies along with the tenants forwarding address.
We will email the local council and we make sure all keys are returned to the office.
Mediation of Landlord/Tenant Disputes
As a result of our initial vetting process, tenant disputes are rare. However they do occur, we can often resolve the dispute without the need for further action.
In relation to the Bond, we will submit any evidence to the DPS in order to resolve the matter.
Our Services:
We offer a Full Property Management, Tenant Find and Tenant Rent Collection Services.
As mentioned, we are happy to discuss our services, you will find us flexible and accommodating.
LETTING FEES
Full Property Management
Management Fee: 11%. No Vat Payable.
Annual Administration Fee: £50.00. No Vat Payable.
Initial Property Inspection Fee: £40.00. No Vat Payable.
For Let Board Fee: £20.00. No Vat Payable.
Initial Inventory Fee: £50.00. No Vat Payable.
Routine Visit Checklist £25.00. No Vat Payable.
Tenancy Set Up Fee: £100.00. No Vat Payable.
Section 13 Notice: £25.00. No Vat Payable.
Section 21 Notice: £40.00. No Vat Payable.
Tenant Find and Tenant Rent Collection
Tenant Find: 50% of the collected first months rent. No Vat Payable.
Tenant Rent Collection: 8% of the collected rent. No Vat Payable.
V.A.T.
W J Holder & Co and Holder Property Services are not registered for V.A.T
Rental Advice & Initial Visit
Wayne is happy to take calls and answer emails to offer basic advice on the renting of your property.
If instructed he will then make arrangements to meet you at the property for an appraisal. He will provide you with his professional opinion on the property condition, any changes required to make it compliant for renting, and the achievable rental value.
On your written instruction allowing us to act on your behalf as your sole letting agent, the property will be placed on the market for the agreed rent.
Landlord Compliance, Safety Checks, and Certificates.
It’s a legal requirement that all rental properties are certified for gas safety prior to the tenant occupying the property. An Electrical Certificate Report (EICR) and an Energy Performance Certificate are also legal requirements, these certificates are carried out by our approved contractors.
If you have selected our fully managed package, we’ll schedule the next annual gas safety check to ensure it is completed on time, we’ll also email the certificate to the Landlord and Tenant.
In England and Wales, from the 1st of April 2018, it is a legal requirement for all residential landlords to ensure their property has an energy performing rating of E or above. We can arrange an Energy Performance Certificate (EPC) on your behalf using
an accredited assessor who will produce the certificate you require in order to rent your property.
All property for rent in Wales must be registered with Rent Smart Wales.
Property Viewings
Anne and Wayne will make sure that the property is in a safe and presentable condition to carry out the viewings. Before viewings an Energy Performance Certificate, an EICR Electrical report, and a Gas Safety Certificate must be available at the property to show prospective tenants
We will then advertise the property on Zoopla, with photographs and videos, then after asking potential tenants some basic questions we will schedule Property Viewing appointments, all carried out by Wayne.
We will inform you as soon as a prospective tenant confirms their interest, and if necessary will give you some details of their current situation for you to approve or
decline. If you approve, we will move to the next application stage.
Vetting Tenant- References
Once we have found an interested party, we check them to make sure they’re reputable and can afford to enter into a tenancy agreement with you.
Its in our interest as well as Landlords to do everything we can to filter out any potential problem tenants. So we thoroughly carry out checks on the potential tenant.
We apply for references from employers, previous landlords, and if necessary a personal referee. If a potential tenant is self-employed, a student or on housing benefit support, we apply for references from a solicitor, accountant, Housing Benefit department or a possible guarantor.
Tenancy Agreement and Documentation
We use an Assured Shorthand Tenancy (AST) under the 1996 Housing Act, which has been approved by the National Landlord’s Association (now NRLA). This tenancy will ensure both Landlord and Tenant are protected throughout the course of the tenancy.
Property Inventory Check-In/Check-Out
A check in and check out inventory is highly recommended in all situations, so the property condition can be compared from the tenancy commencement and end.
These inventory’s avoid potential damage claims, in the event of a dispute we can provide Inventory information to third party adjudicators to resolve any disputes. Inventories will also show that all electrical and smoke and CO2 alarms comply with current legislation.
Utility Changeover
When a new tenancy commences Anne will notify the Electricity, Gas, Water and Council Tax Companies of a new tenancy. The new tenant will then be allowed to contact the above companies to set up their own accounts.
Security Deposit
At the start of the tenancy, we will collect the first month’s rent and Bond, as agreed by both Landlord and Tenant, as set out in the tenancy agreement.
The Bond is usually a minimum of £500.00 or a maximum of 5 weeks rent.
The Bond will be registered with the government authorised deposit custodial scheme, we are members of the DPS (Deposit Protection Scheme). We will also issue the tenant a receipt and a DPS Proscribed Information sheet.
The Bond will to be held by the DPS until the end of Tenancy, and will be released once all our fees and outstanding invoices have been paid and subject to the Landlords agreement.
- Guarantor
We, as a Company, advise all Landlord’s to have a Guarantor added to the conditions of the tenancy. A Guarantor must be in a position to pay the Tenants rent if for whatever reason, the Tenant is unable to pay the rent themselves.
- Rental Payments & Annual Rent Reviews
The rent payments are collected, by standing order only, on the tenancy start date, every month. We will pass the rent onto the Landlord within 3 working days. In the unlikely event that payment has not been received from the tenant, we will proceed with our arrears process.
We conduct an annual rent review. Currently we can increase the rent by 5% a year. Wayne will issue a section 13/form 4 on your behalf. There will be a small fee for this service.
Landlord Statements
We email the Landlord monthly statements with details of rental income and deductions for any repairs, maintenance or compliance work undertaken.
Tenant Issues
As a part of our service, we will act as the tenants point of contact if they report any financial problems or repairs, they must do so by email. We will then email or speak to the Landlord for instructions.
Property Repairs and Maintenance
As mentioned we will be the tenants point of contact to report any repair or maintenances issues. We do not carry out repairs or maintenance without your prior permission, unless we are unable to contact you in the case of an emergency, the tenants welfare will take priority in that situation.
With your approval we use our approved network of contractors, we will liaise with the tenant(s) to get the repair fixed in the most cost effective manner possible.
Contractor Payments
We will pay the contractor and deduct the cost from the monthly rental payment, unless the repair or certificates are higher than the monthly rent when we will ask for the cost to be paid into our office bank account. All invoices will be sent to the Landlord with the monthly rent statements.
Property inspections
Under our fully managed agreement, we will conduct property inspections. This will take place, where possible, at the half way point of tenancy agreement, and every year thereafter.
Inspections are to ensure there are no breaches to the tenancy agreement, and there are no safety or maintenance issues which need remedying. Inspection reports may also include photographs.
Rent Arrears and Breach of Tenancy Agreement - Management to Resolution
We operate a strict arrears procedure. Should your tenant fall into rental arrears, we will communicate with the tenant, by issuing reminder letters and emails, followed by legal notices for possession (s8/s21) through the Courts.
We track all communication and actions along this process, should they need to be submitted as evidence during a formal hearing.
This No nonsense approach ensures the landlord’s interests are looked after, we are proud that arrears in our portfolio under management are less than 0.5% of our turnover
Renewal of Tenancy Agreement
After the initial fixed term tenancy the tenancy will default to a rolling periodic tenancy on a month by month basis. There is no legal reason to renew the tenancy to another fix term. However if that is your instruction and, for a £50.00 administration fee, we will handle all the administrative aspects of the renewal agreement
End of Tenancy Administration
When a tenant issues a month’s notice to vacate, we will immediately start to look for a new tenant. We use the tenant’s notice period to identify a new tenant, minimising any potential voids and gaps in rental income.
When the tenant vacates we take final meter readings for gas, water, and electricity and are emailed to the relevant utility companies along with the tenants forwarding address.
We will email the local council and we make sure all keys are returned to the office.
Mediation of Landlord/Tenant Disputes
As a result of our initial vetting process, tenant disputes are rare. However they do occur, we can often resolve the dispute without the need for further action.
In relation to the Bond, we will submit any evidence to the DPS in order to resolve the matter.
Our Services:
We offer a Full Property Management, Tenant Find and Tenant Rent Collection Services.
As mentioned, we are happy to discuss our services, you will find us flexible and accommodating.
LETTING FEES
Full Property Management
Management Fee: 11%. No Vat Payable.
Annual Administration Fee: £50.00. No Vat Payable.
Initial Property Inspection Fee: £40.00. No Vat Payable.
For Let Board Fee: £20.00. No Vat Payable.
Initial Inventory Fee: £50.00. No Vat Payable.
Routine Visit Checklist £25.00. No Vat Payable.
Tenancy Set Up Fee: £100.00. No Vat Payable.
Section 13 Notice: £25.00. No Vat Payable.
Section 21 Notice: £40.00. No Vat Payable.
Tenant Find and Tenant Rent Collection
Tenant Find: 50% of the collected first months rent. No Vat Payable.
Tenant Rent Collection: 8% of the collected rent. No Vat Payable.
V.A.T.
W J Holder & Co and Holder Property Services are not registered for V.A.T