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Robert Allen Sales & Lettings
Robert Allen Sales      & Lettings

Landlord Service

Landlords - don't get caught out by the new "Right To Rent" Rules - we can ensure that all the correct procedures are followed when you are looking to find a tenant for your property.......give us a call to help you....

 

 

We can offer a number of services to landlords choosing to Let their property with Robert Allen - ranging from a Tenant Find option through to our comprehensive Fully Managed service.

Details of these services and associated charges are as follows;

 

 

TERMS AND CONDITIONS OF BUSINESS - LETTINGS

 

RENTAL

We will view your property and advise you of the current market rental value.  We will agree with you a rent to be quoted to potential tenants.

 

By signing these Terms and Conditions you are confirming the following;

 

  1. That you are the owner (or joint owner) of the property to be let.
  2. That, if you are not the owner/joint owner, you have authority from the owner/s to act for them in respect of letting this property
  3. If there is a MORTGAGE or other type of loan on the property, that permission from the lender to sub-let has been obtained.
  4. Leasehold properties- that there are no   clauses in the lease, which prohibit sub- letting. 

 

LEGAL REQUIREMENTS

Before a Tenant can occupy a property the following certificates are required:

 

  1. An Energy Performance Certificate (EPC).  (currently valid for 10 years). This is now required before a property can be marketed.
  2. A Gas safety certificate (CP12) where appropriate. (currently renewable annually)

 

Before marketing of your property we require either;

 

  1. Copies of the valid certificates, or proof of your arrangement of the certificates.

(2)            Your authorisation for Robert Allen to arrange for the inspections and payment of the relevant costs.

   

 * Should you wish us to arrange the EPC please send a cheque for £66.00 inc vat made payable to Above Par Properties Ltd, or make a bank transfer to account no. 41388006 sort code: 09-06-66. Prospective tenants are legally entitled to see the certificate prior to viewing your property.

 

ADVISABLE, BUT NOT LEGALLY REQUIRED

A PAT (electrical) test of any appliance (including boilers), which plugs into an electrical socket, and which is to be left in the property by the Landlord.

 

A test of the electrical circuits/wiring.

 

These fall under Health and Safety legislation and a landlord can be sued under this legislation if the systems are found to be dangerous.

 

OPTIONS OFFERED

 

1) Tenant Find, Tenancy Set-Up & Full Management Fee

  1. Including or Excluding Legal Expenses and Rent- guarantee Cover

 

2) Tenant Find Only:  

 

3)  Tenant Find & Rent collection

Including or Excluding Legal Expenses and Rent- guarantee Cover

 

SERVICES INCLUDED IN OUR FULLY-MANAGED SERVICE:

 

  1. MARKETING: We will produce property details with photographs, post details on our own website (www.robertallensalesandlettings.co.uk), FindAproperty, PrimeLocation and Zoopla web sites, promote the property in our shop window (on busy high street), and erect a ‘TO LET’ board. In addition to these we keep a waiting list of potential tenants.

 

  1. REFERENCING: We use a professional referencing agency. We liaise with the landlord, prior to acceptance of a tenant, for final approval, unless the landlord gives us written authority to decide on his/her behalf.

 

  1. CONTRACT: We will prepare a Shorthold Tenancy Agreement, which is normally for a 6 month period, to roll on at the end of this period. We can prepare the agreement for a longer period if agreed by both parties. In the case of options 2 & 3 only we require you to sign the agreement as the Landlord, prior to the tenancy start date. Should you wish us to sign the tenancy agreement on your behalf we would require your written authorisation. We are happy to forward a draft copy of the tenancy agreement for your approval beforehand.

 

  1. INVENTORY: It is highly advisable to have an inventory prepared, including photographs, otherwise disputes regarding the deposit are likely to be found in favour of the tenant.  The check-out is also included

 

  1. DEPOSIT: We will protect the deposit with The Deposit Protection Scheme. Once we have performed the check-out we will inform the tenant whether there is any need to make a claim against the deposit for rent arrears, dilapidations and/or other costs/charges. We will unprotect the deposit and make any necessary claim against it. OVERSEAS landlords will be required to sign an authorisation allowing us to act on their behalf in the case of any dispute regarding the security deposit.

 

  1. UTILITIES: We will notify, where appropriate, Council Tax, electricity & Gas companies, Affinity Water and Southern Water at the onset and end of each tenancy.

 

  1. RENEWALS: Our tenancy agreements are 6-month Shorthold Tenancy Agreements, which roll-over at the end of the 6 months until either the Landlord or the tenant gives notice.

 

  1. INSPECTIONS: We inspect each property every 4 months and report our findings to the landlord. We also notify the tenant if we find anything unacceptable about the condition of the property.

 

  1. EVICTIONS; We will deal with issuing all eviction notices. We will attend with a bailiff, if required. We will attend our local court to represent the landlord if a tenant appeals against an eviction. We will apply for a Money Claim Online if the landlord wishes to pursue a tenant/guarantor through the courts for arrears or other costs/charges. The court/bailiff fees are payable by the landlord but may be recoverable from the tenant after the case.

 

  1. ACCOUNTING: We collect the rent, arrange and pay for minor repairs or maintenance, up to £200.00 + vat without consultation, from rents received.

Pay the net rent to your bank account by bank transfer, which normally arrives in your account on the same day. In the event of any major repairs or renewals we can arrange for estimates, submit these to you and, with your authority, have the work carried out. Should the cost of any works exceed  the monthly rent there will be a charge of 10% of the total invoice value ( a maximum of £3000 inc vat.) Should the work be subject to an insurance claim we will liaise with your insurers for access. In some cases the contractor may wish to be paid in part or in full prior to commencing work.

 

CHARGEABLE SERVICES FOR NON-MANAGED PROPERTIES:

 

  1.  An ingoing inventory can be produced at the following additional charge*

 

Unfurnished Properties:

1 bed property -          £  90.00 inc vat

2 bed -                         £120.00 inc vat

3 bed -                         £150.00 inc vat

Furnished properties – price on application

 

  1. CHECK OUT REPORT:  £90.00 inc vat 3 bedrooms.

4 + beds and furnished properties - price on application.

 

  1. RENEWALS: Should the landlord wish to issue a new 6 or 12 month contract for an existing tenant, there will be a charge of £100.00 inc vat.

 

  1. COURT ATTENDANCE: If the landlord requests a Robert Allen staff member to attend a court hearing with them, or on their behalf, there will be a charge of £120.00 inc vat per day. If the hearing is not heard at either Ashford or Canterbury there will be travelling and subsistence charges of £0.45p per mile plus £10.00

 

 

 

 

 

 

GENERAL:

 

NON-MANAGED (options 2 & 3): it is the landlord’s responsibility to notify the utility companies and local council.

 

TELEPHONE SERVICES: Regrettably, Telephone service suppliers will only deal with the client using the line. Therefore landlords will need to close the line prior to vacating and it will be the responsibility of the new tenant to arrange for their connection if required.

 

NON-MANAGED 2 & 3 – It is the legal responsibility of the landlord to protect the  deposit in one of the Government-Approved schemes, failure to do so could incur a considerable fine and a compensation payment to the tenant. We can give further advice in this respect, if required. We require confirmation of the scheme that will be used to protect the security deposit:

 

Name of scheme                     …………………………………………………

 

Landlord’s ID Number           …………………………………………………                   

 

 

SERVICE CHARGES: If you have a leasehold property you will still be responsible for the payment of your service charges and ground rent.

 

TAX: All rental income is subject to taxation (less allowable expenses). It is the responsibility of the Landlord to complete a Self Assessment tax return at the end of each financial year. We are unable to give expert advice on taxation and recommend you consult an accountant.

 

NON-RESIDENT/OVERSEAS LANDLORDS: It is a legal requirement for ROBERT ALLEN to deduct Tax at source from your net rental income at the basic rate (20% for the 2015-16 Tax Year) unless you apply to the Inland Revenue under their Non-resident Landlords Scheme (application forms available). Further clarification is available on request. 

 

OWNERSHIP OF THE PROPERTY: In order to prepare your rental contract we will require proof of ownership and identity i.e. Passport or Driver’s License.

 

MORTGAGE: If your property is subject to a mortgage, please ensure that permission is obtained from the mortgage-provider to sub-let.  It is advisable to arrange this well in advance as the mortgage-provider will require a copy of the Lease and may require additional clauses to be incorporated in the standard contract.

 

INSURANCE: Your property should be insured and we recommend you inform your insurers that you will be letting the property.  We also advise that you insure the contents of your property.  The Tenants will be responsible for insuring their own personal furniture and effects, but any loss or damage to carpets and owner’s Fixtures/Fittings and furniture by fire or flooding would not be covered under your building insurance. It is advisable to make sure that your insurance also covers void periods before and between tenancies.

 

THE PROPERTY OMBUDSMAN

Robert Allen Sales and Lettings is a member of The Property Ombudsman Scheme and as such we subscribe to their Code of Practice for Letting Agents, a copy of which will be supplied on request. For more information please visit www.oea.co.uk.

 

CLIENT MONEY PROTECTION

Robert Allen Sales & Lettings have Client Money Protection cover in place via Lonsdale Insurance Brokers.

 

CANCELLATION FEES

 

Should the Landlord reject a tenant, or withdraw their property, after accepting a proposed tenant, who is able and willing to take on the tenancy, the Landlord will be liable to pay us the following fees:

 

1) Administration Fee £300.00 inc vat (Normally paid by the tenant)

2) Plus either £354 inc vat (fully managed and rent collection options)

    or £474.00 inc vat (tenant find only)

 

In the event that the Landlord wishes to cancel the management agreement, but keep the tenant introduced by us, then the Landlord must give Robert Allen Lettings a minimum of 6 months’ notice, in writing, or pay 6 months fees in lieu of notice. Notice can only be given after the initial fixed period of the tenancy has been served.

 

PURCHASE: In the event that a sale of the property should be agreed with the Tenant, or with an associate of the tenant, Robert Allen will be entitled to a commission of 1% of the sale price + Vat, payable upon unconditional exchange of the sale contract. A separate set of terms & conditions will be required

 

 

 

 

ADDRESS OF PROPERTY:

 

………………………………………………………………………………………………

 

………………………………………………………………………………………………

 

………………………………………………………………………………………………

 

Gas Supplier:………………………………………………………………………………………       

 

Electric Supplier:………………………………………………………………………………………                                  

 

Water Meter:  YES/ NO

 

Last recorded telephone number at property (if known): …………………………………..

 

Do you have any maintenance contracts/insurance (i.e. C/H cover)     YES / NO

 

If YES- Contract no. plus what items are covered:

 

No:………………………………………………………………………………………………

 

Appliance:……………………………………………………………………………………..

 

No:………………………………………………………………………………………………

 

Appliance: ……………………………………………………………………………………...

 

 

No: ……………………………………………………………………………………………..

 

Appliance: ……………………………………………………………………………………..

 

 

ASKING RENT                   £ ………………….               Per: ………….…………

 

 

 

Please select from the following and delete the options not required:

 

Option 1: 

                                                                                                           

Tenant Introduction Fee (£354.00 inc vat) and Full Management                            

 

10% + VAT of monthly rent                                                              YES/NO

11% + VAT (including Legal Expenses cover)                                  YES/NO

12% + VAT (including rent Direct Rent Protection)                                     YES/NO

 

3 + Properties 9%, 10%, 11% respectively.   

 

Option 2:                                                                                           YES/NO

 

Tenant Introduction Fee Only - £474.00 inc vat

                                       

Option 3:                                                                                            YES/NO

 

Tenant Introduction Fee of £474.00 inc vat + Rent collection

at 7% + VAT of the monthly rent

                        

Optional Extras For Non-Managed lettings:                                                                     

 

Ingoing Inventory (non-managed and furnished)                              YES/NO

 

Check-out (non-managed only)                                                          YES/NO

 

Detailed inspections/reporting on any maintenance issue

not attributable to the tenant + arranging estimates if required–

Price per inspection £90.00 inc vat                                                      YES/NO

 

(This inspection should not be construed as a surveyor’s report and

will be a visual inspection only).

 

 

Two copies of the Terms & Conditions will be supplied please retain one copy and return one, initialling each page at the bottom and signing pages 6 & 7 where required. Without this signed document Robert Allen Lettings will be unable to move a tenant into the property.

 

 

I / We hereby agree for Robert Allen Lettings to find me / us a tenant for the above named property and confirm I am / we are the legal owner(s) of same and have obtained such authority as needed to offer my / our property for letting. Furthermore, I/We agree that these signed Terms & Conditions, subject to a 14-day cooling-off period from the date of signing, will serve as an enduring agreement, valid for all properties owned by the same landlord, until either party gives the other three months’ written notice for vacant properties, and six months’ written notice for tenanted properties, to terminate the agreement. The only exception to this will be if either party wishes to impose any requirement, which is unacceptable to the other party, in which case the other party may give immediate notice to terminate the agreement.

 

 

Landlord/s’ Name(s)………………………………………………………………………………………

 

            ……………………………………………………………………………………….

 

Landlord’s

Address ………………………………………………………………………………………

 

            ………………………………………………………………………………………..

 

            ………………………………………………………………………………………..

 

 

Signature/s……………………………………………………………………………………

           

               

                 ……………………………………………………………………………………

 

Phone No:  ……….…………………………………………………………………….

 

Email Address:   ……………………………………………………………………….

 

Bank Account  1) Sort Code……………….      2) Account No ………………………..

 

 

Signed ………………………………………………………………………………..

 

            ………………………………………………………………………………..

 

 

Dated .…………………………………………………………………………………

 

 

COMPLAINTS:

 

Please see attachment

 

 

 

NON-RESIDENT LANDLORDS:

 

I / We agree for Robert Allen Lettings to act on my / our behalf in the event of any disputes in regards to the security deposit.

 

 

Landlord Name…………… ………………………………………………………….

 

Landlord’sAddress:

 

………………………………………………………………………………………….

 

…….……………………………………………………………………………………

                                   

  ……….……………………………………………………………………………….                                                     

 

 

 

 

Robert Allen Sales & Lettings is a trading name of Above Par Properties Ltd.

Registered in England & Wales – Registration No. 5206419

Registered Office: Suite One, Monument Way, Orbital Park, Ashford TN24 0HB

 

 

 

 

 

Complaints Procedure:

 

In the first instance any complaint should be directed verbally to any member of our staff. If necessary, this should be followed up after 7 working days with a written complaint addressed to our Lettings Department.

 

Should the client be dissatisfied with the response a further written complaint should be sent to us, addressed for the attention of Mr Robert Galvin.

 

Every effort will be made to answer your complaint within 7 working days.

 

If you are still not satisfied you can make an official written complaint to:

 

 

The Property Ombudsman

Milford House

43-55 Milford Street

Salisbury

SP1 2BP

 

 

Robert Allen Sales & Lettings is a trading name of Above Par Properties Ltd.

Registered in England & Wales – Registration No. 5206419

Registered Office: Suite One, Monument Way, Orbital Park, Ashford TN24 0HB

 

 

 

 

contact us directly:

 

 3 South Street, Deal 01304 368111 (Deal/Dover)

 

118a Sandgate Road, Folkestone - 01303 223999 (Folkestone)

 

or use our contact form.

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