SERVICES FOR LANDLORDS

Setting up a new Occupation Contract needs to be done with care and attention, and we’re on hand to assist you. We’ll handle all of the actions and administration required to set up the Occupation Contract and move the Contract Holder into the property. We’ll ensure the tenant’s standing order is in place for the monthly rental payments, all documentation is signed, and the Contract Holder is provided with a move-in pack with important information regarding the Occupation Contract. A member of our team with check the Contract Holder in and sign over the sets of keys for the property. This service is especially ideal if you are not based locally to the property.

Rental Payments & Annual Rent Reviews

Every Occupation Contract is set up to ensure that rent payments are collected on the Occupation Contract start date, per calendar month. We will pass the rent onto you within 7 days. In the unlikely event that payment has not been received from the Contract Holder, we will proceed with our arrears process.

As we are always looking out for our landlords, every year we conduct an annual rent review. This ensures that you are getting the best rate for your rental property and it can be adjusted if necessary by following the correct processes. This will need to be done via a section RHW12 Form which we can do on your behalf.

For properties under our fully managed service, we will be the point of contact for the Contract Holder to report any repair or maintenance issues that may occur. Using our approved network of contractors, we’ll liaise with the Contract Holder to get the issue fixed in the most cost-effective and efficient manner possible. 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 that requires us to protect the well-being of the Contract Holder – which is our first priority in that situation.

(Charged independently)

In order for us to successfully execute our duties under our fully managed package, we will need to conduct property inspections. Inspections are essential to ensure the smooth running of a tOccupation Contract. This will take place at the halfway point of Occupation Contract, and every six months thereafter.

Inspections are to ensure there are no breaches to the Occupation Contract, and there are no safety or maintenance issues that need remedying. From our experience, spotting early problems can prevent escalation to costly issues for the landlord. Inspection reports include photographs and are conducted using our inspection software. You will be provided with a PDF report which highlights the findings.

Rent Arrears and Breach of Occupation Contract – Management to Resolution

We operate a strict arrears procedure, to quickly resolve any arrears situation in the unlikely event that they occur. Should your Contract Holder fall into rental arrears, they will enter into a vigorous step-by-step process. We will communicate with the Contract Holder, set up payment plans, and, issue reminder letters, followed by legal notices for possession (s8/s21) through the eviction process if required. We track all communication and actions along this process, should they need to be submitted as evidence during a formal hearing.

This thorough approach ensures the landlord’s interests are looked after and has resulted in the arrears across our portfolio under management being lower than 0.5%.

Should your tenant wants to continue renting the property from you beyond the initial term, we will handle all the administrative aspects of the renewal agreement, otherwise, the Occupation Contract will default to a rolling periodic Occupational Contract on a month by month basis. We will also handle the updating of any deposit or deposit replacement product. Again, this allows you to be completely hands-off whilst our team handles the administration.

End of Occupation Contract Administration

We ensure that all aspects of ending an Occupation Contract are covered so that you or any new Contract Holders are not met with any unexpected surprises. We take final meter readings for gas, water, and electricity which are then passed on to the relevant utility companies along with a forwarding address for the exiting Contract Holder.

The local council will also be informed of the Occupation Contract end date for council tax purposes too. Following this, all keys are returned to the office and are signed for by a member of staff.

We will also handle the administrative tasks around the return of a deposit or concluding the deposit replacement product that may be in play.

When a Contract Holder issues a notice to vacate your property, we will seek your permission to immediately start a new Contract Holder find process. This means we’re using the Contract Holder’s notice period to identify and vet a new Contract Holder, minimising any potential voids and gaps in rental income.

(If appropriate Referral to DPS or Flatfair for any unresolved disputes.)

Given the thorough Contract Holder vetting process that we conduct, Contract Holder disputes are rare. In the unlikely event that they do occur, we can often resolve the dispute between a landlord and a Contract Holder, without the need for further action. If required, we will submit any evidence to the DPS or Flatfair, in order to resolve the matter.

When a new Occupation Contract starts, it is important that there are no discrepancies between the previous occupier and your new Contract Holder. We work with a reputable third-party service that will notify the Electricity, Gas, Water and Council Tax Companies of a new Occupation Contract. The new Contract Holder will then be instructed to contact above companies the to set up their own accounts and payment methods.

Security Deposit or Deposit Replacement Product

At the commencement of the Occupation Contract, we will collect/arrange the deposit or deposit replacement product, as agreed by both Landlord and Contract Holder, and set out in the Occupation Contract. Deposits will be registered with the government-authorised deposit custodial scheme, DPS (Deposit Protection Scheme) to be held until the end of Occupation Contract, once all our fees and outstanding invoices have been discharged. We will also issue Proscribed Information in line with the DPS terms and conditions. The deposit replacement product we use is provided by Flatfair Limited. If this is elected, we will set this up on Flatfair’s customer portal and they will liaise with the Contract Holders to activate their account. This covers you for up to 6 weeks worth of rent loss and damage to the property. Please contact us if you would like to learn more about how this works, we’d be happy to discuss all the landlord benefits of this product.