Landlords

Landlords must ensure their rental property is safe, habitable, and well-maintained, addressing structural issues and providing valid gas, electrical, and fire safety checks. They must protect tenants’ deposits in a government-approved scheme and provide essential documentation, such as the tenancy agreement, EPC, and gas safety certificates. Repairs to heating, plumbing, and other major systems should be completed promptly, while tenants' right to quiet enjoyment of the property must be respected, with reasonable notice given before visits. Legal processes must be followed for tenancy termination, and local licensing rules or tax obligations must be met. Failure to comply with these responsibilities can result in penalties or legal issues.

Tenants should give your landlord access to the property to inspect it or carry out repairs. Your landlord has to give you at least 24 hours’ notice and visit at a reasonable time of day, unless it’s an emergency and they need immediate access.

You must also:

• Take good care of the property, for example turn off the water at the mains if you’re away in cold weather

• Pay the agreed rent, even if repairs are needed or you’re in dispute with your landlord

• Pay other charges as agreed with the landlord, for example Council Tax or utility bills

• Repair or pay for any damage caused by you, your family or friends

• Only sublet a property if the tenancy agreement or your landlord allows it

Your landlord has the right to take legal action to evict you if you do not meet your responsibilities.

A tenancy agreement is a legally binding contract between a landlord and a tenant that outlines the terms and conditions of renting a property. It protects the rights and responsibilities of both parties and helps prevent disputes by providing clear guidelines. Assured Shorthold Tenancy (AST) is the most common type in the UK for private rentals. It typically lasts for a fixed term (e.g., 6 or 12 months) or rolls on a periodic basis.

Whether to rent your property furnished, part furnished or unfurnished is largely a matter of preference. There are a couple of aspects you may wish to consider when influencing your decision. This includes what type of property do you have? For example, if you own a House in Multiple Occupation (HMO) it’s wise to provide furniture, even if it’s the basics of just a bed, wardrobe, and chest of drawers. Freehold properties are best left unfurnished so that tenants can make the property more homely. 

Another thing to consider is what type of tenants does your property attract? If your property is located close to a student hospital, a furnished property may be a good idea for short term student professionals purely in the area to study and work at the hospital. Whilst an unfurnished property is more suitable for families or elderly tenants who rent for the long term and tend to bring their own furniture with them.

You may find it helpful to get an agent to let or manage your property, particularly if you do not have the time to manage it yourself. You should check that the agent complies with all relevant regulations and that they are a member of a professional body.

We will require a copy of our Terms of Business returned to engage in our services. Our Terms of Business will include a request for details such as proof of ownership, a copy of your ID, confirmation of permission to let from mortgage company and head lease if applicable. You will be required to fill in a Property Information Questionnaire providing vital information about the property. The National Trading Standards Estate and Letting Agency Team Trading Standards enforces that consumers must be provided with “material information” to ensure they can make an informed decision whether to buy or rent a property.

Tenant referencing is the process of making checks on a prospective tenant to find out if they will be able to pay the rent and whether they are likely to look after the property. It involves methodically gathering relevant information to build up a financial and personal profile of the prospective tenant and identify any risks. We carry out extensive referencing on your tenants including Identification, credit checks, residential history along with income and affordability.

Property inventories are simple documents that report on the state of the property and its contents at the time of assessment. These assessments are carried out twice in an identical fashion: once at the beginning of the tenancy (the inventory), and again at the end (the checkout). Having the document to hand will assist tenants on exactly how the property should be returned to the landlord and provide a guideline as to how the home should be maintained. Property inventories also help protect both the landlord’s investment and the tenant’s deposit.

A holding deposit is equivalent to one week’s rent and is paid by the tenant when they apply to rent a property. The purpose of the holding deposit is to secure the property for the tenant and essentially ‘reserve’ it to rent. Tenants should receive their holding deposit back or opt to contribute these monies towards to first months’ rent.

A tenancy deposit, or security deposit, is a sum of money paid by a tenant before they move into a rental property. In England, there is a maximum cap of the equivalent to five weeks’ rent. In Wales, there is no maximum cap for the tenancy deposit although, landlords and agents often take the equivalent to 4-5 weeks rent.

Landlords in England and Wales must register their tenancy deposit with a government-approved deposit protection scheme. Tenancy deposits must be registered within 30 working days of receiving funds from the tenant. The tenant must be told where their deposit is being stored, otherwise known as prescribed information.

We will provide a standing order mandate for your tenant to fill and provide to their bank. We will remit the rent and pay this to you within 3 working days of receiving it.

There are 2 phases a tenancy will generally be in at any given time. This can be in a fixed term or a periodic status. 

A fixed term will be for a certain length of time, generally 6 or 12 months. You can only end a fixed term tenancy early if your contract has a break clause or by negotiating with your landlord. If your landlord agrees to mutually terminate your agreement early, you will likely be liable for the remarketing costs of the property and be responsible for all aspects of the tenancy agreement until a new tenant is found. 

For a landlord to terminate the tenancy in line with the end of the fixed term period, a Notice to Quit, currently a Section 21 notice will need to be served 2 months before the end of the fixed term period. 

In a periodic status, the tenancy will be running on a month-by-month basis. The tenant can provide 1 months’ notice to bring the tenancy to an end. A landlord can serve a Notice to Quit at any point during the tenancy and must provide 2 months’ notice. 

In the unlikely event that the tenant does not leave the property at the end of the possession notice period, the landlord will be required to apply to the courts for a possession order.

We offer Tenant Find, Rent Collection and Fully Managed services. 

OUR TENANT FIND FEE includes marketing the property, conducting viewings, tenant referencing, drawing up the contract, protecting the deposit and checking in the tenants. This is a one-off cost equivalent to 84% inc VAT of the first months’ rent. 

OUR RENT COLLECTION SERVICE includes the Tenant Find Service and in addition, we collect the rent monthly and remit this to you. The charge for this is 78% inc VAT for our tenant find fee + £42 inc VAT per month. 

OUR FULLY MANAGED SERVICE are for those landlords who prefer to have a hand off approach. We will carry out all the services including in our Rent Collection service and in addition, manage the tenancy from start to finish. This includes notifying you of any changes in legislation, arranging in tenancy inspections and safety certificates, consulting with you regarding rent increases, manage maintenance issues and service possession orders if required. Our charge for this is 72% inc VAT of the first months’ rent for tenant find fee and 12% inc VAT charged monthly for full management. 

OUR FULL GUIDE TO OUR MANAGEMENT FEES CAN BE FOUND HERE 

Laws for landlords can be a minefield. It is estimated that there are more 170 rules and regulations that apply to the private rented sector, and these are often amended and updated – sometimes at relatively short notice.

So, when it comes to landlord responsibilities, not only is there a lot for landlords to know and understand, but if you don’t have a reliable way of staying up to date with changes, you could easily find yourself unknowingly falling foul of the law, which could be very costly - both financially and personally.

Landlords are required to ensure all gas appliances supplied with the property are checked by a competent Gas Safe Engineer every 12 months. We can arrange for this as part of the Fully Managed service. A copy of this certificate is required to be sent to your tenants within 28 days of the visit being carried out.

Any electrical appliances that you supply must meet the insulation and safety standards under these regulations. An Electrical Inspection Condition Report is required to be carried out every 5 years to a satisfactory standard. A copy of this certificate is required to be sent to your tenants within 28 days of the visit being carried out.

All furniture and furnishings must be made from fire resistant materials or treated with a fire-retardant coating. All items must have a permanent manufacturer's label that indicates compliance with fire safety standards.

In England, at least one smoke alarm must be installed on each floor where there is a room used as living accommodation. Alarms must be in working order on the first day of a new tenancy.

In Wales, at least one smoke alarm must be installed on each floor where there is a room used as living accommodation. Alarms must be hard wired and interlinked.

In England, a carbon monoxide alarm must be installed in any room used as living accommodation that contains a fixed combustion appliance. Fixed combustion appliances include gas boilers, wooden stoves, and open fires, but not gas cookers.

In Wales, a working carbon monoxide alarm must be present in any room which has a gas, oil or solid fuel-burning appliance.

It will come as no surprise that owning and renting out property comes with a vast set of legal obligations for landlords in the UK. Perhaps the most important obligations concerns ensuring the property is well-maintained and safe for tenants. Section 11 of the Landlord and Tenant Act 1985 clearly sets out your legal repair and maintenance responsibilities. This act applies no matter what you’ve put in your tenancy agreement – it creates something called an “implied term”. According to Section 11, landlord obligations include maintaining the following:

• The structure and exterior of the property, including roof, walls, windows, drains, and doors

• Pipes supplying gas, electricity, or water

• Heating and hot water

• Gas boilers and ventilation

• The shared or common areas of a property

Your tenants also have responsibility to carry out minor repairs. Example of minor repairs include changing light bulbs, replacing batteries in smoke detectors, and fixing low-level damage caused by their own actions. Routine cleaning and maintenance, like keeping the property tidy, are the tenant's responsibility. This includes tasks like mowing the lawn and maintaining garden areas. Tenants are obligated to promptly report any damage or necessary repairs to the landlord. Timely communication ensures that issues can be addressed swiftly, preventing further damage. 

The law requires that an Energy Performance Certificate (EPC) be available to all prospective tenants viewing your property. The EPC is supplied by an accredited Domestic Energy Assessor and will provide a grade from A to G, with A being the most efficient. In 2018, EPC requirements changed for landlords through the introduction of a minimum energy rating of ‘E’ or above for new tenancies. This rule now applies to all tenancies, not just new ones. The Certificate is valid for ten years but if you carry out energy efficiency improvements within this period you may wish to provide a revised Certificate to reflect the improvements in your property.

Property inspections play a crucial role in maintaining a positive, long-lasting relationship between landlords and tenants. When conducted regularly and taken seriously, they help ensure the property remains in good condition, fostering trust and satisfaction on both sides. We carry out 6 monthly inspections and a report is shared between the landlord and tenant once carried out.

The rent can be increased once every 12 months and in line with the tenancy agreement. In England, you must provide 1 months’ notice in line with the rent payment date. In Wales, you must provide 2 months’ notice in line with the rent payment date. We will review the rent and advise you in line with the tenancy agreement as part of our Fully Managed service.

Tenants are responsible for paying for the council tax and utilities at the property, unless otherwise stated in the tenancy agreement. Landlords are not liable for any unpaid utilities for the period the occupants are in tenancy.

Generally, check-out reports carried out after a tenancy has finished. It is beneficial to have carried out an inventory before the tenants moved in. This is because it will compare evidence and photos taken before a tenant has moved in, to the condition it’s in at the end of a tenancy. This can assist in maintenance issues required to be rectified before the property is remarketed and can support any deposit deduction claims.