Landlords

Realising that some Landlords wish to be more involved in the details of a letting than others, we are flexible in the services we offer and broadly these are as follows. We are, of course, pleased to discuss the level of service required and our terms when we visit the property.

Tenant Finding Only

We advertise and promote the property to find a suitable prospective tenant and having done so we embark on referencing procedures. Once satisfactory reference replies are received we can then draw up the Legal Agreement and Inventory or Schedule of Condition, (see scale of charges). Prior to the start of the tenancy we collect one month's rental in advance and the deposit which we will hold as stakeholder and we make arrangements for the method of payment of future rents direct to the Landlord. We do not show the Tenant into the property or deal with details of the tenancy such as transfer of services etc. and we are in no part responsible for the proper performance of the Tenancy Agreement.

Our commission for this service is taken at the start of the tenancy from the first months rent and is based on the gross rent for the initial 12 month term only. Where a tenancy initially set up for less than a year is extended, commission becomes payable and the Landlord will be invoiced accordingly.

Tenant Finding and Rent Collection

We find a tenant and complete the Tenant Finding Only services as described above and in addition deal with all aspects of collection of rent during the tenancy. Rents are normally payable in advance on the first of each month. We carefully monitor these payments and once rent is received and our commission deducted we account to the Landlord with a statement during the second week of each month.

This service is popular with landlords who perhaps live locally and wish to manage day to day aspects of the tenancy, repairs etc. but do not want to be involved in the collection of rent.

Full Management

This service relieves the Landlord of all personal involvement in the letting if he so wishes. having found the Tenant (often for an owner who is abroad or living at a distance) we deal with all the details both prior to and during the tenancy.

We account to the landlord for rent during the third week of each month, thereby holding 'a float' of rent for the first part of the month out of which we can pay for any necessary repairs. (Where a Tenant is receiving Housing Benefit the date on which the Landlord will receive his months payment will be individually discussed).

Questions Landlords Ask

  1. Where do your tenants come from?
  2. How do you find them?
  3. Do you take up references?
  4. Should I inform by Building Society/Bank of my intention to let?
  5. Should the house be left furnished or unfurnished?
  6. If I let furnished, what do I leave in the property?
  7. Do I need an Inventory?
  8. Do you take a deposit?
  9. What happens about bills for Services (electricity, gas and telephone)?
  10. Can I stipulate - no pets, no children, no smokers?
  11. How do you deal with the question of fuel?
  12. Who pays water rates/charges?
  13. I have a sizeable garden, should I employ a gardener?
  14. Can you deal with the legal side?
  15. Can the Landlord or Tenant give Notice during the tenancy?
  16. What happens if the Tenant has caused damage to the house of contents and what constitutes 'fair wear and tear'?
  17. What if the Tenant falls behind with rent?
  18. What if the Tenant does not leave at the end of the tenancy?
  19. Can I cover these possible expenses by Insurance?
  20. What about Buildings Contents Insurance?
  21. Who deals with insurance claims?
  22. How often do you visit the property?
  23. What happens if a repair to property or equipment is required during the tenancy?
  24. Do you ask me before authorising repairs etc.?
  25. What happens to my mail during the tenancy?
  26. What happens if/when the property is empty between tenancies or before I return?
  27. How and when do I receive rent?
  28. I am going abroad and will be non-resident for tax purposes. Can you advise me?
  29. Do you get many problems?
Where do your tenants come from?
Our tenants come from all over the U.K. and often from overseas. They may be re-locating with their job, be in the process of buying and selling, or for various reasons, perhaps matrimonial or financial, be in a position were they wish to rent. We often let to London families requiring a second home in the country and Employees relocating to work for BMW Rolls Royce.
How do you find them?
We advertise widely and regularly in the local press (and when applicable nationally) and in periodical publications such as Yellow Pages and we have close contacts with local employers with a movement of staff who are kept regularly updated with our mailing list of all available property, for example BMW. We receive many enquiries from prospective Tenants who have been recommended to us personally.
Do you take up references?
Yes - we take up 3 references: Financial, Employment and previous Landlord/Character Reference, and/or a credit reference procedure. If for any reason these are not available we will discuss possible alternatives with the Landlord.
We must say here that despite very careful selection procedures just occasionally a Tenant's circumstances can change or we can be misled, so that whilst these references are essential and often revealing, they are not infallible.
Should I inform by Building Society/Bank of my intention to let?
Yes, this is a requirement of all lenders and their consent to a let is essential. They may wish to see the tenancy agreement and make certain stipulations. We can then supply them with all necessary information.
Should the house be left furnished or unfurnished?
This is a matter for the owner to decide in the light of his particular circumstances and convenience. There is much demand for unfurnished property but if an owner has a house full of furniture and equipment which he would otherwise have to sell, than obviously it will be much more convenient to let furnished, provided that furnishings comply with the 1988 Fire & Safety Regulations (see attached notes). The difference in rent may not be as much as one might imagine, but we would advise of this. Ideally, property let unfurnished should contain carpets and curtains. There is now no legal disadvantage to letting unfurnished.
If I let furnished, what do I leave in the property?
We can supply you with a list of suggested requirements but this is flexible. To qualify as 'fully furnished and equipped' and to obtain maximum rent the property should offer everything reasonably required by a Tenant so that he is not involved in purchasing 'basic items' It is not advisable to leave any valuable or personal items or linen, T.V. or Hi-Fi. Tenants much prefer a property that is not overcrowded. If valuable items must remain and require special treatment or cleaning, the Landlord should be responsible.
Do I need an Inventory?
Yes, this is essential, so that at the very end of the tenancy there can be e no doubt as to what was in the property at the outset. We are experts in the making and checking of these inventories and prefer in all cases to deal with this aspect. Our Inventory charge covers making the inventory (with comments as to condition) supplying copies to Landlord and Tenants, obtaining the Tenant's acceptance of the list, checking at the end of the tenancy and negotiating with the Tenant for any necessary deductions from their deposit. (If there is a second or subsequent tenancy a charge of half of the initial cost of the inventory is made). With unfurnished property we draw up a schedule of condition and check this at the end of the tenancy.
Do you take a deposit?
Yes, always. This is usually equivalent to one and a half month's rent and is held by us as stake-holders.
What happens about bills for Services (electricity, gas and telephone)?
If possible and were we are acting on Full Management these accounts are all transferred to the name of the Tenants and are sent direct to him for settlement.
  • Electricity - where we are on full management we oversee the transfer of accounts to the Tenants' name.
  • Gas - arrangements as per electricity.
  • Telephone - it is in the Landlord's interests for this account to be transferred into the name of the Tenant. If it is possible to arrange for the transfer to take place simultaneously (i.e. out of the Landlord's name and into the Tenant's on the same day) BT make no charge. However they do require to hear from outgoing and incoming subscribers direct (not through us). We do our best to liaise over this. A note of warning. If a Tenant decides that at the end of his tenancy, he wishes to take the telephone number with him there is unfortunately nothing we can do to prevent it. We do, however, discourage Tenants from doing so. BT also reserve the right, where there is a void period between subscribers, to cease the line and reallocate it elsewhere so that if the Tenant at some point decides he no longer requires the 'phone, the line could be lost facing the Landlord with a full reconnection charge on his return. This is however, a rare occurrence.
Can I stipulate - no pets, no children, no smokers?
Yes, of course, but bear in mind that this may restrict the market and make a letting more difficult.
How do you deal with the question of fuel?
Oil/Calor Gas/Fuel/Logs. We measure or access the value of fuel remaining at the start of a tenancy and either request payment 'up front' from the Tenant or adjust the situation at the end of the tenancy.
Who pays water rates/charges?
Usually the Tenant is responsible for these unless otherwise agreed.
I have a sizeable garden, should I employ a gardener?
Gardens can cause problems as many Tenants are disinterested in gardening particularly when it is not their own. The standard agreement makes the Tenant liable for keeping the garden neat and tidy and free from weeds (if it was at the outset) but if the garden is large or at all 'complicated' or has hedges and shrubs which require careful pruning, we recommend that gardening help is provided on a basis that should be carefully discussed and agreed between ourselves, the Tenant and the gardener. We can as Managing Agents, pay the gardener and would hope the rent set would help to cover this expense.
Can you deal with the legal side?
Yes, we are competent and experienced in this and in almost all cases we draw up the legal agreement for you. The assured Shorthold Tenancy is the most widely used form of tenancy giving the Landlord a mandatory right to repossession at the end of the agreed term and offering flexibility to both Landlord and Tenant. We also handle winter lets (up to 8 months) for owners doing summer holiday lettings and draw up the appropriate agreement. We will discuss this aspect fully with you at our initial meeting. We do carry full Professional Indemnity Insurance.
Can the Landlord or Tenant give Notice during the tenancy?
Not during the 'term certain' of an assured shorthold tenancy (the most widely used form of tenancy). The tenancy could however be ended by mutual consent. After the 'term certain' (usually a minimum of six months) the Tenant may give one month's notice and the Landlord two months notice.
What happens if the Tenant has caused damage to the house of contents and what constitutes 'fair wear and tear'?
At the end of the tenancy and after checking the inventory and making our final inspection we must account to the Tenant for the deposit. Negotiations for any necessary deductions can prove troublesome and we do our utmost to achieve a fair settlement for both parties. Tenants must leave the property as clean and tidy as when they moved in and be prepared to pay for the damages or breakages that have occurred.
Landlords should also realise that however good and careful the Tenant is, some deterioration in decoration and general condition is inevitable over a period of time and is the basis of the 'fair wear and tear' concept which we define as follows:
  • Evidence of day-to-day use as would be expected to occur under normal circumstances during the occupancy of a property by the number of tenants agreed to. Where children and pets are permitted, so too should additional wear and tear be allowed for. The Tenant is paying rent for normal usage of the property. We are happy to elaborate on this and discuss with the. Landlord but Puddle and Co 'fair wear and tear' concept must apply. In the unlikely event that agreement as to the return of the Tenant's deposit cannot be reached with 45 days from the end of a tenancy, the matter will be put to arbitration, the cost of which would be shared between Landlord and Tenant.
What if the Tenant falls behind with rent?
Where possible rents are paid by standing order on the first of each month but problems can arise. Sometimes these are due to a Tenant's changed financial circumstances, carelessness, forgetfulness or a mistake by the bank. Where we are acting on Full Management or Tenant Finding and Rent Collection we monitor rental payments most carefully informing the Landlord if we feel that there is a real problem and we take every possible step to obtain the rent as soon as possible. Usually we are successful and can pay over to the Landlord albeit belatedly, On very rare occasions where rent arrears occur it may be necessary for the Landlord to instruct his Solicitor (or we can do this on his behalf) to take the appropriate legal action.
What if the Tenant does not leave at the end of the tenancy?
By careful interviewing, selection and monitoring of Tenants we can keep this potential hazard to an absolute minimum. However in the unlikely event of a problem and when Puddle and Co, were acting on Full Management, have done everything possible to resolve the situation but without success, then the Landlord must pursue the matter through the due process of law. This will involve instructing a solicitor who will instigate the necessary court action to obtain possession. It has unfortunately to be borne in mind that this can take several months to finalise and although the Landlord may be awarded costs and rent arrears he will also certainly be involved in some expense.
Can I cover these possible expenses by Insurance?
Yes, we offer, through our brokers an excellent Legal Protection Insurance which for a reasonable premium covers a Landlord for all legal costs. We also offer a Rent protection scheme (see attached leaflets) which safeguards the Landlord against rent arrears.
What about Buildings Contents Insurance?
The buildings insurance is the responsibility of the Landlord. The Landlord should also insure his own contents, furniture, carpets etc. informing the Insurance Company that the property will be tenanted. he should also check that his insurance provides public liability cover. The Tenant is responsible for insuring his own belongings. It is important that the Landlord informs us of any specific condition their insurer may impose and of which the Tenant should be aware i.e. maximum period during which the property may be unoccupied yet still covered by insurance. It is also advisable to check for damage caused by burst pipes both when the property is tenanted and empty.
Who deals with insurance claims?
Puddle and Co. will handle simple claims on the instruction of the Landlord as part of Full Management. If however we are involved in a substantial amount of work, obtaining estimates, supervising repair work etc. then we may make a charge based on time spent.
How often do you visit the property?
This is a vital part of Full management and one about which we are very particular. Our first visit is made soon after the Tenant moves in and thereafter every quarter. We frequently visit more often than this if there are any problems or we suspect that a tenant is not looking after house and garden as he should. Most tenants welcome our visits and we respect their privacy by calling by appointment. We report to you, the landlord, after these visits. We do not visit where we are not on Full Management and strongly advise Landlords to do so.
What happens if a repair to property or equipment is required during the tenancy?
The Landlord has statutory obligations under Section II of the Landlord and Tenant Act 1985 to repair and maintain in good working order the installations, appliances and equipment for gas, water, electricity and drainage and for heating water and space heating within the property. It is our duty as Managing Agents to ensure that these obligations are fulfilled on behalf of the landlord and we must therefore, put essential repairs in hand without delay. If it can be seen that a Tenant has misused equipment, of course we will take appropriate action.
Do you ask me before authorising repairs etc.?
We like to if you are easily available. However, particularly where a Landlord is overseas we ask for his authority to spend up to £100 on an essential repair/replacement. We hope you will have confidence in our judgements and our aim is to minimise Landlords' expenses whilst maintaining the property to a reasonable standard.
What happens to my mail during the tenancy?
We would strongly advise that Post Office redirection of mail is arranged by you as you leave, as neither Puddle and Co or the Tenant can be held responsible.
What happens if/when the property is empty between tenancies or before I return?
Between tenancies as managing agents, we will continue to take reasonable steps to ensure the security of the property i.e. on the owners instructions draining down the water system in winter, or adjusting central heating. Where any particular supervision is required and expenditure is involved, we would invoice the Landlord for this. In a void period before a Landlord's return and having attended to normal details at the end of the tenancy, we would not act further unless specifically instructed, and may make a charge for any additional work. Landlords are reminded to check their insurance provisions for periods whilst their property is empty.
How and when do I receive rent?
Tenants pay a month's rent in advance at the start of the tenancy and thereafter rent on the 1st of each month. Where we are on Full Management this is paid to your Bank, Building Society account or direct by cheque during the third week of each month and you are sent a statement showing any deductions from rent received with supporting invoices.
I am going abroad and will be non-resident for tax purposes. Can you advise me?
Yes, we can give you full information and as managing agents operate a special tax service for this particular purpose.
Do you get many problems?
Very few major ones and we pride ourselves on this, attributing our success to extremely careful selection of Tenants and enormous attention to detail. Most usual more minor problems include late payment of rent and standards of housekeeping and garden maintenance which do not measure up to landlord's expectations. BUT these can nearly always be resolved by us provided all parties are reasonable.