We know from experience that a good relationship with tenants is the key to a smooth-running tenancy. As your property manager, the relationship part falls to us, but it is equally important that your tenants should feel comfortable in their home and that they are getting value for their money. This is where your responsibility lies. Our policy of offering a quality service extends to our tenants and we only recommend properties to rent that conform to the following minimum standards. Quality properties attract quality tenants.
General condition
Electrical, gas, plumbing, waste, central heating and hot water systems must be safe, sound and in good working order. Repairs and maintenance are at your expense unless misuse can be proven.
Appliances
Similarly, appliances such as washing machine, fridge, freezer, cooker, dishwasher etc. should be in good condition. Repairs and maintenance are at your expense unless misuse can be proven.
Decorations
Interior décor should be in good condition and preferably plain, light and neutral.
Furnishings
We recommend that you leave only minimal furnishings and these should be of reasonable quality. We prefer that items to be left in the property are in place during viewings. If you are letting a property unfurnished we recommend that the property as a minimum contains carpets/flooring, window dressings and a cooker.
Personal items
Personal possessions, ornaments, pictures, books etc. should be removed from the premises, particularly if they are of real or sentimental value. Please leave all cupboards and shelf space clear for the tenant’s own use.
Gardens
Gardens should be left neat, tidy and free of rubbish, with any lawn areas cut. Tenants are required to maintain the gardens to a reasonable standard, provided they are left the necessary tools. Please bear in mind that few tenants are experienced gardeners! If you value your garden, or if it is particularly large, we can arrange maintenance visits by our regular gardener.
Cleaning
The property must be in a thoroughly clean condition at the commencement of a tenancy. At the end of each tenancy it is the tenant’s responsibility to leave the property in the same condition. Where they fail to do this, cleaning should be arranged at their expense. We highly recommend that the property is professionally cleaned prior to each tenancy so that the highest standard of cleanliness is set from the beginning.
Forwarding of mail
We recommend that you make use of the redirection service offered by the Post Office. The cost is minimal, and you can set the service up online or in-branch. Your tenant is not responsible for forwarding your mail.
Tenant information
It would be helpful for all parties if you could leave instructions for operating the central heating and hot water systems, as well as any appliances and the alarm system if the property has one. Similarly, any information such as refuse collection days, local services etc. is always much appreciated.
Keys
Please provide two sets of keys to the property. One for your tenants and one for us as your letting agent.
Important safety requirements
The following safety requirements are the responsibility of the property owner (landlord) and where we manage the property, ours as your agent. We therefore ensure full compliance with the following regulations at your expense to protect the interests of all parties.
Health and Safety – Gas Appliances and Equipment
Annual safety check
Under the Gas Safety (Installation and Use) Regulations 1998 all gas appliances and flues in rented accommodation must be checked for safety within 12 months of being installed, and thereafter at least every 12 months by a competent engineer (e.g. a Gas Safe registered gas installer). The annual issue of a safety certificate is a legal requirement.
Maintenance
There is a duty to ensure that all gas appliances, flues and associated pipe work are maintained in a safe condition at all times.
Records
Details of the inspections of each appliance and flue, of any defects found and any remedial work undertaken must be kept for a minimum of 2 years.
Copies to tenants
A copy of the gas safety certificate issued by the engineer must be given to each new tenant before their tenancy commences, or to an existing tenant within 28 days of the check being carried out.
Health and Safety – Electrical Appliances and Equipment
There are several regulations in force relating to electrical installations and equipment and appliance safety. These affect landlords and their agents who are viewed as “supplying in the course of business” and include: the Electrical Equipment (Safety) Regulations 1994, the Plugs and Sockets Regulations 1994, the 2005 Building Regulation – Part P and British Standard BS1363 relating the plugs and sockets.
Despite there being no specific legal requirement for a qualified electrician to carry out an inspection and issue a safety certificate for tenanted properties, it is now widely accepted within the lettings industry that this is best practice and the only way to ensure safety. We strongly recommend all our landlords adopt this practice, thereby also avoiding the risk of being accused of neglecting their duty of care or worse.
Smoke alarms
Since 1992 it has been a legal requirement for all newly built houses to be fitted with mains powered smoke detector alarms. Although there is currently no legislation requiring smoke alarms to be fitted in other tenanted properties, it is generally considered that the common law duty of care means that landlords and their agents could be liable should a fire cause injury or damage in a tenanted property not fitted with a smoke alarm. We therefore strongly recommend that you fit at least one alarm on each floor (in the hall and landing areas).
Consumer Protection – Furniture and Furnishings
The Furniture and Furnishings (Fire Safety) Regulations 1988 (amended 1989, 1993 and 1996) stipulate that specified items supplied in the course of letting property must meet minimum fire resistant standards. The regulations apply to:
- All upholstered furniture
- Beds, headboards and mattresses
- Sofa beds, futons and other convertible sleeping arrangements
- Nursery furniture
- Garden furniture suitable for use in a dwelling
- Scatter cushions, pillows and non-original covers for furniture
This is a legal requirement and the penalties for non-compliance are a fine of up to £5,000 or six months imprisonment. The regulations do not apply to:
- Antique furniture
- Furniture made before 1950
- Bed clothes including duvets
- Loose covers for mattresses
- Pillowcases
- Curtains
- Carpets
- Sleeping bags
All relevant items must be checked for compliance, with non-compliant items removed from the property. Most (but not all) items which comply should have a suitable, permanent label attached. Items purchased after 1st March 1990 from a reputable supplier are likely to comply with the regulations.
General Product Safety
The General Product Safety Regulations 1994 stipulate that any product supplied in the course of a commercial activity must be safe. In the case of property letting, this is deemed to include both the structure of the building and its contents. We strongly recommend that you check the property carefully for any danger signs such as leaning walls, broken glass, sharp edges etc. and that you leave operating instructions for high risk items such as hot surfaces, electric lawnmowers etc. for the tenant.