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Landlords Info

About Ourselves

Marlows Lettings and Property Management Ltd is a local, independent firm specialising in Residential Lettings and Property Management. We pride ourselves in offering a friendly and personal service which is fully focused on the priorities and needs of the Landlord. We understand that letting your property, especially for the first time, can be a daunting experience and with this in mind our most important consideration is providing you the Landlord with the best possible service and the right tenant for your property. We never forget that the property is your most important asset and you can be confident that we will look after your home as though it were our own.

Carefully Selected Quality Tenants

Drawn from a continually updated register, all prospective Tenants are thoroughly referenced and credit checked. In some cases we will also require a guarantor who would also be referenced and credit checked.

Out of Hours Service

For our initial meetings with you we will, if necessary, be pleased to visit your property outside normal office hours, at a time that is convenient to you. A member of staff is also available on the telephone outside the normal office hours allowing you access to our help and advice at most times.

Levels of Service offered

A Personal and Tailored Service

We offer a tailor service to meet your individual needs from a simple letting service through to a complete property management service. Initially we will meet you at the property to be let and provide you with an honest and realistic opinion as to the rental value. Outlined below are the three basic elements of our Service. However, we maintain a flexible attitude, and are generally able to adapt our Service to meet our client's individual circumstances and needs.

Tenant Introduction

This service includes:

Marketing your property on the internet using both internal and external pictures to display the property to its best advantage.
Circulating details of your property to potential clients on our database.
Arranging viewings and showing prospective tenants around the property.
Liasing with the landlord throughout to ensure suitability of potential tenants.
Referencing potential tenants using a specialist independent referencing agency.
Drawing up a tenancy agreement and arranging for signature by landlord and tenant.
In view of changes to the way that security deposits are handled, we would recommend that an inventory is compiled and are happy to arrange this for the landlord.
Arranging for Gas Safety and Electrical Safety Certificates, as required. This cost is charged to the landlord.
Collecting first month’s rent and security deposit from the tenant. These will be credited to the Landlord less our agreed fee. Managing the tenancy, including the maintenance and rent collection, will then be the responsibility of the Landlord.
Notifying the utility companies and local council regarding the name of the new tenant(s) and taking meter readings.

Rent Demand

This Service includes all aspects of the Tenant Introduction Service but also provides for:

Organising an inventory of the contents and condition of the property by an independent inventory company. This cost is born by the Landlord and will depend on the size of the property and whether it is to be let furnished or unfurnished.
Taking a security deposit from the tenant and arranging for its transfer to the Deposit Protection Service.
Demanding and monitoring payments of the monthly rent to the landlord’s nominated bank account.
Producing a monthly rental statement showing payment of rent net of any agreed expenses and commission.
Sending out reminder letters for late payment of rent where necessary and keeping the landlord fully informed of any delays.
Liasing with you and the Tenant towards the end of the tenancy and renewing the tenancy agreement where necessary.
At the end of the tenancy arranging for the tenant to be checked out by an independent inventory company.

Full Management

This Service includes all aspects of the Tenant Introduction & Rent Demand Service but also provides for:

Visiting the property on a regular basis and reporting back to you regarding its condition. These inspections will normally take place once every three months but for certain properties more frequent visits might be necessary.
Arranging to deal with any necessary repairs or maintenance issues as per your instructions.

	Service Tenant Introduction	Rent Demand	Full Management
Property Assessment	X	X	X
Marketing property	X	X	X
Conducting accompanied viewings	X	X	X
Referencing Tenants	X	X	X
Tenancy Agreement	X	X	X
Gas/Elec safety certificates	X	X	X
Inventory arrangement	X	X	X
Notify utilities	X	X	X
Security Deposit transfer to DPS		X	X
Demanding rent		X	X
Monthly statements		X	X
Dealing with essential repairs			X
Quarterly inspections			X

The standard charge for our Tenant Introduction Service is 6% of the rental term. This amount is paid at the commencement of the tenancy out of the tenants first month’s rent.

The standard charge for our Rent Demand Service is 8% of the calendar monthly rental. . This amount is deducted each month from the rent paid and accounted to the landlord on the monthly statement.

The standard charge for our Managed Service is 10% of the calendar monthly rental and is deducted from the rent paid and accounted to the landlord on the monthly statement. The Fully Managed service is recommended for all those who wish to have minimal involvement with the day to day running of their property and is suitable for those Landlords who are not residing locally, or would rather not deal with the Tenants directly, preferring all aspects to be handled by an Agent.

Preparing the Property

We have found that a good relationship with Tenants is the key to a smooth-running tenancy. As Property Managers this relationship is our job. It is important that the Tenants should feel comfortable in their temporary home, and that they are receiving value for their money. It follows therefore that a well maintained property in a good decorative order will go towards this, whilst also achieving a higher rental figure. Tenants are also more inclined to treat such a property with greater respect.

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 the Landlords expense unless misuse can be established. Interior decorations should be in good condition and preferably plain, light and neutral.

Furnishings

It is generally recommended that you let the property unfurnished. The vast majority of tenants outside of the major cities in the UK are wanting an unfurnished let to accommodate their own personal possessions. However, some tenants are requiring a furnished let and, under these circumstances, we would advise that you leave only minimum furnishings and these should be of reasonable quality. It is preferable that items to be left are in the property during viewings or if this is not possible, the agent must be advised what furniture and furnishings will be available for the let. If you are still unsure about certain items we will be able to advise.

Personal possessions, ornaments, pictures, books etc. should be removed from the premises, especially those of real or sentimental value. Some items may be boxed, sealed and stored in the loft at the owner's risk. All cupboards and shelf space should be left clear for the Tenant's own use.

Gardens

Gardens should be left neat, tidy and rubbish free, with any lawns cut. Tenants are required to maintain the gardens to a reasonable standard, provided they are left the necessary tools.

Cleaning

The property should be clean. All carpets, curtains, decorated areas, windows and furnishings, if applicable, should be cleaned prior to the commencement of the Tenancy. At the end of each tenancy it is the Tenants' responsibility to leave the property in a similar condition, allowing for wear and tear. Where they fail to do so, cleaning will be arranged at their expense.

Information for the Tenant

It is helpful if you can leave information for the Tenant, e.g. on operating the central heating and hot water system, washing machine and alarm system, and the day refuse is collected etc.

Keys

You should provide one set of keys for each Tenant. Where we will be managing we will arrange to have duplicates cut as required.

Insurance

Landlords should take care to review any existing policies when letting a property for the first time as some standard insurance products will either not provide cover, or might place restrictions on cover, for rented property and/or its contents. Failure to inform your insurers may invalidate your policies. It is the responsibility of the landlord to insure the building and its contents, fixtures and fittings. Tenants are responsible for insuring any of their own possessions. We can put you in touch with specialists dealing with Landlords Legal Protection, Rent Guarantee Cover and Landlords Contents and Buildings Insurance if required.

Important Safety Requirements

The following requirements are the responsibility of the owner (Landlord).

Health and Safety - Gas

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 (i.e. a Gas Safe registered gas installer).

Maintenance

There is a duty to ensure that all gas appliances, flues and associated pipework are maintained in a safe condition at all times.

Records

Full records must be kept for at least 2 years of the inspections of each appliance and flue, of any defects found and of any remedial action taken.

Copies to tenants

A copy of the safety certificate issued by the engineer must be given to each new tenant before their tenancy commences, or to each existing tenant within 28 days of the check being carried out.

Health and Safety - Electrical

Under the Electrical Equipment (Safety) Regulations 1994, and certain other regulations, electrical appliances and equipment provided in tenanted premises must be safe. It is therefore necessary to make a visual check to ensure that all electrical items, plugs and leads appear completely safe and undamaged, and remove or replace any faulty items.

Consumer Protection - Fire

The Furniture and Furnishings (Fire) (Safety) Regulations 1988 (amended 1989 & 1993) provide that specified items supplied in the course of letting property must meet minimum fire resistance standards. The regulations apply to all upholstered furniture, beds, headboards and mattresses, sofa-beds, futons and other convertibles, nursery furniture, garden furniture suitable for use in a dwelling, scatter cushions, pillows and non-original covers for furniture. They do not apply to antique furniture or furniture made before 1950, bedcovers including duvets, loose covers for mattresses, pillowcases, curtains, carpets or sleeping bags. Items which comply will have a suitable permanent label attached. Non-compliant items must be removed before a tenancy commences.

Smoke Alarms

All properties built since June 1992 must have been fitted with mains powered smoke detector alarms from new. Although there is no legislation requiring smoke alarms to be fitted in other ordinary 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 where smoke alarms are not fitted. We therefore strongly recommend that the Landlord fit at least one alarm on each floor (in the hall and landing areas).

We hope that the general points covered in this guide will be of some assistance to you. If there are any aspects of which you are unsure, please telephone our office. Alternatively we can visit you at your home to discuss your individual requirements, at your convenience.