A Guide for Landlords to the Letting Process

Below is a check list of arrangements that need to be made before letting your property:

Consents to Let
If your property is subject to a mortgage, your mortgage provider must consent to the rental. If you have a corporate tenant, this will need to be in writing. In addition, if your property is leasehold you will need permission from the freeholder. This can usually be obtained from the managing agent of the building.

Insurance
You will need to protect your property with Building Insurance. Content insurance is the responsibility of the tenant.

Keys
You will need to provide each tenant with a set of keys together with a set of keys for Birkmyre Property Consultants if your property is to be managed by us.

Manuals
Make a copy of any manuals or guides relating to any appliances at the property including central heating boiler, cooker, refrigerator etc. , and leave a copy for the tenants.

Professional Cleaning
Prior to occupation, all properties should be professionally cleaned. When the property is returned, the tenant is expected to do the same and it is advisable to leave a receipt for the pre-occupation clean. Any outside space should also be left in seasonal good order.

Sundry Maintenance
Where applicable, any chimneys should be swept and oil fired boilers should be serviced and tanks filled (with instructions on how to check on fuel levels and how to order more). If the property requires LPG bottles then these should be left full as well. Please also ensure that every light bulb is working.

Utility Bills
It is the tenant’s responsibility to change the bills over to their own name, but it is advisable that you speak to your suppliers confirming the new tenant will take over the bills.

Inventory, Check-In and Check-Out
We will arrange for an independent inventory company to create a professional inventory for your property. This is a schedule of condition as well as a list of contents of the property including fixtures, fittings and meter readings. If we manage your property, we will also arrange a check-out on the last day of the tenancy to record the property condition in its final state. Please note that professional inventory documents are a necessity in the event of any possible future claims against the tenant’s deposit, particularly if you need to rely on adjudication.  The independent inventory company, normally Chimney Pots Ltd, will invoice you direct.  A list of thei fees can be found on their website: www.chimneypotsltd.co.uk.

Legal Requirements
You are under a legal obligation to establish that your tenant has the right to rent in the UK before granting a tenancy and this can be checked out as part of the referencing process which we will arrange on all tenants before a tenancy is granted.

Safety Documentation Recommendations

• Lettings management fees payable to Birkmyre Property Consultants
• Renewal of Tenancy Agreement payable to Birkmyre Property Consultants
• Service charges and ground rent where applicable
• Maintenance and repairs of property
• Building and contents insurance
• Annual gas and electrical checks (EICR)
• Energy Performance Certificates
• Deposit Registration
• Inventory/Schedule of Condition
• EPC and floor plan
• Installation of smoke alarms, carbon monoxide alarms

Signed Documents

We do require the legal owner of the property to have signed all the documentation, such as our Terms of Business before the tenant moves in. We will also need to have proof of ID such as a passport or driving licence and a utility bill. All paperwork can be received either as a computer scan or in person. We also have an online signing service available for clients to use.

Birkmyre Property Consultants are Members of the RICS Client Money Proptection Scheme for Property Agents. For the Certificate please click here.