Landlords

You may be aware of some of the possible difficulties landlords can face when renting out their property. The chances of problems when using the services of a professional managing agent are substantially reduced. At The Gray House from the moment you place your investment in our capable hands, you can rest assured that we will handle all day to day actions and major events with tactful professionalism.

Our fully managed services includes the following once you have signed our terms and conditions and we being marketing:-

• Full comprehensive marketing of the property as outlined in our landlord FAQ How will you market my property?
• Accompanied viewings at all times with feedback shortly after.
• We will take the time to fully discuss the tenant's application with you prior to referencing. This ensures that we have identified a suitable tenant meeting your criteria prior to proceed with referencing costs

• Negotiate satisfactory terms between yourself and applicant
• Comprehensive applicant and guarantor referencing to include credit checks, current landlord reference and employers references.
• Supply of Assured Shorthold Tenancy (AST) and standard Terms & Conditions of Letting.
• Full professionally produced photographic schedule of condition and cleanliness inventory including collection of meter readings included in the inventory*
• Collection of first months rent and bond
• Cutting of keys if required*
• Handover of keys to the Tenant at check-in and supplying all relevant information about the property such as instruction manuals and the location of the stop cock.
• Registration and protection of the deposit with The Tenancy Deposit (Custodial) Scheme
• Payment of rent to the landlord less fees and any expenditure.
• Notification of new tenant occupation to council tax and providing meter readings to utilities
• Monthly rent collection and payment to landlord less our fees with statement for tax purposes

• Dealing with tenant maintenance requests and reports of repair works. Contractor invoices payable either directly from the rental received or to the contractor direct.

• Arranging quotes for any maintenance (above the agreed spend limit), instructing local contractors and overseeing works at no extra charge.
• Routine six monthly property inspections with comprehensive report provided to landlord
• Chasing payment of any late rental payment
• Serving of notices (rent increase, notice to quit etc)*
• Negotiating contract renewals and rent reviews*
• Check-out of property with tenant at the end of the tenancy
• Collection of meter readings an update to utilities and council
• Dealing with the bond at the end of the tenancy including deductions and any handling of any maintenance / repairs
• Arranging an Energy Performance Certificate (EPC)*
• Arranging Electrical Installation Certificate*
• Arranging a Gas Safety Certificate*

Landlords who are licenced to manage their own properties through Rent Smart Wales often have a preference to use the expertise of a reliable local agent to find tenants for their properties which is known as a Tenant Find server or Let Only.

Our Let Only services includes the following once you have signed our terms and conditions and we being marketing:-

• Full comprehensive marketing of the property as outlined in our landlord FAQ How will you market my property?
• Accompanied viewings at all times with feedback shortly after.
• We will take the time to fully discuss the tenants application with you prior to referencing. This ensures that we have identified a suitable tenant meeting your criteria prior to proceed with referencing costs (see Landlord Fee Template)

• Negotiate satisfactory terms between yourself and applicant
• Comprehensive applicant and guarantor referencing to include credit checks, current landlord reference and employers references.
• Supply of Assured Shorthold Tenancy (AST).
• Full professionally produced photographic schedule of condition and cleanliness inventory including collection of meter readings included in the inventory*
• Collection of first months rent and bond
• Cutting of keys if required*
• Handover of keys to the Tenant at check-in and supplying all relevant information about the property such as instruction manuals and the location of the stop cock
• Payment of rent to the landlord less fees and any expenditure.
• Payment of bond to the landlord for registration with an appropriate deposit scheme.
• Arranging an Energy Performance Certificate (EPC)*
• Arranging Electrical Installation Certificate*
• Arranging a Gas Safety Certificate*

All items marked with * are chargeable outside our standard let only or fully managed fees. Further details can be found here 

In order to find the best tenant for your property you want the widest possible exposure to the best quality tenants.

• Your property will be photographs from every angle inside and out ensuring that we capture every detail of your property ready for advertising.
• The property will be listed on Rightmove, the property search site with the biggest online audience of prospective tenants.
• Details of the property will be advertised within the window of our Beulah Road office.
• Our website has live listings of all properties with photographs and easy tenant enquiry service.
• We will also advertise the property on social media pages (Facebook, Instagram, Twitter and LinkedIn)

The right choice of tenant from the onset is imperative to a long and straightforward tenancy. This is why strongly recommend a thorough reference check that includes:-

• checks for CCJ’, IVA’s and poor credit rating
• current and/or previous landlord reference including confirmation that the rent was paid on time and the property maintained satisfactorily
• employers reference to confirm salary, length of employment and any probation period which could affect their ability to commit to the tenancy term.
• Affordability check to ensure the applicant has sufficient funds to cover the rent for the duration of the tenancy term.

The residential letting industry has seen a raft of new legislation and updates to existing regulations in recent times. In Wales we also have the addition of Rent Smart Wales (hyperlink the words rent smart wales to our Rent Smart Wales tab).

In an industry subject to systematic changes at any given time, the appointment of a reliable, and professional agent with extensive knowledge of the rental property sector is highly recommended to keep you and you’re your property complaint at all times.

Landlords are required to register their property and themselves directly with Rent Smart Wales. More information can be found on the Rent Smart Wales section of our website and Michelle can personally help guide you through this process.

There are certain responsibilities and obligations placed on both you and your tenant throughout the duration of the tenancy.

Your tenant is obliged to:-

• Pay the rent in full and on time each month
• Ensure that the council tax liability is paid
• Cover the cost of utility bills (gas, electric and water unless expressly included in the rent)
• Pay for the cost of a TV licence, telephone and broadband connections where required.
• Use the property as a home, not to sublet and not use the property for commercial purposes
• Take good care of the property and it’s fixtures and fittings
• Carry out basic maintenance such as changing lightbulbs and smoke alarm batteries.
• Ensure the property is well ventilated and adequately heated in and maintain free flow of air thereby minimising the risk of condensation.
• Keep the property secure at all times and now allow the property to become vulnerable
• Notify the agent/landlord they are going to be away from the property for more than 3 continuous weeks.
• Advise the agent/landlord of any repairs needed as soon as it arise
• Forward details to the agent/landlord of any planning application notices or party wall notifications etc received at the property

As a landlord you are obliged to:-

Allow the tenant quiet enjoyment and to live in the property undisturbed.

• If access is required 24 hours’ notice must be given
• Maintain the property to a good state of repair
• Ensure that the gas boiler and any gas appliances are checked annually and a copy of the Gas Safety Certificate is supplied to the tenant.
• Maintain electricity and water supplies in working order
• Provide instruction manuals for installed appliances and equipment such as a lawnmower where appropriate.
• Take out landlord specific insurance if necessary for the property and any contents belonging to you.

We are members of the Association of Residential Letting Agents (ARLA Propertymark). Our membership highlights our commitment to regulation and higher standards in the letting and property management industry.

We are members of The Property Redress Scheme (The PRS)

We are members of The Tenancy Deposit Scheme Custodial Service (TDS). This means that the physical deposit is transferred to the TDS for safekeeping and protection rather than being held in the agent’s client account

We have professional indemnity insurance in place in addition to public and employers liability.

In most standard home insurance policies there is no automatic provision for a property that is being rented out. Therefore we recommend landlords consider specialised landlord cover for your property.

Its likely you will require permission from your mortgage lender to rent your property depending on your product terms and conditions. We will need to be made aware of any special conditions imposed by your lender. If you have a buy to let mortgage then you shouldn’t require consent as its automatically granted as part of the mortgage product.

It is a legal require for all rental properties in the UK to have an EPC. From 1^st April 2020 all properties in the private rented sector require an EPC with a minimum E rating.

We can arrange and EPC for your property if it doesn’t currently have one at an additional cost. Once registered, EPC’s are valid for 10 years.

This minimum E rating applies to all domestic private rented properties, even if there has been no change in tenancy. Therefore landlords may not continue to let properties with an EPC rating of F or G even to an existing tenant.

It is a legal require for all rental properties in the UK to have an annual Gas Safety Check where there is a gas boiler and/or gas appliances. Checks must be undertaken yearly and a copy of the gas certificate provided to the tenants.

We can arrange a Gas Safety Certificate for your property if it doesn’t currently have one at an additional cost

We are asked this question time and again and our answer is always yes.

An Inventory and Schedule of Condition is a vital document in the process of letting a property. It is the only way to record and evaluate the condition of a property at the start and end of the tenancy. This then allows assessment of any disrepair, damage or issues with cleanliness and how much is attributable to the tenant and more importantly forms the basis of any proposed deductions from the tenants bond.

The inventory records the ceilings, lighting, curtain poles, walls, floors, smoke alarms, windows stairs kitchen and bathroom fittings and doors. If at the end of an unfurnished tenancy there are no lightbulbs, smoke alarms have been removed, a window is cracked, carpets are damaged or kitchen units are broken, it is only by having a full photographic inventory that the landlord make a fair and substantiated claim on the tenants bond for compensation.

During a tenancy the condition of the property will change and possibly even deteriorate through wear and tear. However wear and tear does not apply to cleaning and damages. The only way to decide the level of cleanliness, fair wear and tear and how much deterioration has taken place during a tenant is to use a detailed photographic inventory and schedule of condition as a guide to release of the deposit.

We can provide you with a full photographic Inventory and Schedule of Condition at an additional cost

Empty property inspection

Managing agents are not responsible for your property during any time which it is vacant. Whether your property is vacant between tenancies (void period) or if you intend on undertaking refurbishment works, most landlord insurance policies require that the property is inspected regularly. We can provide a vacant property inspection service (cost to be quoted depending on your insurers requirements).

1. Prospective viewers will be asked to confirm if they or anyone in their household has or is showing symptoms of having Covid-19 prior to being offered an appointment.

2. Applicants will be asked to undertake a virtual viewing prior to attending a physical viewing person with our negotiators. This minimises our risk of exposure and ensures we are only dealing with tenants that feel the property is right for them.

3. Attendance at the property viewing will be restricted to our negotiator and one of the following:

1. One adult only or;
2. Two adults from the same household

*We respectfully ask that children do not attend viewings until further notice*

4. We have been advised that only viewings of vacant properties can be undertaken however if anyone is inside the property on arrival for the viewing they will be asked to leave and we may have to cancel the viewing for safety.
5. Upon arrival we will open all doors, turn on the lights and wipe down all handles

6. Our negotiator will be wearing disposable gloves and a mask for the duration of the viewing and the applicant will be ask to provide their own mask for the viewing and not to touch and surfaces or handles.

7. During the viewing the 2 meter distance rule must be adhered to at all times for the safety of our staff and as well and the public.

8. Open house viewing will not be permitted until further notice.

9. After the viewing, our negotiators will further sanitise all handles and surfaces before closing doors, turning off lights and security the property.

We take care of changeover with your existing agent and tenant ensuring the process is hassle free. All we require is your consent. When a landlord looks to change agents its often because their expectations are not being met or they feel aggrieved on how their property is being managed. At The Gray House we offer a completely flexible approach so in the unlikely event you are not entirely satisfied you can terminate the contract at the end of the following calendar month (1 calendar month notice required, no termination fee).

Landlords often have lots of questions which is why we are happy to arrange with no obligation.

We can arrange the following at your convenience:-

• a face to face appointment at our Rhiwbina office (a desktop sneeze guard is installed in line with Covid 19 guidance for your protection)
• a meeting in person either at your home or the rental property (PPE will be worn at all times)
• set up a telephone call
• talk virtually face to face via video chat using our Webex video conferencing system.