Market Appraisal

Our advice starts with an appraisal of the property, undertaken by a knowledgeable Lettings Specialist, who is experienced in their local market.

Immediate Marketing

As soon as you confirm your instructions, your property goes live online, with full particulars, floor plans and photographs. We then inform our database of active Tenants via email, telephone and text.

Print Advertising

We are regular advertisers in the Reading, Henley, Newbury and Oxford newspapers.

Personal Service

Your local Lettings Specialist will assist you until we find you the right Tenant, at which time they will introduce you to a dedicated Property Manager (Full Management service only) who will liaise with you during the Tenancy.

Keeping You Updated

Landlords are given a password to access our website to keep up-to-date with the letting of their property. We also provide a regular email or written report on all marketing activity, including updates on every viewing.

Management and Maintenance

Each Landlord who chooses Full Management will have the benefit of a personal Property Manager who will be your point of contact for all property matters during the tenancy. In addition to this Landlords have the facility of an online login for remote access 24 hours a day enabling you to keep up-to-date whenever and wherever you are.

Marketing

• Prepare full property details including floor plans
• Organise EPC (Energy Performance Certificate) to be carried out in accordance with pre-marketing regulations 
• Property details will appear on our website davistate.com and property portals for added exposure
• Email and text details to prospective Tenants, corporate contacts and relocation agents
• Regularly produce Property Marketing update reports
• Qualify potential Tenants 
• Negotiate terms on behalf of our Landlords

‘Move In’ Process 

• Obtain references through an independent referencing company including employment, previous Landlords, credit check and electoral registration, Right to Rent checks
• Produce offer letters for both Landlord and Tenant to confirm the let 
• Arrange cleaning and gardening 
• Arrange pre-tenancy property conformity regulations are met
• Upon request arrange Landlord’s Gas Safety Certificate 
• Upon request arrange Electrical Installation Certificate 
• Legal documentation; prepare a tenancy, advise on standard amendments, exchanging of the tenancy 
• Arrange an Independent Inventory and check-in 
• Transfer council tax and services into the Tenant’s name
• Register deposit with a Tenancy Deposit Scheme

During the Tenancy 

• Compile a Property Welcome Pack for all Tenants to help them settle into the property. This includes instruction manuals and emergency assistance.

Collection of Rent 

• Collect all monthly payments in advance by standing order into our Client account 
• Electronically pay all Landlords the net rental promptly on receipt of payment 
• Chase rent arrears 
• Monthly account statements, annual tax returns – available on an online log-in system 
• Serve notice

Overseas Landlords 

• Pre-tenancy inspection – your Property Manager will arrange a meeting with you before you leave the country to go through the management of the property
• Comply with the Inland Revenue Overseas Landlord Scheme. We recommend Landlords apply to join the HMRC overseas scheme to receive rent without deduction
• Use of log-in remote access

Maintenance Service

Compile a Property Welcome Pack for all Tenants to help them settle into the property. This includes instruction manuals and emergency assistance.

Tenancy Inspections

• Visit the property 6-8 weeks after the Tenants move in, thereafter on a periodic basis during the tenancy
• Prepare an inspection report on the condition of the property, raising any issues or improvements needed
• Carry out any necessary actions arising from the inspection

Tenancy Renewals & Rent Review

• Seek agreement from Landlord and Tenant for renewal beyond initial tenancy term
• Carry out an annual rent review based on market conditions and comparisons
• Prepare renewal documents

End of the Tenancy

• Arrange the check-out with the Independent Inventory clerk
• Provide both Landlord and Tenant with the check-out report
• Obtain agreement from both Landlord and Tenant; instruct agreed works to be carried out
• Disperse the deposit

• Confirm deposit return with Tenancy Deposit Scheme
• Transfer of services with closing meter readings

Disputes

Transfer and prepare files for disputed deposits to Tenancy Deposit Scheme for arbitration

Disperse non-disputed amount

Repairs Management

• We agree in advance the level of maintenance required and any specialist contractors you wish for us to use 
• Obtain quotation for repairs where necessary
• Manage repairs to the property
• Retain a maintenance float 
• Obtain agreement for works in excess of an agreed amount, inspect works on completion
• Settle contractor’s bills from rent received/advance payment may be required in certain circumstances
• Advise on property refurbishment and enhancement

Insurance

Property and contents should be comprehensively insured for letting and include cover for loss of rental income, legal costs and public liability. You must inform your Buildings and Contents insurers that the property is let. We can provide information on insurance policies specifically designed for rental property. Contact Davis Tate Insurance Services on 0844 770 7429 for a free quote.

Consent for Leasehold Property

If your property is leasehold you must ensure that any letting is permitted by your lease, and any tenancy terminates prior to the termination of your lease. Any lease condition must be noted in the tenancy agreement for the Tenant’s attention. If necessary, the written permission of your Landlord should be obtained for sub-letting.

Mortgage

Mortgaged properties require the mortgagee to give permission for letting and make aware of any special conditions or terms required by your mortgagee. Alternatively, we can introduce you to Davis Tate Financial Services who can offer products designed for let properties.

Jointly Owned Property

You must ensure that any joint owners are party to the Tenancy Agreement or give their consent in writing for the property to be let.

Tenant’s Deposit

All deposits for assured shorthold tenancies must be held under a Government-approved Deposit Scheme. We are members of My Deposits and tenants’ deposits are fully bonded through ARLA. All properties must have an independent inventory.

Utilities

Services such as electricity, gas, water, phone, broadband, TV licence and council tax are the responsibility of the Tenant, unless otherwise agreed.

Condition of the Property

Prospective Tenants will pay a great deal of attention to the cleanliness of the property and the condition of its gardens. Prior to occupation, both the house and the gardens should be overhauled by outside professionals. By doing so, you will achieve the best rent for the property

Continuous Improvement

We strongly recommend that Landlords invest in maintaining and enhancing their property year on year. This will improve both the rental return and the quality of Tenant it attracts.

Pets, Children, Smokers, Housing Benefit & Sharers

Please confirm to us if you will or will not accept any of these types of Tenant.

Furnishings

A property can be let fully, part or unfurnished. We can advise you as to any items which should be left. The Fire & Furnishings (fire safety) Regulations 1988 & 1993 require that all upholstered furnishing, loose fittings, permanent or loose covers supplied in rented properties must meet fire resistance requirements and must display the kite mark confirming it complies with the regulations.

Gas Safety (Installation and Use) Regulations 1998

The Gas Safety (installation and use) Regulations 1998 place a duty on Landlords to have all gas appliances and pipework at tenanted properties checked at 12 monthly intervals. The testing must be carried out by a Gas Safe registered engineer who will issue a Gas Safety Record.

Davis Tate recommends that all gas engineers are vetted to ensure they have the appropriate level of registration. You can do this by calling the Gas Safe Register direct on 0800 4085500 or visit www.gassaferegister.co.uk. We do not allow a tenant to take up occupation at any property which has a gas supply unless you can produce a valid gas safety certificate.

EPC’s

The property must have a current Energy Performance Certificate (EPC) available within 7 days of marketing. (Valid for 10 years). As of April 2018 all properties must have a minimum EPC rating of ‘E’ or above.

Smoke Alarms and Carbon Monoxide Detectors

It is the Landlord’s responsibility to ensure that every floor in the property has a smoke detector and all rooms with a solid fuel appliance has a Carbon Monoxide alarm (CO) fitted. Alarms must be tested and working at the start of each tenancy and documented. Please confirm in writing to Davis Tate that the Property complies. For avoidance of doubt, Davis Tate will not arrange for installation or testing of these alarms on Let Only or Rent Collect service unless requested to do so by the Landlord in writing.

Portable Appliance Test/Electrical Testing

As a Landlord you have a duty of care to ensure the following

• That the electrical installation in a rented property is safe.
• That the electrical installation is maintained in a safe condition.
• That any appliance provided is safe and has at least a CE mark.

We strongly recommend that you meet this by having an inspection of the fixed wiring and all appliances checked by a qualified electrician.

Appliances

All appliances, including central heating, should be checked and serviced prior to letting. Service contracts should be kept in force for items such as central heating and kitchen appliances. Full details should be given to us. All instruction manuals and guarantee cards should be left at the property. We can provide information on appliance insurance.

Keys

We should be provided with four complete sets of keys including those for garaging and windows.

Overseas Landlords

If you are going to be a non-UK resident for longer than six months during the tenancy you will need to apply for an NRL1 certificate, to exempt you from paying tax on the rent received. Tax will still apply under self assessment which you will declare in an annual tax return.You must apply for this at www.ir.gov.uk.

Right to Rent, The Immigration Act 2014

As of February 2016 The Right to Rent scheme – became law. This requires landlords or agents to check ID of all prospective adult occupiers. Where an adult occupier has a time limited right to remain, landlords and letting agents will need to conduct follow up checks. These need to be made 12 months from the initial check or at the expiry of the individual’s right to be in the UK, whichever is the later. We will carry out checks within 28 days of commencement of the first Tenancy for each service and where required in future with the exception of our Introduction Only (Let Only) Service we will not include any further Right to Rent or related checks that are required by applicable laws and regulations. For further information please visit www.gov.uk/government/publications/rules-andacceptable-documents-right-to-rent-checks

Professional Advisors

As the Landlord’s Agent we will take every care in the management of your home rental, and the information we provide. However, we are not legal or financial experts. If you have any queries of a legal or financial nature, you should consult your solicitor or accountant. We would be pleased to recommend one to you.