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Letting Your Property

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At Davis Tate we pride ourselves in offering a premium lettings service to both Landlord and Tenant. We believe in investing in the future and are continually evolving our business keeping us at the forefront of the fast moving property market. As leading Estate Agents, our network covers villages and towns throughout Berkshire and Oxfordshire. Our knowledge and experience over the past 26 years enables us to offer you the best possible service. Our trusted and local staff are recommended by clients far and wide and we currently let and manage iver 2200 properties for clients based in the UK and overseas. Davis Tate offer a unique log in for you to access information on your rental property for Landlords and Tenants. Please click here to access the login:

Client Money Protection (CMP) is provided by ARLA

Market Appraisal

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

Immediate Marketing

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

Advertising

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

Personal Service

Your local Lettings Manager will deal with you until we find you the right Tenant, at which time they will introduced 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 Maintainance

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 you up-to-date whenever and whereever you are.

Local & National Network

Our office network offers every property from every office. Additionally we are represented on property portals and search sites enabling us to offer every available property on a national and international level.

Overseas Advantages

30% of our Landlords are overseas and appreciate the ability to login to our secure website to keep up-to-date 24/7. We act as your eyes and ears to the UK property market, as well as advising you on improvements and maintainance on your property.

Investors In Property

Whether you are a professional Landlord or letting your home for the first time we pride ourselves in our ability to assist Investors In Property. It is important for a Landlord to understand the market, changes to legislation and laws, property location and the right Tenant. All of our staff are experienced in this area and are happy to provide free advice on any property you are considering buying or a review of your current portfolio.

Connected

Established since 1991 we have a good working relationship with many leading businesses and relocation agents in and around the Thames Valley. Our office network shares one database so all properties are marketed to all potential tenants from every office.

Professional

We are members of NFOPP (National Federation of Property Professionals) incorporating ARLA (Association of Residential Lettings Agents) and NAEA (National Association of Estate Agents). We are also members of The Property Ombudsmen Scheme.

Click here to download - Landlord Letting Agency Agreement and Charges

For more details on our full range of letting services please browse the relevant pages below:

Letting Services

Full Management

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
Interview potential Tenants
Conduct and accompany all viewings
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 register
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 the 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.

Rent Collection

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

Deposit Holder

Obtain Tenant’s deposit which will be held in a Client account
All deposits collected will be registered and covered by a Tenancy

Deposit Scheme

ARLA bonding scheme - as a part of ARLA all deposit monies are covered by this scheme - for more information visit www.arla.co.uk

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 deductions
Use of log-in remote access

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

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

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 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

Landlord’s Responsibilities

Prior to Letting

Obtain Landlord Gas Safety and Electrical Installation Certificates
Close accounts with telephone provider,TV licensing and TV packages
Obtain overseas NRL certificate for non-resident Landlords (www.ir.gov.uk)
Prepare the property for letting
Obtain a copy of Head Lease (if applicable)

During the Tenancy

Taxation
Deal with insurance claims and legal proceedings

For vacant property management please ask one of our Property Managers for further details and a quote.

Rent Collection

MARKETING

As listed under "Full Management" service

'MOVE IN' PROCESS

Obtain references through an independent referencing company including employment, previous Landlords, credit check and electoral register
Produce offer letters for both Landlord and Tenant to confirm the let
Arrange pre-tenancy property conformity regulations are met
Supply Landlord's Gas Safety Certificate
Supply Electrial 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 utility services into the Tenant’s name
Register deposit with the Tenancy Deposit Scheme

During the Tenancy

Rent Collection

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

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
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

Landlord’s Responsibilities

Prior to Letting

Pre-tenancy general maintenance
Close accounts with telephone provider,TV licensing and TV packages
Obtain overseas NRL certificate, for non resident Landlords (www.ir.gov.uk)
Obtain Landlord Gas Safety Certificate and Electrical Certificate
Obtain copy of Head Lease (if applicable)

During the Tenancy

Liaise directly with Tenant regarding maintenance issues
Inspect the property during tenancy
Carry out any necessary actions arising from the inspection
Taxation
Deal with Insurance Claims
Obtain renewal of Landlord Gas Safety Certificates (Annually)
Electrial Installation Certificate (every 5 years)

Repairs Management

Manage repairs to the property
Obtain quotation for repairs where necessary
Settle contactor’s bills

End of the Tenancy

Liaise with Tenant directly regarding the deposit return
Instruct agreed works to be carried out

Let Only/Introduction Only

MARKETING

As listed under "Full Management" service

'MOVE IN' PROCESS

Obtain references through an independent referencing company including employment, previous Landlords, credit check and electoral register
Produce offer letters for both Landlord and Tenant to confirm the let
Legal documentation; prepare a tenancy, advise on standard amendments exchanging of the tenancy
Register deposit with the Tenancy Deposit Scheme
Upon request arrange Landlord Gas Safety Certificate
Upon request arrange Electrical Installation Certificate

End of the Tenancy

Disperse the deposit once Tenant and Landlord have agreed
Upon instruction find a new Tenant at the end of the Tenancy (introduction fee applies)
Confirm deposit return with Tenancy Deposit Scheme

Disputes

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

Landlord’s Responsibilities

'Move in' Process

Arrange cleaning and gardening
Obtain Landlord Gas Safety Certificate and Electrical Installation Certificate
Arrange the Independent Inventory and check-in
Transfer council tax and services into the Tenant’s name
Pre-tenancy general maintenance
Taxation
Obtain overseas NRL certificate for non resident Landlords

During the Tenancy

Set up and collect all monthly payments in advance by standing order directly
Chase rent payments
Obtain renewal Landlord Gas Safety Certificate (annually)
Electrical Installation Certificate (every 5 years)
Carry out Right to Rent checks where necessary

Renewal of Tenancy

Carry out an annual rent review
Prepare renewal documents
Service of legal notices to end the tenancy
Carry out Right to Rent checks where necessary

Inspections

Visit the property during the tenancy
Carry out any necessary actions arising from the inspection

Repairs Management

Manage repairs to the property
Obtain quotation for repairs where necessary
Settle contactor’s bills

End of the Tenancy

Arrange the check-out with the Independent Inventory clerk
Provide Tenant with the check-out report
Obtain agreement from Tenant; instruct agreed works to be carried out

Tenancies can switch from Let Only or Rent Collection to Full Management at any time.

General Advice

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, 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.

EPCs
The property must have a current Energy Performance Certificate(EPC) available before we start marketing. (Valid for 10 years).

Gas Safety (Installation and Use) Regulations 1994
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.

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.

EPCS
The property must have a current Energy Performance Certificate (EPC) available within 7 days of marketing. (Valid for 10 years).

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.

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Property Management: 0118 9724 998

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Davis Tate is a trading name of Davis Tate Limited, VAT No. 842795983 & Company No. 4405992, Registered office 2nd Floor, Gateway 2, Holgate Park Drive, York, YO26 4GB.