Marketing
In addition to full colour window display advertising in our branch at Wishaw Cross we also offer comprehensive online marketing as well as our own Empire Property site we also advertise on Rightmove, S1 Homes, Find a Property and many more. Being a busy pro-active letting agent we have a massive database of prospective tenants looking for rental properties who we constantly match to our properties.

Tenants
Finding the right tenant for a property is fundamental. We start by establishing criteria for the sort of person you wish to occupy your property. We then match this to prospective tenants who must complete a full application to assess their credentials. Only after checking these references will we then proceed with a tenancy.

Tenant Referencing
When dealing with private tenants we take references from previous landlords, proof of identification and 3 months bank statements to assess affordability. The tenant will also be credit checked. At this point we would discuss with the landlord the suitability of the tenant after the application has been assessed by our in house underwriter.

Rent
When we initially assess a property we indicate what we believe to be a realistic rent, based on present market conditions. Prospective tenants usually accept our valuation, but there may need to be some room for negotiation.

Payments by tenants are due every calendar month, in advance, starting from the commencement of the tenancy agreement. We do encourage tenants to pay their rent by standing order. However, should they pay by cheque, we must allow time for this to clear our bank before forwarding payment to you.

Deposits
We request a deposit for all tenancies. For private tenants, the deposit is equal to 1 months rent.

Deposits are held to help ensure the tenant looks after the property and as a safeguard against unpaid rent. It is refundable at the end of a tenancy, only after the tenant has vacated the property, providing the property and their account are in an acceptable condition.

When the tenant vacates the property, you will have an opportunity to inspect the property yourself prior to the deposit being refunded. Should you wish to so do, you must make arrangements to view the property as soon as possible, once the tenant has vacated.

Commencement of Tenancy
The tenancy commences on the date shown in the tenancy agreement. Prior to the tenant moving in we will compile an inventory and schedule of condition of the property. The inventory will list all furnishings and contain a description of the condition of the property. A copy of the inventory will be sent to yourself and the tenant. This provides both parties with an opportunity to confirm the accuracy of the document.

Whilst compiling the inventory we also take any meter readings. These readings are then passed on to the appropriate utility companies. At the same time we also inform the council of the change in tenancy.

We are unable to inform British Telecom of the change in tenancy. This must be done by the user of the service. Consequently you must ensure that BT know you no longer require a service at the property. The tenants then have to contact BT should they wish to be re-connected.

Tenancies
All new tenancies commence with a maximum six month assured shorthold contract. Once this contract has been in force for just over three months, the tenancy is reviewed and we will write to you asking if you wish the tenancy to continue. If you do not want to renew the tenancy you must inform us immediately. We will then make arrangements for the statutory notice to be served (where this notice has not already been served).

After contacting you, we will then contact the tenants. They can opt to leave the property at the end of the lease or request permission to stay on. If the tenants wish to stay in the property you have the right to decline if you wish, in which case a notice requiring possession must be served, giving the tenants a statutory two month notice period to vacate the property.

Alternatively, you can allow the tenancy to continue, in which case you can then choose to renew for a period of six months or more. A significant number of tenants do request twelve month contracts.

If you do not wish to commit yourself to a definite period, the contract can become ‘statutory periodic’ whereby the tenant is able to remain in the property, under the terms of the original contract, without signing for a new fixed period. Should they wish to leave at any stage during the periodic term, they only need to give one month’s notice. If you require possession of the property we will still need to give two months’ notice.

Please note: when a tenant is issued a notice requiring possession (a Section 21 notice), the tenant must vacate the property on the date specified. However, should the tenant fail to vacate the property, enforcement of this notice can only be arranged through the courts.

Serving a notice requiring possession does not always guarantee that the tenant will vacate the property on the agreed date.

End of Tenancy
Once a tenancy comes to an end, we make arrangements to meet the tenant at the property. We then inspect the property again and take meter readings and also obtain a forwarding address for the tenant. The deposit is refunded to the tenant once we are convinced that everything is in order.

Should there be any disputes regarding the property condition, the first course of action is to give the tenant an opportunity to rectify the problem. If the tenant does not rectify the situation, we can then make a deduction from the deposit (valid estimates must be obtained indicating the exact cost of repair). Should an agreement not be reached between the landlord and tenant, we will act as arbitrators. We will aim to resolve the disagreement as quickly and amicably as possible. Our decision is final and both parties must agree to abide by our judgement.

Inspections
We conduct regular inspections of all tenanted properties. These inspections serve numerous purposes and allow us to visit the tenant to ensure they are taking care of the property. We also check for signs that something may be wrong with the property. If anything needs attention, we will then inform you as soon as possible, helping to reduce the risk of the problem escalating and the potential cost increasing. These visits also enable us get to know the tenants better, so that when the lease is due for renewal we can be confident in the advice we offer you.

Repairs
Every property at some point will need some work doing to it. If things go wrong and the tenant contacts us, we will immediately contact you. In many cases the problem will be resolved quickly. However, there are two important points to remember when it comes to repairs:

Firstly, if a serious fault occurs (water burst, flood, etc) and we are unable to reach you, we will authorise a repair up to the cost equivalent of three times the agreed monthly rent. Authorisation for this is contained within our agency agreement. There is a statutory obligation* for a landlord to make emergency repairs within a specified time frame and therefore, we occasionally need to make a quick decision.

Secondly, once a property is tenanted, landlords have an obligation to ensure it is well maintained. Carrying out repairs quickly is as important for you as it is for the tenant. After all, repairs caught early can save money.

Tenants have the right to contact Environmental Health if repairs are not being attended to promptly and any ensuing enforcement order could include extra repairs. Work not done can be undertaken by them and they may add an additional charge on top of the repair bill, which could be hefty.

^{(*The obligation of the landlord is stated in the Landlord & Tenants Act 1985, section 11).}

Gas Appliances
It is a legal requirement that gas installations in residential tenanted properties are inspected on an annual basis. Inspections must be carried out by a Gas Safe registered engineer and have to meet strict conditions before a safety report is issued. A copy of the report must be left at the premises. In addition, we must keep a copy in our files.

We normally arrange for the safety inspection to be carried out for you by our local gas engineer, unless you have a preferred contractor.

Central heating systems occasionally break down and the cost of repairs can be substantial. For this reason we recommend a service contract issued by British Gas. You are able to spread the cost and pay by monthly instalments. If you decide to take out a service contract or are currently in possession of one, please let us know. The details will be kept in the files and should the tenant have any problems, we will contact your service provider on your behalf.

Alarms
It is our recommendation that all properties should be fitted with at least two smoke alarms. While this is not a legal requirement, failure to take adequate precautions (such as fitting smoke alarms) could lead to a landlord being prosecuted in the event of a fire which resulted in casualties. Smoke alarms are inexpensive and are easily fitted, however the batteries need to be checked regularly, something we will do during our periodic inspections.

If your property has gas appliances then you may wish to consider the installation of carbon monoxide alarms (these detect the build up of dangerous gasses). These units cost more than smoke alarms, but again serve a very useful purpose.

Some landlords have burglar alarms fitted that have a user code as well as a master code, (something that must be kept secure). The only means of changing the alarm number is with the Master code. Consequently while your tenants can have the benefit of the alarm they cannot change its settings. Due to the potential environmental impact of a malfunctioning alarm, they should be serviced on a regular basis.

Furnishings
Any furniture left in a property should be safe to use and well maintained. Any soft furnishings must comply with fire regulations and the original fire regulation labels should be attached. If not, the furnishings must be removed from the property and they cannot be stored at the rented address.

Mortgages
If the property is subject to a mortgage, the mortgage lender must be informed of your intention to let. This should be done before a tenant moves into the property. Gaining permission from the building society usually depends upon the mortgage account not being in arrears.

Some lenders ask to see a copy of the lease, which the tenant will be required to sign. We will provide them with this at your request. Lenders may make a small charge to cover administration costs.

Insurance
As a landlord you are still responsible for the building and accordingly the buildings insurance. Please note buildings insurance will not cover the costs of replacing or repairing carpets if they become damaged but it does however cover fixtures and fittings. If the property is furnished or part-furnished you may also wish to consider contents insurance.

Tax
Income received from renting property is subject to tax and therefore we strongly recommend that you take advice from an accountant. Expenses incurred can be set against tax liability, as can the interest paid on the mortgage.

Overseas Landlords
Landlords who reside overseas and own rented property in the UK are able to apply to the Inland Revenue for an exemption certificate, which enables us to pay them gross rent (subject to our deductions). However, if they do not apply for exemption, it is a statutory requirement that letting agents deduct tax at source, currently rated at the lowest prevailing tax rate.

In these circumstances, we will withhold the necessary funds from your account on a monthly basis and will issue a certificate at the end of each tax year indicating how much tax we have paid to the Inland Revenue, on your behalf.

Should you reside or subsequently move overseas, you may decide to contact the Centre For Non-Residents, an Inland Revenue office based in Bootle, for an exemption certificate. We are happy to offer more advice about this.

Empty Property
The provisions within our agency agreement do not cover your property when it is vacant. If you are concerned about the property and want us to manage it while it is empty, please inform us and we will make arrangements to do so. There may be an extra cost for this service.

Keys
We require two sets of keys for the property. One set is handed to the tenant upon occupation and the other is retained in our office for use in the event of an emergency. Please be aware that should you wish to use or collect these keys at any time, we will require proof of your identification as a security measure.

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Arranging a Viewing
When you have found a suitable property please get in touch either by email to contact@empire-property.co.uk or call the office on 01698 364100 where one of the team will be more than happy to help you arrange a viewing of the property. Viewings can be arranged anytime between Monday to Saturday.

Applying for a property
If you have viewed a property and would like to move in the next step would be to complete an application at the office or via the telephone. We will require ID and 3 months bank statements and references for a previous landlord or employer. We will also complete a credit check at this point. The reference and credit check is subject to a non refundable administration fee.

The Tenancy Agreement
The agreement is a legal contract between the landlord of the property and yourself. You should read the agreement carefully and ensure you understand it fully and if in doubt consult a solicitor or other qualified person. The tenancy agreement places legal obligations on you, some of which are explained below.

Term
The agreement is an Assured Shorthold Tenancy Agreement, which means that you can stay in the property for the period of the lease, provided you meet all the obligations of the tenancy. You have the right to an initial minimum term of six months.

Notice Period
If the landlord wishes to end the tenancy at or after six months, we will serve what is known as a Section 21 Notice, which gives you two months’ notice before you have to leave the property.

Early Surrender
Due to the terms of the agreement, you are contracted to remain at the property until the end of the period stated in the agreement. Should you decide to leave at the end of the period stated in the agreement, you must notify us in writing, giving a minimum of one month’s notice prior to the end of the period.

Please Note: Should you vacate the property prior to the end of the contracted period, whether or not you give a month’s notice you will be liable for all rent payments due until the end of the contracted period, or until we are able to find a replacement tenant. You will also be liable for the landlord’s re-letting fee for the new tenancy.

Sharers
Every adult that moves into the property (eighteen years old and above) must be named on, and must sign the tenancy agreement.

Please be aware that it will be a breach of the agreement should anybody else move into the property during your tenancy without express written permission from the landlord. Should permission be granted, a new tenancy agreement will be drafted and must be signed by all adults.

Property Visits
We conduct regular visits of all tenanted accommodation. The purpose of the visit is to check to ensure there are no maintenance issues that need attention and also to check the property is being maintained in a fair manner.

Each visit will normally take less than twenty minutes, and we will contact you beforehand giving you notice of our intention, with an appointment date and time. If for any reason the appointment is inconvenient, please contact us immediately so that we can reschedule the date.

Faults & Repairs
If a fault becomes apparent at the property, you must inform us immediately. Failure to do so may mean that you are held responsible for any further deterioration as a result of the delay. Once we have been informed of a fault we will contact the landlord and act upon their instructions.

Please Note: You must not instruct a contractor to undertake any work without our permission. The cost of any works carried out without our permission will become your responsibility.

Smoke/Fire & Carbon Monoxide Detectors
When any detectors are fitted in the property, under the terms of your agreement, you are obliged to ensure they are checked regularly and are kept in good working order. This is for your safety and the safety of your family. We recommend a daily check, however, they must be checked at least once a week. If you become aware of a fault you must notify us immediately.

Decorating
Should you wish to make any changes to the property, you must inform us in writing and wait until written permission is given before any work commences. Permission will not be withheld unreasonably. However, should the redecoration be anything garish, at the end of your tenancy we may insist that the property is repainted to the same standard as when you moved in.

Gardening
If your property has a garden it is your responsibility to ensure the lawns are cut regularly and the borders are kept weed-free. In addition, the gardens must be kept tidy and free from refuse.

Deposits
We require a deposit for every tenancy. This deposit is refundable only after you have vacated the property and provided that:

• Your rent is paid up to date.
• All utility bills relating to the tenancy have been paid.
• The property has been well maintained.
• Any items listed on the inventory are all present and in good condition.

The landlord must be satisfied with the property before the deposit is refunded. As long as the points above are satisfactory, the deposit will normally be refunded within two weeks, by company cheque, and sent to your forwarding address.

Rent
Tenants are responsible for ensuring the rent is paid in full and on time. Paid by standing order, rent is deducted from your bank and should reach our account by the rent-due day. This saves you the worry of taking the trouble of bringing the rent to our office, and protects you from the potential of a bad payment history, should the rent be brought in late.

If you are in receipt of Housing Benefits you have an obligation to ensure that payments are made as quickly as possible. Please note, we will liaise with the Housing Benefits Office prior to issuing you the tenancy, to ensure your application has been confirmed.

Please Note: Should we incur any costs as a result of a late payment in rent, this cost may be passed on to yourself.

Insurance
The landlord is responsible for insuring the property and any items owned by them and left in the property. You are responsible for arranging your own insurance for your possessions. Neither the landlord nor ourselves will accept any responsibility for loss or damage to your possession whilst at the property.

Going Away?
If you are going to be away from the property for more than two weeks at any one time you must inform us in writing. Being unoccupied for a period may affect the house insurance and we may have to take steps to protect the property.

Vacating
You must vacate the property on the agreed date (usually the last day of the tenancy agreement). We will make an appointment to meet you at the property where we will take meter readings and take the keys. We will require a forwarding address and will contact you at this address when we are able to release the deposit.

Pets
You must gain written permission from the landlord before introducing pets into the property.

You must consult us prior to introducing a pet and submit a written request which must include the age, type and breed. Permission will not be withheld unreasonably. However please be aware that the introduction of some animals, may cause an increase in the amount of deposit we hold.

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Empire Property is offering investors a sourcing service to maximise your property investment portfolio. Services include:

• Having initial meeting with investor to establish requirements i.e. budget, expected yield and capital growth
• Property searching, saving you hours looking through websites and speaking to agents
• Either accompanied viewings or we can view the property and report back to you.
• Using our local knowledge and experience to advise the investment potential and rental value
• Negotiate price with estate agents and liaise with local surveyors
• Correspond with your solicitor to submit offer and ensure the purchase goes smoothly
• Market the property to ensure tenant is in place soon after your purchase date
• Full professional management service available

Our aim is to work with you to build a profitable property portfolio allowing you to take advantage of our local knowledge, contacts and database of prospective tenants. The comprehensive service on offer allows you to focus on other business ventures or work commitments freeing your time up and we will report back to you with updates and recommendations. Please contact a property adviser for more details.

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