Landlord & Vendors

Level of Service | Choosing an agent | Safety Information | Furniture and Furnishings
Financial Implications | Council Tax | Utilities & Service Providers | Inventories | Inland Revenue| Insurance | Keys | Legal Aspects

This guide aims to provide advice to all existing and would-be landlords. We hope to answer any questions you may have relating to letting your property to tenants. In the following sections we’ll outline your obligations and our services to help everything run smoothly.

Urban Base:

       - are results driven and present your properties to the highest possible standard

       - advertise in prime locations such as rightmove.co.uk, property portals, our own
         website, local and regional press and display ‘to let’ boards.

       - use effective marketing techniques such as e-mail and SMS to reach target
         audiences.

       - build relationships with local and national companies to assist with employee
         relocation and short lets.

       - provide free parking for clients and customers and are available seven days a
         week

       - really listen to the needs of our customers and promote the business through
         word-of-mouth.

       - will endeavour to stay abreast of industry news, we keep you up-to-date with
         changes in the lettings market

       - are passionate about property and people

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Level of Service

Urban Base offers two levels of services:

Full management - a comprehensive package, leaving little for you to worry about. Every detail from finding the most suitable tenant to referencing and point-of-contact support is offered. Any query or problem by tenants is dealt with by our experienced and motivated staff.

Tenant Find only – if you wish to retain control of your property but cannot find the right person to occupy it then we’ll endeavour to bring together the ideal tenant and vacant flat or house. We offer extensive vetting and referencing facilities to leave you with complete peace of mind.

For both tenant find and management services the following will be included:

       - Accompanied viewings

       - Referencing

       - Production of tenancy agreement

       - Collection of 1st months rent and security deposit

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Choosing an agent

You want to be confident that the agent you choose knows the area well, is able to offer you reliable information, and is a trustworthy company to deal with. Urban Base has local knowledge and will help wherever possible to make the process of renting your home as easy as possible. We will endeavor to provide all the information that you require, especially if you wish to manage your own property.

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Safety Information

Gas Safety – CORGI

You must ensure that any gas appliances within your property comply with the Gas Safety (Installation and Use) Regulations 1994 (amended 1996). These appliances should be checked on an annual basis by a CORGI registered gas engineer who will issue a compliance certificate. You are obliged to retain this certificate along with the dates of inspections together with any faults identified and any corrective action that was needed.

The current safety certificate must be available for any tenant prior to them taking occupation of the property. Be aware that faulty equipment can lead to death and a conviction of unlawful killing on a landlord.

Smoke Alarms

The 1991 buildings regulations require that all properties built since 1992 must be fitted with a mains smoke detector/ alarm and it must be in full working order.

Electrical Safety

As with gas appliances, you must ensure that any electrical devices, wiring and installations within your property are safe to use. To let your property you must adhere to the Electrical Equipment (Safety) Regulations 1994, the Plugs & Sockets etc. (Safety) Regulations 1994. We would advise you to consult the services of a registered electrician to safety-check your property, highlighting any potentially dangerous items or wiring.

Other safety concerns

Finally, your property should meet the standards required by the General Product Safety Regulations 1994.These regulations cover both the structure of the building and its contents. Please conduct a thorough examination of your property to identify any potential risks to tenants. Where possible we’d recommend supplying any manufacturer’s manuals that provide valuable safety advice to tenants.

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Furniture and Furnishings

If you are providing a furnished property please be aware that any furniture and furnishings need to be safe and meet the required fire resistant levels. The Furniture and Furnishings (Fire) (Safety) Regulations 1988 (amended 1989, 1993 & 1996) provide guidelines to landlords. If you are in any doubt as to whether your furniture complies to these standards please look for relevant labels attached. If you are unsure, and cannot find a label, we’d recommend removing such items to prevent any possible risk to your tenants.

Interior dressing and design – Urban Base supply some of the highest quality furnished apartments across the North East. If you would like more information on interior design, please contact us directly

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Financial Obligations

If your property is subject to mortgage payments you will need to inform your lender to obtain written permission of their approval to your plans. You may be subjected to charges for this. Please contact your lender prior to letting your property to discuss any implications this may have. They may ask to see your tenancy contract, which may be subject to change to incorporate any policy they may have.

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Council Tax

Although you will not be liable for conventional Council Tax obligations (your new tenants will pay this) you still need to inform the Council with regard to the change in tenancy. You will, however, be liable to Standard Council Tax (typically 50% of normal rates) during some periods of non-occupancy. Again, please contact your local council to obtain details of any possible costs to yourself.

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Utilities and Service Providers

It is a good idea to keep your gas, electricity, water and telephone suppliers informed about your decision to let your property. You should advise your tenants to place all accounts into their names as early into their tenancy as possible.

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Inventories

Creating a proper household inventory for your rental property is vital. If you do not have a proper record of the starting and final conditions of your property, you leave yourself open to the possibility of having to refund a tenant that has caused damage to your property and its contents.


Start building your database of items - this should include all items from all properties, together with the current value and actual location. You might like also to make a note of:

       - Any warranty associated with the item - the supplier, expiry date and contact
         details (the supplier is just another contact in your contacts list)

       - The serial or identifying number. This can be handy not just for insurance
         purposes, but also for product recalls, future comparison, etc.

       - The exact location of each item within a property. At the end of a tenancy you
         might like to check that the items are still in their approximate original position.
         Excessive movement of furniture may trigger a fine in the agreement.

       - The condition of key parts of the building fabric, such as walls, floors, towel rails
         and other fittings, etc

It is advisable to contact your local branch of the Inland Revenue to see what implications your property may have on your tax responsibilities. When the landlord is resident in the UK, it is entirely his responsibility to inform the Inland Revenue of rental income received, and to pay any tax due. However, where the landlord is resident outside the UK during a tenancy, under new rules effective from 6 April 1996, unless an exemption certificate is held, we as landlord's agents are obliged to retain and forward to the Inland Revenue on a quarterly basis, an amount equal to the basic rate of income tax from rental received, less certain expenses. An application form for exemption from such deductions is available from this Agency, and further information may be obtained from the Inland Revenue.

Please visit www.hmrc.gov.uk/cnr/nr_landlords.htm

Stamp Duty Land Tax

If applicable, the tenant shall be responsible for the payment of the stamp duty land tax, further information may be obtained from the inland revenue enquiry line on
0845 6030135 or visit www.inlandrevenue.gov.uk/s

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Insurance

Existing policies may not cover your change in tenancy and you may need to alter your level or type of cover. Inform your provider of your letting plans to ensure you are adequately covered for all eventualities. It may be prudent to insure against non-payment of rent by your tenants as well. Please ask us to explain how to obtain such cover – we work with insurers who specialise in these areas.

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Keys

You will need to provide a set of keys to each tenant living in your new property. We’d also recommend keeping a set for yourself and handing one over to us if we’re managing your property. The keys will become the responsibility of your tenants; it’s a good idea to make them aware that they will be responsible for replacing any locks that cannot be used due to lost or damaged keys. Make a note of who has been given a set of keys and expect to see them back when the tenancy expires.

Legal Aspects

Tenancy Agreements

Tenancy agreements must be signed by the landlord of the property, therefore
it is important that Urban Base have full contact details in order for the agreement to be forwarded prior to a tenancy beginning.

Section 21
Section 8
Section 48

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