LandlordIntroduction

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INTRODUCTION

Hawksfield is a new letting agency with a different perspective. Today everyone’s time is more valuable than ever. With this in mind, whether you are letting for the first time or have a portfolio, we deliver the most intelligent way of presenting and managing your most valuable asset, your property.

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ABOUT US Hawksfield is bringing a new approach to residential letting: a real partnership with people who take the time to understand your needs and help you make the best of the market.

The team that founded Hawksfield has a broad and deep experience of the Cambridge property market. In fact, the Agency came about from our own disappointment with the choices available to us personally, whether as tenants or landlords.

In addition to the in-depth knowledge of our lettings experts, we are bringing you the best technology in the marketplace. Across it all, we believe in innovation. As a team we are all excited about offering new capabilities, providing something revolutionary and truly useful for our customers.

As a landlord, we will help you understand the rental options which are available to you. We understand that managing your property is a serious responsibility and demands a long-term partner looking out for your interests.

Whether it is a short-term let of your family home, or managing an extensive property portfolio, our experts will work with you to help you make the best decisions in letting and maintaining your properties.

Local and independent - look out for our electric cars and bicycles around the city, we are more caring, more trusted, more green, more modern and, outfitted with new tools for success, we’re more connected than ever. We are Cambridge experts with a modern understanding of where and how our tenants want to live.

Rest assured you are in safe hands; we are members of the Property Ombudsman and licenced with the Association of Residential Letting Agents (ARLA), which leads the industry in setting and regulating the highest standards. We must follow the ARLA code of practice and adhere to their rules of conduct.

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With all our services we will market your property on Rightmove and Zoopla. We will contact all the suitable tenants we have registered on our mailing list and encourage them to view your property. We will accompany all viewings if you would like us to, whether or not the property is empty or you still live there. Following a viewing if someone wishes to take your property they will need to complete an application form, and if you are happy for us to proceed with the application then we will arrange a full reference on the applicant, including credit check and if applicable landlord check. We will prepare the tenancy agreement, conduct any safety checks you would like us to, and instruct an independent inventory clerk to create a detailed schedule of condition and list of contents, ready to check the tenant into the property. On the first day the tenancy commences the tenant will pay the first months’ rent in advance, along with a deposit. We will register the deposit on your behalf with the Deposit Protection Service (DPS) and will only release it upon your written instructions.

TENANT FIND ONLY SERVICE:We will provide the tenant with your contact details so they are able to contact you should they have any maintenance issues. We will set up a standing order for the rent to be paid into your nominated account every month. If the rent is late one month it will be down to you to contact the tenant for payment. We would suggest you inspect your property at periodic intervals to ensure that it is being looked after. At the end of the initial term if the tenant wishes to stay we are happy to prepare a renewal contract, at your request.

LETTING & RENT COLLECTION SERVICE:In addition to our Tenant Find Only service, after collecting the initial rent payment, we will continue to process the rents received from your tenant throughout the tenancy and forward it to your nominated bank account. If the rent is not received we will contact the tenant and find out why, and endeavour to obtain payment immediately. In addition to this we will issue reminder letters to your tenant at 7-9 and 14-16 working days after the due date. After 28-30 days, a final reminder is sent advising the tenant that legal action may be taken. A monthly statement will be sent to you outlining all incoming and outgoing payments for your tax return. We would suggest you inspect your property at periodic intervals to ensure it is being looked after as property inspections are not included in this service. Towards the end of the initial term we will contact the tenant to see if they wish to renew the tenancy and prepare a renewal contract on your behalf, if required.

FULLY MANAGED SERVICE:In addition to the services offered above, with our Fully Managed service we will be the contact for any issues or day-to-day queries from the tenants. If there are any maintenance issues the tenants will inform us and we will in turn contact you. We will act on your instructions, and arrange quotations, and instruct works on your behalf. We will carry out an inspection of the property every 3 months, or sooner if there is a concern. A copy of the inspection report will be sent to you. We will transfer the utilities and council tax to the new tenants and take meter readings. We will arrange the renewal of gas and electrical safety certificates. If you do not wish to renew or extend the tenancy then we can, on your written instructions, arrange to serve Section 21 Notices or a Notice to Quit (as appropriate).

We pride ourselves on letting your property at the best possible price and finding the best suitable tenant.

OUR SERVICES

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LANDLORD REQUIREMENTS PRIOR TO TENANCY:You will need to gain permission from the following:

MORTGAGE PERMISSIONIf your property is subject to a mortgage you will need your mortgagee’s written permission before you can let the property.

SUB-LETTINGIf you are a leaseholder, you will normally require consent from your superior landlord before you can sub-let the property.

INSURANCEIt’s essential that you advise your Buildings and Contents Insurer that you will be letting the property. Failure to do so may invalidate your policy.

Other considerations:

TAXRental income is subject to UK Taxation. If you are resident in the UK, rental income will be paid to you with no tax deducted.

If you are a non-resident Landlord (i.e. you usually live outside of the UK – this includes service personnel) we are obliged to deduct tax at the basic rate under the Inland Revenue Non-resident Landlord’s (NRL) Scheme and you will be required to complete an NRL1 form (available from the Inland Revenue website). You can set this tax off against your own tax bill at the end of the year.

POSTYou should make arrangements to redirect your mail during the occupation by tenants via the Royal Mail Redirection service.

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Legislation requires that safety checks be made before a property can be let. The following regulations have been introduced for the safety of the Tenants. Hawksfield can help where possible to advise or suggest a qualified contractor to carry out the necessary checks.

SAFETY REGULATIONS & RESPONSIBILITIES:

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THE GAS SAFETY (INSTALLATION AND USE) REGULATIONS 1998If you let a property equipped with gas appliances you have 3 main responsibilities:

Maintenance: Pipework, appliances and flues must be maintained in a safe condition. Gas appliances should be serviced in accordance with the manufacturer’s instructions. If these are not available it is recommended that they are serviced annually unless advised otherwise by a Gas Safe registered engineer.

Gas safety checks:

A 12 monthly gas safety check must be carried out on every gas appliance/flue. A gas safety check will make sure gas fittings and appliances are safe to use.

Record: A record of the annual gas safety check must be provided to your tenant within 28 days of the check being completed or to new tenants before they move in. Landlords must keep copies of the gas safety record for two years.

All installation, maintenance and safety checks need to be carried out by a Gas Safe registered engineer.

If a tenant has their own gas appliance that you have not provided, then you are responsible for the maintenance of the gas pipework but not for the actual appliance.

ENERGY PERFORMANCE CERTIFICATE

From October 1st 2008 it became mandatory to have an Energy Performance Certificate (EPC) carried out on any property put on the market for rent. A copy of the report must be available for potential tenants to view. The certificate is valid for 10 years. We can arrange for this report on your behalf for an additional fee.

THE ELECTRICAL EQUIPMENT (SAFETY) REGULATIONS 1994Landlords must ensure that ALL electrical equipment, appliances and electric supply are safe. Instruction booklets or clear instructions must be provided for any electrical item to be operated by the t enant. Plugs and sockets that are newly installed must conform to the appropriate British Standard or approved alternatives. Plug and socket regulations are not retrospective but any relevant equipment included in a new tenancy after the start of the new regulations must comply. It is strongly advisable to have the equipment checked by a qualified electrician before the start of each let and checked at regular intervals thereafter.

FURNITURE AND FURNISHINGS (FIRE SAFETY) REGULATIONS 1988/1989, 1993 AND 2010All soft furnishings must comply and have a visible compliance label.

These include:

• Beds, headboards and mattresses. • Sofa beds, futons and other convertibles. • Scatter cushions, seat pads and pillows.• Garden furniture – suitable for use in a dwelling.• (Furniture manufactured before 1950 is exempt)

CARBON MONOXIDE AND SMOKE DETECTORSIt is recommended that carbon monoxide and smoke-detectors be fitted as an additional safeguard.

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