Full Management

This is our inclusive Service, which provides for the marketing of the property and carrying out viewings, leading to the introduction and vetting of a prospective Tenant. This proving satisfactory, we then go ahead and prepare the tenancy agreement and an inventory of the property. The Tenant will then be checked in against the inventory.

During the tenancy we carry out periodic inspection visits. Should these bring to light any maintenance issues, we will (within the confines of our Management Agreement) arrange or recommend any necessary repairs.

Collecting and processing of rental payments is also an important part of our Full Management Service. Rental balances will be credited automatically to the Landlord’s nominated bank account.

Towards the end of the tenancy, we will liaise with the Tenant to ensure the best of efforts are made to achieve a smooth end of tenancy handover thus ensuring a quick turnaround in the remarketing of your property.

We offer a competitive fee structure. Please telephone or email us to discuss your requirements.

We are able to introduce a range of insurance policies for Landlords, including the following:

Rent guarantee

Legal Expenses

Buildings Insurance

Contents Insurance

Please ask for further details.

Before a property can be let, there are several matters which the owner will need to deal with to ensure that the tenancy runs smoothly and to comply with the law. We provide summarised information below. If you require further advice or assistance with any matter, please do not hesitate to contact us:

Preparing the Property

We have found that a good relationship with Tenants is the key to a smooth-running tenancy. As Property Managers this relationship is our job, but it is important that the Tenants should feel comfortable in their new home, and that they are receiving value for their money. It follows therefore that a well presented and maintained property in a good decorative order will go towards this, whilst also achieving a higher rental figure. Tenants are also more inclined to treat such a property with greater respect.

General Condition
Electrical, gas plumbing, waste, central heating and hot water systems must be safe, sound and in good working order. Repairs and maintenance are at the Landlords expense unless misuse can be established. Interior decorations should be in good condition and preferably plain, light and neutral.

Furnishings
Your property can be let fully furnished, part furnished or unfurnished. Which of these is appropriate will depend on the type of property and local market conditions. We will be pleased to give you advice on whether to furnish or not and to what level. As a minimum you will need to provide decent quality carpets, window coverings and light fittings. Remember that there will be wear and tear on the property and any items provided.

Personal items, ornaments etc.
Personal possessions, ornaments, pictures, books etc. should be removed from the premises, especially those of real or sentimental value. Some items may be boxed, sealed and stored in the loft at the owner’s risk. All cupboards and shelf space should be left clear for the Tenant’s own use.

Gardens
Gardens should be left neat, tidy and rubbish free, with any lawns cut. Tenants are required to maintain the gardens to a reasonable standard, provided they are left the necessary tools. However, few Tenants are experienced gardeners, and if you value your garden, or if it is particularly large, you may wish us to arrange visits by our regular gardener.

Cleaning
At the commencement of the tenancy the property must be in a thoroughly clean condition, and at the end of each tenancy it is the Tenants’ responsibility to leave the property in a similar condition. Where they fail to do so, cleaning will be arranged at their expense.

Information for the Tenant
It is helpful if you leave information for the Tenant, e.g. on operating the central heating and hot water system, washing machine and alarm system. We will include a link in their move in pack as to when their bin collection will be and will be on hand to support them as they learn the workings of their new home.

Keys
You should provide one set of keys for each Tenant and a management set for us, your agent.

Other Considerations

Mortgage
If your property is mortgaged, you should obtain your mortgagee’s written consent to the letting. They may require additional clauses in the tenancy agreement of which you must inform us.

Insurance
You should ensure that you are suitably covered for letting under both your buildings and, if applicable, contents insurance. Failure to inform your insurers may invalidate your policies. We can provide information on Landlords Legal Protection, Rent Guarantee Cover and Landlords Contents and Buildings Insurance if required.

Bills and regular outgoings
We recommend that you arrange for regular outgoings e.g. service charges, maintenance contracts etc. to be paid by standing order or direct debit.

Council tax and utility accounts
We will arrange for the transfer of Council Tax and utility accounts to the Tenant. Meter readings will be taken, allowing your closing gas and electricity accounts to be drawn up. All these matters we will handle for you.

Income tax
When resident in the UK, it is entirely the Landlords responsibility to inform Revenue & Customs of rental income received, and to pay any tax due. Where the Landlord is resident outside the UK during a tenancy, he or she will require an exemption certificate from Revenue & Customs before he can receive rental balances without deduction of tax. We will provide advice and assistance on applying for such exemption.

The inventory
It is most important that an inventory of contents and schedule of condition be prepared, in order to avoid misunderstanding or dispute at the end of a tenancy. Without such safeguards, it will be impossible for the Landlord to prove any loss, damage, or significant deterioration of the property or contents. In order to provide a complete Service, we will arrange an independent inventory clerk to prepare an inventory and schedule of condition, at the cost quoted in our Agency Agreement.

The following requirements are the responsibility of the owner (Landlord), we will ensure compliance, any costs of which will be the responsibility of the Landlord.

Private Landlord Registration
In accordance with the Antisocial Behaviour etc. (Scotland) Act 2004), all private Landlords letting properties in Scotland must have applied for registration in the register of Landlords with their local authority. You must prove to be a ‘fit and proper Landlord’ in order for your application to be successful. Further information can be requested from our office or can be found online at www.landlordregistrationscotland.gov.uk

Gas
Under the Gas Safety (Installation and Use) Regulations 1998 all gas appliances and flues in rented accommodation must be checked for safety at least every 12 months by a Gas Safe registered engineer. They must be maintained in a safe condition at all times, records kept for at least 2 years, and a copy of the safety certificate given to each new Tenant before their tenancy commences. Where gas, including liquid propane gas, is supplied to the accommodation, the Landlord should provide suitably located, mains-wired (with battery back-up) carbon monoxide alarm(s), if not mains-wired, at the very least, the carbon monoxide alarm must have a sealed lithium battery.

A Gas Safety Certificate must be produced prior to the commencement of any tenancy.  If required Nicola Kennedy Residential can instruct a Gas Safe Engineer at a competitive rate on your behalf.

Electrical
Under the Electrical Equipment (Safety) Regulations 1994 and the Plugs & Sockets etc (Safety) Regulations 1994 and related regulations, electrical installations and equipment must be safe. As of the 1^st December 2015 it is a legal requirement to hold an EICR (Electrical Installation Condition Report) carried out every 5 years or sooner, if directed by your electrician.  There are strict rules about who can carry out these inspections and what they must cover.

If you would like further information regarding obtaining such a certificate please do not hesitate to contact us.

Water Safety
The Health and Safety Executive has issued new Legionnaires’ disease guidelines, which will apply to hot water systems in private residential properties. Responsibility will lie with landlords. For more information, please look at http://www.hse.gov.uk/legionnaires

If you would like further information regarding obtaining such a certificate please do not hesitate to contact us.

Fire
The Furniture and Furnishings (Fire Safety) Regulations 1988 (amended 1989 and 1993) are UK law and are designed to ensure that upholstery components and composites used for furniture supplied in the UK meet specified ignition resistance levels and are suitably labelled.

Smoke Alarms
The Housing (Scotland) Act 2004 requires adequate provision for the detection of fire. A mains or long life battery powered interlinked smoke detector system must be fitted in every room which is frequently used by the occupants for general daytime living purposes, one functioning smoke alarm in every circulation space, such as hallways and landing, one heat alarm in every kitchen and all alarms must be interlinked. It must comply with BS5839 Part 6. All our properties are non smoking. The detectors must be checked for safety at least once a year. Tenants should undertake a regular testing program and Nicola Kennedy Letting’s service includes giving advice and ongoing fire safety training to Tenants.

Is your property a House in Multiple Occupation (HMO)?
If your property is on 3 or more levels and let to 5 or more Tenants comprising 2 or more households (i.e. not all of the same family) it will be subject to mandatory licensing by your local authority. Whether mandatory licensing as above applies or not, if there are 3 or more Tenants not all related in any property, it is still likely to be an HMO, and special Management rules will apply.

Repairing Standard
A Landlord has a duty to repair and maintain the property at the start of the tenancy and at all times during the tenancy, including a duty to make good any damage caused by carrying out this work (Housing (Scotland) Act 2006 S14:1-2) Upon notification or awareness of a defect, the Landlord must complete the work within a reasonable time (Housing (Scotland) Act 2006 S14:4)

Energy Performance Certificates (EPCs)
Under a directive from the European Parliament, the Scottish Government introduced new legislation that all residential property constructed, sold or let as of 4^th January 2009 require by law to exhibit an Energy Performance Certificate (EPC).  Failure to obtain this certificate could lead to a substantial fine.

The above is a brief summary of Landlords’ responsibilities and of the laws surrounding tenanted property. We hope that you find it useful. If there are any aspects of which you are unsure, please ask us. We look forward to being of assistance to you in the letting and management of your property.