A landlord's guide to our stress-free letting service Tailor made solutions for busy landlords Smith & Friends Estate Agents offer a comprehensive letting and property management service to take the hassle out of letting your property. So what should you expect from your letting agent? • a professional service? • experienced, friendly and enthusiastic staff with a high level of expertise and local knowledge? • to achieve the best possible rent in a time-scale to suit your needs? • to fi nd a tenant that has been referenced and checked before commencement of tenancy ... well yes, especially in terms of achieving the best rent; however these should be your standard expectations of any letting agent. You should also expect your letting agent to listen, so as to understand the motivation behind the move, and in doing so offer the best possible advice speci fi c to your circumstances. Your letting agent should respond in a timely fashion, provide excellent levels of communication and remain both positive and dedicated throughout the whole process. They should remain true to the cause, telling you what you need to hear, even if at times this may not be what you were hoping to hear. Honest feedback is vital and as a straight talking letting agency we aim to provide you this with excellent customer service. Within this guide, we will brie fl y run through the letting process and the service we offer. There are a few suggestions and useful tips, and if having read this guide, you have any questions, please get in touch. Mark A. Smith FNAEA MARLA Managing Director Smith & Friends Estate Agents are a highly reputable fi rm of independent residential estate agents which has established its position as one of the leading estate agents in the Tees Valley with 5 of fi ces based in Stockton, Middlesbrough, Ingleby Barwick, Darlington & Hartlepool. We provide a wealth of knowledge in all property matters covering sales, lettings, property management, auctions, EPCs, conveyancing, mortgages and we pride ourselves in going that extra mile, with hundreds of years’ experience in the property industry , you're in safe hands with our professional and quali fi ed team. Managing Director, Mark A. Smith has over 30 years experience in Estate Agency. This knowledge has been invested into the of fi ces throughout the Tees Valley, and have, over the last 20 years developed an experienced sales team which has a proven track record in selling and lettings properties throughout the area. Whether you are looking for properties to buy, sell, rent or let in Stockton, Middlesbrough, Ingleby Barwick, Darlington or Hartlepool, we have the knowledge and experience to help you with all your property requirements. All of our properties for sale or to let are promoted on our website. We really can help buyers or tenants to fi nd their dream home. Anyone looking to sell or let their property will receive a free market appraisal and they will bene fi t from the service of our professional valuers who provide the most accurate valuations on properties to support a successful sale. As a leading estate agent in the region, we have extensive knowledge of the sales and lettings market. We include listing on all portals, Rightmove, Zoopla and On The Market in addition to fantastic photographs to highlight your property at its best. We have addition services that include a Giraffe 360 tour which provides a virtual tour viewing and drone footage which can provide aerial photos and a fl y over video. We adopt working practices tailored to suit client needs which embrace modern working methods allowing us to operate not only from the of fi ce but remote working is possible via the software we use and telephone system. We are a sustainable and responsible agent. All our company cars are Electric in order to reduce our carbon footprint, our business cards are contactless and we are improving our of fi ces with energy ef fi ciency at the forethought of this process. Why choose us? Expertise at your service Are you looking for help with fi nding and screening suitable tenants? Perhaps you want the peace of mind and convenience of a comprehensive round-the-clock letting and property management service that takes care of everything? Whatever level of support you need, we can provide the service that is right for you. We have decades of experience in letting properties. Our clients range from private landlords with one small rental property to buy-to-let investment landlords with a property portfolio. All our services can be tailored to suit your individual needs and we will provide a written quote with absolutely no obligation. We understand that becoming a Landlord can be a daunting experience. Please take a look through this booklet for a step by step guide to what's involved in letting a property. We have included information on your legal obligations and practical matters as well as an overview of all the services we offer. So whether you are thinking of letting your property for the fi rst time or you're an experienced landlord looking for a new letting agent service, please get in touch to discuss your requirements. As standard we have 4 different levels of service Let Only Service 1 Letting & Rent Collection Service 2 Fully Managed Letting Service 3 Platinum Managed Letting Service 4 Professional recognition Experienced, attentive and knowledgeable staff Flexible service options, competitively priced Open and transparent fees with no hidden charges Up to date legal documents and advice on property rental matters Property appraisals and achievable rental valuations Extensive internet advertising on the UK's top property websites A pre-quali fi ed database of waiting tenants Comprehensive tenant referencing service with full credit check Professionally produced inventories Full client money protection Registered with the government backed Tenancy Deposit Scheme Dedicated property manager (Full Platinum Managed Letting Service only) Database of expert and reliable tradespeople on call Out of hours dedicated emergency call service helpline for all our managed properties. Emergency team (fully and platinum managed letting service only) Why busy landlords choose Smith & Friends To emphasise our commitment to the highest standards of industry practice, we are members of the National Association of Estate Agents (NAEA) and Association of Residential Letting Agents (ARLA), members of the Property Redress Scheme (PRS) and all our managed property deposits are registered via The Dispute Service (TDS). We are a registered member of the Propertymark Client Money Protection Scheme. This is a client money protection scheme to ensure your money is handled in the correct manner. Getting started Our knowledge of the local rental market coupled with a tailored approach to advertising will help you set an achievable rent and fi nd the right tenant. Property appraisal and valuation We offer an assessment of your property by one of our trained and experienced valuers (members of staff). This is free of charge and with absolutely no obligation. We will visit the property and advise you of any work required to meet regulatory requirements. We will also offer advice on any other actions you need to take before you let the property including necessary repairs or refurbishments. It's important that you set a rent that is competitively priced, fair and achievable. Using our extensive knowledge of the local rental market, we will assess how much your property could achieve in the current climate. Our rental valuation will take into consideration the location, size, standard and condition of the property and whether it will be let furnished, part furnished or unfurnished. During the assessment we will be happy to discuss the lettings process with you and answer your questions. If you are a fi rst time landlord you will have plenty of opportunity to fi nd out more about what is involved in letting a residential property. We tailor our marketing approach to the type of tenant you are looking for to attract genuine interest Effective advertising and marketing At Smith & Friends, we use the very latest technology and proven marketing techniques to advertise our rental properties. We use the major property websites Rightmove , OnTheMarket and Zoopla . Our own website is responsive which means it automatically optimises the display to work easily on smartphones and tablets. This gives your rental property the highest possible online exposure, whichever device your potential tenant uses. Our online marketing activity includes social media through our lnstagram, Facebook, X formerly Twitter and LinkedIn pages and we supplement this with email marketing campaigns and our distinctive To Let boards. We tailor our marketing approach to the type of tenant you are looking for to attract genuine interest. Once instructed, one of the fi rst things we do is to match a property with our list of waiting tenants and send them your property particulars by email with alerts via SMS text message. High quality photography is fundamental to presenting your rental property in the best possible way. We take the time to capture the best picture of each room and show off its best features, ensuring every picture looks professional. Location is a primary factor for people when choosing somewhere to rent and our on-line property particulars include information on transport links, schools, shopping and leisure facilities and other local amenities with useful maps of the area. Securing the most suitable tenant As a landlord, you need peace of mind that the right tenants will be living in your property. All potential tenants on our rental database are pre-quali fi ed by us before we carry out viewings to ensure they are suitable. All property viewings, if required, can be accompanied and conducted by a fully trained member of our team and we provide prompt and honest feedback. We will keep you up-to-date on the progress and will let you know as soon as someone applies to rent your property. We take up tenant references and credit checks on your behalf using a specialist referencing agency. This vetting process is a critical step in securing a reliable tenant for you. Preparing your property to let - the legal essentials Our experienced lettings team will provide the latest information and guidance to ensure you meet all your legal obligations as a Landlord Energy Performance Certi fi cate All properties for rent must have an Energy Performance Certi fi cate (EPC) before any marketing or viewings can take place. An EPC rates energy ef fi ciency and its environmental impact and is valid for ten years for rental properties. A copy of the EPC must be made available to tenants before entering into a tenancy agreement. If you do not have an EPC for your property, we can arrange an inspection for you. Gas Safety Under the Gas Safety (Installation and Use) Regulations 1998, landlords have a legal obligation to make sure all gas pipework, appliances, fi ttings and fl ues are safe to use and maintained in a safe condition. Every gas appliance and fl ue must be tested for gas safety every 12 months. A Gas Safety record must be provided to existing tenants within 28 days of the annual safety check, or to new tenants before they move in, and you must keep copies yourself for two years. All installation, maintenance and safety checks must be carried out by a Gas Safe registered engineer. We can arrange this for you. Electrical Safety The Regulations of Electrical Installation Condition Reports (EICR) require landlords to have the electrical installations in their properties inspected and tested by a person who is quali fi ed and competent, at an interval of at least every 5 years. Landlords have to provide a copy of the electrical safety report to their tenants, and to their local authority if requested. The Regulations came into force on 1 June 2020 to improve safety in all residential rented properties. Furniture and Furnishing (Fire) (Safety) (Amendment) Regulations 2010 Upholstered furniture and soft furnishings supplied in a rented property must comply with current regulations. This includes, but is not limited to, bed frames, mattresses, headboards, sofabeds, pillows, cushions, seat pads and any garden furniture that may be used indoors. Items which comply will have a suitable permanent label attached. All non-compliant items must be removed. Bedding, carpets, curtains and any furniture made before 1950 are exempt. Smoke and carbon monoxide detectors New regulations introduced in October 2015 require landlords to install smoke alarms on every fl oor of their rental property and test them at the start of every tenancy. Best practice is to install carbon monoxide alarms in every room where there is a gas combustible appliance, excluding gas cookers. Consent to Let If your property is mortgaged, you must obtain written consent to let from your mortgage lender. If it is leasehold, your lease may require written consent from your landlord before you can sub-let. Houses in Multiple Occupation (HMO) If your property is let to at least three tenants who share toilet, bathroom or kitchen facilities but are not from one household or family- sometimes called a 'house share' - it is a House in Multiple Occupation' (HMO). Depending on the size of the property, the number of tenants and the area, you are likely to need an HMO licence from your local council plus an HHSRS inspection. We can advise you on this.. Buildings Insurance Landlords are required by law to take out buildings insurance for rental properties. We advise our clients to also consider contents insurance and policies to cover rent guarantee and legal expenses. We can arrange a comprehensive quote for landlord insurance. Letting your property - moving your tenant in Our professional lettings service ensures everything is in place for a smooth and trouble-free start to renting out your property. Tenancy agreement This is a legally binding agreement, setting out the rights and obligations of both Landlord and Tenant. Most residential property is let on an Assured Shorthold Tenancy (AST) for an initial fi xed term of 6 or 12 months. We can advise on all options available to help you make an informed decision on areas of responsibility, conditions of tenancy, how and when the rent will be reviewed and notice terms. We will prepare all the paperwork and draw up a comprehensive legal document for signing. If we are fully managing your tenancy and rental property for you, then the tenancy agreement will include those activities we will be responsible for on your behalf. Inventory / Schedule of Condition All of the inventories produced for our clients contain a full written description of the property, its contents and schedule of condition inside and out including the walls, fl ooring and all fi xtures, fi ttings and furnishings provided with photographic evidence. This provides a crucial legal reference in case of any discrepancy or claim against a tenant's deposit at the end of a tenancy. Utilities & Council Tax Usually, it is the tenant's responsibility to pay utility bills and council tax. We can organise all meter readings and arrange the transfer of water rates and Council Tax accounts to the tenant. Deposits schemes A deposit is paid by the tenant at the start of a tenancy to safeguard against damage. Since April 2007, all new Assured Shorthold Tenancies must be registered with a government-backed tenancy deposit protection (TDS) scheme within 30 days of receipt of the deposit. If we are not providing our Fully or Platinum Managed Letting Service to you, then you would need to register the deposit with a TDS scheme yourself. Landlords should be aware that there are signi fi cant penalties for failing to comply with deposit protection requirements. We normally collect a deposit from the tenant which is equal to one month’s rent. We are registered with the Tenancy Deposit Scheme which means your tenants deposit will be held by the Tenancy Deposit Scheme for the duration of the tenancy. We will register deposits on your behalf and liaise with their dispute service should the need arise at the end of a tenancy. We will also provide your tenant with the name and contact details of the TDS scheme and its dispute resolution service, which is a legal requirement. Keys You should provide at least one set of keys for each tenant. Where we will be managing the property for you, we will also require a full set which will be coded for security purposes. We can arrange to have duplicates cut. Our inventory provides a crucial legal reference in case of any discrepancy or claim against a tenants deposit at the end of a tenancy Letting your property - day to day management Once your tenant has moved in we can take care of your property, tenancy arrangements and your landlord duties throughout the tenancy and beyond. Collecting rent We offer a rent collection service on its own or as part of its Fully or Platinum Managed Letting Service for busy landlords. We collect rent monthly unless the Tenancy Agreement speci fi es otherwise. Occasionally, tenants may experience fi nancial dif fi culties and our rent collection service includes chasing any late payments. We will notify you at the earliest opportunity of any rent arrears. You can protect against loss of rental income with our Platinum service. We pay the rent to landlords monthly by BACS (net of our fees and any disbursements, bills and income tax if appropriate) and provide monthly income and expenditure records. Personal service As a landlord, you are responsible for assessing your own tax for rent received. Below is some basic guidance on taxation matters relevant to landlords; however we would always recommend you seek independent fi nancial advice from an accountant on tax matters. 1) Income Tax Rental income is liable to tax, although a number of expenditure items can be offset against rental pro fi t. You would also need to pay Class 2 National Insurance if the work you do counts as running a property business. 2) Overseas Landlords Under the Non-resident Landlord (NRL) Scheme, your lettings agent will need to deduct tax from the rental income and pay the tax directly to HM Revenue & Customs. If you choose not to use a lettings agent to collect rent, then your tenant will be legally responsible for collecting and paying the tax to HMRC. Alternatively, landlords living overseas can apply for approval to receive rental income with no tax deducted. Full details of the NRL Scheme are available from HMRC. Inspections, maintenance and repairs The practicalities of being a landlord can be very time consuming. With our Fully or Platinum Managed Letting Service we take care of all the day to day management and upkeep of your rental property so you don't need to worry about it. We will carry out regular routine inspections - usually quarterly or six monthly intervals - at a mutually convenient time agreed with the tenant. This will involve visual inspections, assessing any wear and tear, and organising maintenance and compliance checks. If we identify any problems we will advise you and, depending on our agreement with you, we can arrange for repairs and any work to be done on the property and pay for this from the rent received. We have a network of reliable and trustworthy contractors we can call on to deal with routine repairs or emergencies at very competitive rates. Tenancy renewals, reviews and notices We will handle all tenancy renewals, including rental reviews, for you. If you decide to increase the rent we will issue the relevant notice informing your tenants. If you wish to end a tenancy, we will serve notice to your tenants in line with all legal process and timing requirements and manage all the end of tenancy administration. Remarketing No landlord wants a vacant property. If a tenancy is not renewed, we offer landlords who take our Fully or Platinum Managed Letting Service an automatic property appraisal, rental valuation and remarketing service until we fi nd a new tenant. With our Fully or Platinum Managed Letting Service we take care of all the day to day management and upkeep of your rental property so you don’t need to worry about it Service levels to suit you Smith & Friends offer landlords a choice of 4 different levels of service. The option you choose will depend on how hands-on you want to be, the level of risk you are prepared to accept, and the time and energy you have available to manage your property investment and tenancy Perfect for landlords who want to manage the tenancy themselves but want to ensure all the paperwork (tenancy agreement) is completed professionally Let Only Service 1 Perfect for landlords who will manage the upkeep of the property themselves but don't want to take on the hassle of rent collection Letting & Rent Collection Service 2 Perfect for landlords who have limited time, or are travelling/living overseas and want to outsource the entire day to day tenancy management and upkeep of their property investment to a professional management agent Fully Managed Letting Service 3 Our Platinum Managed Service has everything that we offer in our level 3 Full Managed Service, in addition to our rent recovery plus service including legal protection all for as little as 3.6% inc VAT per calendar month Platinum Managed Letting Service 4 Property appraisal and rental valuation Marketing and advertising Source suitable tenants Accompanied viewings and feedback Take up references and credit checks Draw up tenancy agreement Inventory and statement of condition Collect fi rst month's rent Register deposit with TOP scheme Transfer council tax and water accounts Rent collection and payment to landlord Deal with any arrears Conduct regular property inspections Arrange routine servicing and maintenance Advise on any repairs required Arrange emergency repairs Arrange mandatory safety checks Handle insurance claims Monthly itemised statement to landlord Deal with tenant issues and queries Tenancy renewals and rent reviews Serving and receiving notices End of tenancy inspection Arrange deposit return Remarketing at end of tenancy Rent Recovery Plus + Legal Protection 1 2 3 4 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 Peace of mind for busy landlords Choose our Fully Managed Letting Service and all you have to do is sit back and enjoy the rent. Your dedicated Property Manager will take care of everything and keep you fully informed. Once your property is let the work doesn't stop there. Today's tenants can be quite demanding, expecting maximum value for their rental. Whether it is fridge failure or a leaking shower, you can be sure any tenant will want a swift repair, however inconvenient the timing may be for you. This is why our clients value our full property management service where we look after any repairs and tenancy issues for you. And, for your peace of mind, we also visit the property regularly and organise any maintenance and safety compliance checks, assuring you that your property remains in sound condition and your legal obligations are met. Personal service You will have your own Property Manager who will look after every aspect of the let and your property throughout the life of the tenancy. Our landlord clients tell us they appreciate the continuity and accountability of a single point of contact. Our fees Each of our service levels are charged at different rates to re fl ect the work involved. All our fee packages can be discussed with you at the time of the market appraisal. Out of Hours Service We have a dedicated team who look after your property when our of fi ces are closed Landlord checklist When preparing to let your property you don't want to overlook something important. If you feel comfortable with organising and managing the tenancy yourself, use our checklist to help you. While this is not comprehensive, it should give you a basis for planning the letting process. Ensure you have a valid energy performance certi fi cate before any tenant viewings take place Obtain consent to let from mortgage lender or lease holder and arrange suitable buildings insurance Check that your Gas Safety certi fi cate is up to date and provide a copy to your new tenants before they move in Ensure any furniture and soft furnishings comply with current fi re safety regulations Check with your local authority to see if you require an HMO (House in Multiple Occupation) licence for your property Ensure the tenancy agreement covers all the required terms and obligations, is legally binding and signed by all parties Prepare a comprehensive inventory and schedule of condition, with photographic evidence Ensure smoke alarms and carbon monoxide detectors are fi tted and all are working properly Notify your local authority of the new tenancy details for Council Tax purposes Arrange for all meter readings to be taken and transfer utility bills to the tenant Get a duplicate set of keys cut for each tenant plus an extra set for your own use for property inspections, maintenance checks and repairs Arrange for post to be forwarded on for any previous tenant or occupier of the property Ensure you have registered the deposit with one of the government backed tenant deposit protection schemes Contact HMRC with any questions about self-assessment, or for details about the NRL Scheme if you are living or working overseas EICR EPC Our clients and what they have to say about our service Putting customers fi rst is what we do best - but don't take our word for it, read what our customers say. All our staff undergo professional training and we regularly reward evidence of ‘excellent’ customer service. view more customer reviews on our website www.smith-and-friends.co.uk “Lovely and easy process with renting a new property. Chloe especially has been super helpful and I appreciate everything she has done! Great company all round. Thank you!” Jodie Nicholson “I both purchased and let a property in Darlington through the now Smith & Friends agency and my experience has been extremely positive. The team are both professional and friendly.” Mark Hanlon “I have worked with this company in their capacity as letting agents and estate agents. I have always found them to be responsive, fl exible, professional and knowledgable.” Zoe Royle The customer service is very good and they keep you informed of everything including changes in laws. The report was very comprehensive and showed us how our property is being used.” John Hill “I have been extremely happy how Smith & Friends Estate Agents have looked after my property. At all times very professional and friendly, I would recommend them if you are wanting them to let out your property in the rental market.” Mr F Peppert “I have dealt with Smith & Friends for over ten years on and off, rentals, purchases & sales. Dealing with Mark and his team @ the Ingleby Of fi ce, the service and communication has been excellent.” Bal “Thank you for being Letting Agent of the year. Thank you for your patience and looking after our family of loyal tenants.” Richard Huysers Other services that we offer include Mortgages Simply answer a few questions over the telephone or just call in to see us and we will let you know how much you can potentially borrow and what deals you qualify for. We want to make it as easy as possible for you to know what you are eligible for. We will break down all of the information so you can understand why we have recommended one deal over another. Once you have found the right property or ready to switch your existing mortgage just let us know and we will take it from there. We can even do your application over the telephone, if that would help you to secure the best outcome, fast! We can provide you with a same day Agreement in Principle and an online identi fi cation check to help you secure the property you want. Your home may be repossessed if you do not keep up repayments on your mortgage. To enquire please contact mortgages@smith-and-friends.co.uk or contact your local of fi ce. Sales We offer a comprehensive and professional marketing package. We have experienced and knowledgeable valuers who know the local market and will ensure we achieve the best possible price for your property. We advertise on all the major portal websites in addition to our own, have a current, engaging, and active presence on social media and also a fi nancially quali fi ed and active mailing list. We have dedicated members of the team that will guide you through the sales process in every of fi ce, in addition to a sales progressor in every of fi ce who will guide the sale through to completion. Conveyancing We have a panel of local solicitors that offer competitive discounted rates for our clients, speak to your local of fi ce and they will arrange a quotation for you. EPCs As a legislative requirement you will require an EPC to either sell or let your property. We have a local and professional EPC team who can assist you with this, your local of fi ce will be able to arrange this for you or email conveyancing@smith-and-friends.co.uk Surveys We have teamed up with local independent RICS surveyors to provide this service for any buyers looking for a homebuyers or structural survey on a new purchase. Contact your local of fi ce for quote or email surveys@smith-and-friends.co.uk Darlington 7 Duke Street Darlington DL3 7RX 01325 484 440 darlington@smith-and-friends.co.uk Hartlepool 106 York Road Hartlepool TS26 9DE 01429 891 100 hartlepool@smith-and-friends.co.uk Ingleby Barwick Barwick Lodge Ingleby Barwick TS17 0RH 01642 762 944 inglebybarwick@smith-and-friends.co.uk Middlesbrough 26 Stokesley Road Marton Middlesbrough TS7 8DX 01642 313 666 middlesbrough@smith-and-friends.co.uk Stockton-On-Tees 21 Bishop Street Stockton-on-Tees TS18 1SY 01642 607 555 stockton@smith-and-friends.co.uk We have the area covered Hartlepool Middlesbrough Ingleby Barwick Darlington Stockton on Tees