Residential Lettings

Service provided to all landlords

All services outlined within this section are included as part of all our services to all our clients.

We will always act with your best interests in mind at all times during our instruction period.

In order to market the property effectively and find suitable applicants we will:

• Provide you with appropriate advice on your legal obligations when renting out a property.
• Provide an appraisal of the property and provide you with opinions on potential market rents.
• Agree with you a rental amount for marketing purposes.
• Where required, arrange for your legal obligations to be met prior to letting.

We will market the property in appropriate ways to attract suitable applicants and tenants. This will include:

• Promoting the availability of the property through our offices and mailing lists.
• Display “To Let” boards at the property, where legally permitted.
• Offering the property through our website and on Rightmove
• Accompanying applicants when viewing the property, unless otherwise instructed.

When applicants are found we will:

• Make all reasonable enquiries to assess their suitability.
• Provide advice to you regarding suitability of applicants.
• We, or a third party instructed by us, will carry out referencing checks and credit checks of applicants and guarantors to ascertain their suitability and report back to you (including Right to Rent checks).

Tenants and Guarantors Suitability:

• We will provide our services with reasonable care and skill, but we cannot guarantee or provide any warranty about the suitability of Tenants or Guarantors, or your ability to obtain vacant possession at the end of a tenancy. We are not responsible for any loss or damage that you suffer through the act, default or negligence of any tenant or third party.
• We are not responsible if the tenant fails to pay rent.
• Warranties are available to cover the eventuality of non-payment of rent and further details can be provided on request.

Once you have approved an applicant we will:

• Conduct the legally required checks on the approved applicant to ensure they have the right to rent a property in the UK.
• Prepare a Tenancy Agreement setting out the rights and obligations of both parties
• If you have authorised us to do so we will enter into a tenancy agreement on your behalf with the applicant/s.
• As legally required, provide the tenant with the government information sheet.
• Provide the tenant with all the legally required documentation, such as Gas Safety Certificate, EPC, EICR.
• Provide the tenant with any other relevant information and advice on starting the tenancy.
• Arrange for all necessary readings of meters at the commencement of the Tenancy (if access is able).
• Arrange for this deposit to be held and protected, as legally required until the end of the Tenancy.
• Take the first month’s rent plus other required payments, such as holding deposit.

Fully Managed

Our Fully Managed service takes all the stress away from you and we oversee everything to provide you with a seamless and stress free lettings provision. We’ll ensure your property is compliant and safe and your tenants are fully looked after.

All the services outlined in the section ‘service provided to all landlords plus the part managed service and within this section are included as part of our service to our Fully Managed clients

• Deal with the tenant personally regarding all property and tenancy matters during the course of the tenancy, keeping you informed at all times.
• Carry out inspections of the property every 3 to 4 months during the Tenancy (where access is given).
• Inform you, of any required repairs noted or observed during the visit including housing, health, safety    and environmental issues.
• Initiate any repairs or maintenance that are required to the property throughout the term of the management agreement without your prior approval, where the cost does not exceed the amount, we hold as a float (Advise £150.00 to £250.00 is held).
• In circumstances of necessity or urgency, we will take immediate steps to rectify the problem and deduct the cost of this work from monies we hold on your behalf or invoice you accordingly.
• In all other cases we will not undertake any works without your written approval and funds.
• Where we become aware of any breach of the tenancy we will inform you, advise you of the options available and take your instruction on how to remedy the breach.
• Carry out all management duties subject to being aware of any problems arising out of the Tenancy. Those duties will cease at the end of each Tenancy Agreement.
• We do not take any responsibility for the property during any void periods where an active Tenancy Agreement is not in place.
• On your instructions we will make reasonable efforts to recover your costs for any loss, damage or rent arrears.
• Advise you to instruct specialist solicitors to take further action in appropriate cases, but you will be responsible for any legal charges and expenses involved.
• Warranties are available to cover the eventuality of non-payment of rent and further details can be provided on request.

• At the end of the Tenancy, we will:

1. Deal with the ‘check out’ process on your behalf and report back to you with our findings.
2. Where appropriate, we will apply for the Deposit or part of the deposit to be retained.
3. Where appropriate, we will advise you on handling any claim to be made against the tenant for damage, etc.
4. Assist you in the preparation of any claim under a policy of insurance for damage to either your property and/or contents.
5. Arrange for all necessary readings of meters at the end of the Tenancy, if we are made aware of the location of all meters and that they are easily accessible.
6. Discuss re-marketing and revising the rental figure to suit market conditions.
7. Re-market the property on your behalf.

Part Managed

Our Part-Managed service focuses on keeping you and your property compliant and your tenants safe. All whilst collecting the rent on your behalf, leaving you with just property maintenance to manage. Working in partnership Having worked with Landlords since 1888, we believe our service levels are pitched correctly, to give our Landlords what they want and need from an agency partnership. Included as standard Both our service levels include:

• Valuations
• Extensive property marketing
• Our 6-point tenant referencing framework
• Contract management
• A proactive lettings negotiator to manage everything through

All the services outlined in the ‘servies to all clients’ above and within this section are included as part of our service to our Part Managed clients

During the tenancy we will:

• Collect rents on a monthly basis and pay monies owed to you within 14 working days of receipt of cleared funds in our client account.
• Pay monies due to you direct to your bank/ building society.
• Supply statements of accounts to you each month.
• Supply an end of year statement or duplicate monthly statements on request. (There is an administration fee for this service).

At the end of the Tenancy, we will:

• Deal with the ‘check out’ process on your behalf and report back to you with our findings.
• Where appropriate, we will apply for the Deposit or part of the deposit to be retained.
• Where appropriate, we will advise you on handling any claim to be made against the tenant for damage, etc.
• Assist you in the preparation of any claim under a policy of insurance for damage to either your property and/or contents (if necessary).
• Arrange for all necessary readings of meters at the end of the Tenancy, if we are made aware of the location of all meters and that they are easily accessible.
• Discuss re-marketing and revising the rental figure to suit market conditions.
• Re-market the property on your behalf.

Landlord charges for services

Fully Managed:

Letting Fee  £300 inc vat

Landlord Reference Fee  £200 inc vat

Inventory & Check Out Fee

• Studio, 1 & 2 Bed Property £150 inc vat
• 3 & 4 Bed Property £180 inc Vat
• 5 Bed Property £200 Inc Vat

Deposit Registration  £60 inc vat (Annual Charge)

Rent Review & Increase Fee  £90 inc vat

Management Fee 12% inc Vat (10% + vat)

Part Managed (rent collection and compliance only)

Letting Fee £300 inc vat

Landlord Reference Fee  £200 inc vat

Inventory Fee

• Studio, 1 & 2 Bed Property £150 inc vat
• 3 & 4 Bed Property £180 inc Vat
• 5 Bed Property £200 Inc Vat

Deposit Registration £60 inc vat (Annual Charge)

Check out Fee £150 Inc Vat

Rent Review & Increase Fee £90 inc vat

TDS Dispute Resolution £60 inc Vat

Part management Fee 7.2% inc Vat (6% + vat)

Tenant Find only:

Letting Fee  1^st Month Rent Inc Vat

Inventory Fee As above *

Deposit Registration £60 inc vat (Annual Charge)

Rent Review & Increase Fee £150.00 inc vat

Check out Fee £150 Inc Vat

TDS Dispute Resolution *  £60 inc Vat

* Subject to Howkins and Harrison holding the deposit

Additional Fees:

Annual Income & Expenditure Report                          £25 inc Vat

Project Management – Void Periods                              £120 inc Vat

Project Management – Insurance Works                      £120 inc Vat

Handover of tenancy from & to another Agent          £120 inc Vat

Adhoc Admin Fees – Certs, additional quotes etc      £36 inc Vat

Adhoc Property Inspections                                             £60 inc Vat

Please note: We have several offices in different locations across the Midlands, because of this, some of the fees do vary slightly based on office location and the local marketplace. Please contact the specific office that covers your area for clarity on the above charges.

Howkins & Harrison LLP is a member of a Clients Money Protection Scheme under RICS.

Howkins & Harrison LLP is a member of a Redress Scheme under The Property Ombudsman Service.

In-House Complaints Procedure

Our team prides itself on an exceptional service level expectation for all clients; applicants, tenants and landlords.

However, if you are not satisfied with the service you receive and wish to make a complaint, please download our procedure which will give you all the information you need:

In-House Complaints Procedure

Out of hours support for tenants

For out of ours emergency repairs, please call 01788 222138 or email emergencyrepairs@howkinsandharrison.co.uk

Tenant Fees & Charges

As per the Tenants Fee Act 2019, agents/landlords are limited as to what “Permitted Payments” can be charged to the tenant. For more information on your rights, please check;
https://www.arla.co.uk/media/1047861.tenant-fees-act-booklet.pdf

Holding Deposit

To reserve the property while referencing checks take place. This holding fee is non-refundable should the applicant withdraw, or the agent finds reasonable cause to decline the application such as misleading information/adverse credit etc.
One week’s rent (e.g., £500pcm x 12 ÷ 52 = £115)

Unpaid Rent

Please Note: This will not be levied until the rent is more than 14 days in arrears
Interest at 3% above the Bank of England base rate, from rent due date until paid, in order to pursue non-payment of rent.

Lost Keys or other Security Devices

Tenants are liable to the actual cost of replacing any lost key(s) or other security device(s). If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the tenant, landlord any other persons requiring keys will be charged to the tenant. If extra costs are incurred there will be a charge of £15 per hour (inc. VAT) for the time taken replacing lost key(s) or other security device(s).

Variation of Contract (Tenant’s Request)

£50 (inc. VAT) per agreed variation. To cover the costs associated with taking landlord’s instructions as well as the preparation and execution of new legal documents.

Change of Sharer (Tenant’s Request)

£50 (inc. VAT) per replacement tenant or any reasonable costs incurred if higher. To cover the costs associated with taking landlord’s instructions, new tenant referencing and Right-to-Rent checks, deposit registration as well as the preparation and execution of new legal documents.