Landlord Guide

Service choice – Let Only or Managed:

At James Kei London we can tailor our service based on your needs, wants and how much you want to get involved in the day to day running of your rental properties – We can do everything from repairs and maintenance to rent collection and renewals, or simply find and reference your tenants and hand over the rest to you once they have moved in. The choice is yours.

Preparing a property for letting:

• Consents; You must have the required consents with your mortgage provider, insurance company and any Superior Landlord or Freeholder to confirm that they are happy for the property to be rented.
• Cleaning; The property must be presented in the best possible way. At the very least you will need to have the property professionally cleaned throughout, including carpets, curtains, kitchen equipment etc. The exterior should be checked for any decay/disrepairs and these should be made good beforehand.
• Decoration; Any decoration that is required (e.g. replace carpets, painting of walls, replace bathrooms and kitchen equipment, etc.) is the Landlord’s responsibility
• Garden; Like the rest of the house, the garden must be presented in good order. If you would like the tenant to upkeep and maintain the garden we recommend that you supply appropriate tools and equipment (e.g. lawnmower, hosepipe, etc.).
• Keys; Prior to moving in you will need to mutually agree how many sets of keys will be provided.
• Alarms; If you have an alarm at the property and the tenants wish to keep it active they will take on all responsibility and charges.
• Appliance Manuals; You must provide manuals for all appliances, including boiler, fridge/freezer, washing machine, cooker, etc. You should let the tenant know what to do in certain emergencies for example, where to turn he water off if there is a leak.
• Special Care Items; If any items in the property require special maintenance (e.g. flooring, work surfaces, etc.) please ensure you let the tenant know how they should look after them.
• Inventory; An inventory is a legal document that contains full written descriptions and high-quality colour photos of the decorative and cosmetic appearance of the property including any pre-existing damage, the condition of the furniture, white goods and fittings. We recommend that you commission a third party to provide a professionally prepared inventory and this would be mandatory if you opt for the property to be managed by So Home. This document will be checked at the start of the tenancy with the Tenant and again at the end of the tenancy when it should show the difference between ‘fair wear and tear’ and damage to your property. Meter reading should be taken on move in day and noted in the inventory and submitted to the relevant suppliers with the tenants’ names.

Legal requirements:

• Energy Performance Certificate (EPC); This is a document that is required and you will need to provide it in order for us to commence marketing. The EPC will need to be produced by a qualified energy assessor and once done it is valid for 10 years. This document informs tenants of the energy efficiency and environmental impact of the property.
• Gas Safety Certificate; Once in every 12 months Gas appliances must be tested by a registered Gas Safe engineer and certified that they comply with gas safety regulations. A copy of this certificate will need to be given to the Tenant before the tenancy starts.
• Electrical Equipment Regulations; This came into force on 1st June 2020 and it requires landlords to have the electrical installations in their properties inspected and tested by a suitably qualified electrician at least every 5 years. A certificate will need to be given to the Tenant.
• Smoke and Carbon Monoxide Regulations; Smoke and carbon monoxide alarms are a legal requirement in rental property. Smoke detectors must be installed on each floor of the property and carbon monoxide alarms in any room where there is a solid fuel burning combustion appliance. Detectors must be tested at the start of a tenancy and you must keep records.
• Furniture Fire Safety; It is a criminal offence to let a property that does not comply with the Fire Safety Regulations. You must make sure all furniture (sofas, beds, headboards, mattresses, pillows etc.) supplied carries a manufacturer’s label that states it complies with BS7177.
• How to Rent Guide; All Assured Shorthold Tenancy tenants must now receive a copy of this Government produced guide.
• Tenants Right To Rent; Landlords and Lettings Agents throughout England must check that anyone who proposes to rent a property is allowed to be in the UK and therefore has the right to rent. People who are not allowed to be in the UK are not allowed to rent. Please visit the Government’s website for details as to how to conduct Right to Rent checks. Usually So Home will conduct the initial check, but Landlords are expected to carry out follow up checks https://www.gov.uk/government/collections/landlords-immigration-right-to-rent-checks

Proceeds of Crime Act:

We act in accordance with stringent Money Laundering legislation, therefore we will need to have sight of a valid photo identification as well copies of recent bank statement or utility bills showing your current address. In the event that the property is held in a company, we will need to see the same forms identification for the directors of the company.

Insurance:

​You are responsible for insuring the building and any contents provided and you must advise your insurers of your intention to let the property. The Tenant will be responsible for insuring their own goods.

Marketing:

James Kei London know how to successfully market a property for a quick and easy letting process. It is important to get good photos and floor plans to market your property as well as meeting legal requirements, for example, attaching the energy performance certificate (EPC) to any property particulars and including the rating in any marketing material, we will be there every step of the way to guide you through this process.

We will advertise your property on our website and on a number of property portals including Rightmove and Zoopla. We present your rental property in the most attractive way to your target audience, writing detailed, descriptions and using, high-quality photos of your property. With your permission, we will also erect a To Let board outside your property for optimal engagement.

Viewings:

​Once we have received your instruction, we will immediately review the So Home high-quality applicant database and we will make contact with those we feel would be suitable based on your criteria, their requirements and arrange a viewing at a convenient time. We accompany all prospective tenants during the viewing at your home answering any questions they may have and thereafter we provide you with thorough feedback.

Accept offer:

James Kei London will keep you updated at every stage and as soon as we receive interest in your property, we will present their offer and discuss all relevant details about the new tenants and their requirements. If you accept the offer and are happy to proceed, So Home will draft a tenancy agreement, and contact the applicant to arrange payment of a Holding Deposit and begin the referencing process.

Tenant referencing checks:

James Kei London will use a HomeLet (third party) to conduct a thorough vetting and referencing process to ensure you receive excellent tenants who respect your property and treat it as if it were their own. During this time, we will obtain relevant documentation from the potential tenants, including previous landlord references (if applicable), employment references, proof of earnings and check the potential of any adverse credit. We also perform Right to Rent checks, and request proof of identity and proof of address.

Sign paperwork:

​At this stage, we ask the tenants to pay the balance of funds and we will set a date and time for them to sign the tenancy agreement. Once signed by all parties, a copy of the Agreement will be sent to you, along with copies of all relevant paperwork given to the tenants.

Transfer initial monies:

​We will transfer to you your first month’s rent (less our fee), and we will email you a detailed statement of all outgoings and the balance that will be remitted to you. If the property is managed by us, we will register the deposit in our Government-approved Deposit Registration Scheme in line with Government guidelines. Otherwise, we will also forward the deposit for you to protect.

Move in day:

​On move in day, the inventory clerk will be present for the check-in with the new tenants and agree the contents of the inventory and will also take meter readings and hand over the new tenants’ keys.