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Details of your property will be:-

Prospective tenants will be required to fill out an application form, and references will be taken on your behalf.
 

Rent

When we initially assess a property, we indicate what we believe to be a realistic rent. Prospective tenants usually accept this figure but there may need to be some room for negotiation.

Tenants / Tenancies

Finding the right tenant for the property is fundamental. We start by
establishing, with yourself, a criteria for the sort of person you wish
to occupy your property. We then match this profile to prospective tenants who must provide us with satisfactory references. Only after checking these references will we recommend that you sign a tenancy agreement.

When dealing with private tenants, we usually take employers,
character, previous landlord (where applicable) and bank references. Tenant payments are made by Standing Order every calendar month, in advance.

Before the start of a tenancy, we will carry out an inventory, with a brief description of condition and photographs. Therefore, access will be required to the property in its ready condition 1-2 weeks before occupation.

Tenancies usually start with a 6 month assured shorthold tenancy lease. Just after the three month point, we seek your views on continuing the tenancy beyond the initial six month term. If you intend not to do so, we must have your written confirmation without delay as a statutory notice must be served/implemented (as Tenants must have a minimum two months notice to vacate the property).

If you are considering your options at this stage and would like a free appraisal of the value of the property our Sales team will be happy to assist.
 

Deposits

From 6 April 2007 a deposit taken from a tenant by a Landlord or Letting Agent under an Assured Shorthold Tenancy, must be protected by a Government authorised tenancy deposit scheme.

D W Smith & Co use The Deposit Protection Service.
This custodial scheme is free to use and therefore no cost is passed on to the Landlord. As Agents we simply put the deposit into the scheme at the beginning of the tenancy. Introduction Only Landlords should register with the scheme so we can transfer the records into their name.
 

Emergency repairs

To help us to deal with emergencies we ask landlords for agreement that DW Smith & Co can authorize a repair up to a cost equivalent to a months rent should a serious fault occur and we are unable to contact you. If work is required that exceeds the agreed limit, confirmation will be sought from the landlord.

Out of hours, tenants may call our emergency number. The contractor will assess the level of urgency and take appropriate action. In most cases the contractor gives advice and arranges an appointment to attend as soon as possible.
 

Safety regulations

The Gas Safety (Installation and Use) Regulations 1984 make it mandatory that gas appliances must be maintained in a safe condition at all times. You are required by the Regulations to ensure that all gas appliance are maintained in good order and that an annual safety check is carried out and a gas safety certificate issued.

In relation to electrical installations and appliances duties and responsibilities are placed on the landlord by the following Regulations:-


• Health & Safety Act 1974
• Landlord and Tenant Act 1985
• Consumer Protection Act 1987
• Electrical Equipment (Safety) Regulations 1994
• Building Regulations 2000

Under these the landlord is obliged to ensure that the fixed installation and all electrical appliances supplied are safe.

Where accommodation is furnished it must comply with The Fire and Furnishings (Fire Safety) Regulations 1988 and a certificate be issued.

Failure to comply is a criminal offence and could lead to imprisonment and/or a fine.

As a Landlord you have a duty of care to your Tenant(s). Smoke alarms and Carbon Monoxide monitors (where applicable) should be fitted in all rental properties.

D W Smith & Co take safety very seriously and will not proceed with moving a tenant into a property until all the necessary checks have been carried out. We have negotiated preferential rates for our clients - please ask for details.
 

Energy Performance Certificate

From 1 October 2008 it is necessary for all rental properties to have an Energy Performance Certificate at the commencement of a new tenancy. The certificate will last for a maximum 10 years. We have negotiated preferential rates for our clients - please ask for details.

Routine Visits

Quarterly routine visits are made to all tenanted properties under the Full Management service.

Once a property is tenanted you have an obligation to ensure it is well maintained. Regular visits to the property allow us to inform you of issues needing attention as soon as possible, if the tenant has not already informed us, helping reduce the risk of the problem getting worse and the cost escalating

Utility Services

The utilities become the responsibility of the tenants from the day they move into the property. To facilitate this we take electric and gas (where applicable) readings at check in and as a courtesy forward a letter to the utilities companies informing them of the new tenants details.

Mortgages

If the property is mortgaged, it is necessary for you to obtain the consent of your building society, bank or lender before placing a tenant in the property.

Insurance

You must advise your insurance company that you are letting your property. This may result in an increase in the premiums.

Tenants are required to provide D W Smith & Co with a copy of current contents insurance certificate prior to the commencement of the tenancy.

 

Empty property

Full management does not cover periods when the property is vacant. If you would like us to visit the property during a void period please advise. There will be a charge for additional visits.

Membership

D W Smith & Co are members of The Bristol Association of Letting and Management Agents.

We also strive to follow the guidelines set out by ARLA (The Association of Residential Letting Agents).
 

Keys

We would normally require three sets of keys to the property - two sets for the tenants on occupation and the other to be retained in our office for emergencies and routine visits (where applicable).

Note: if you wish to collect these keys at any time you must bring proof of identification as a security measure.
 

Tax

Income received from renting any property is subject to tax. You should take advice from your accountant.

As regards Overseas Landlords, we are legally obliged to deduct tax unless a copy of an exemption certificate from the Inland Revenue is supplied Then we can send the gross rent money to yourself, without a deduction for tax.
 

Accounting

All monies received from Landlords and Tenants are paid into D W Smith & Co.’s Residential Lettings Client Account, and invoices due on clients’ properties are paid from this account.

Additional information

Before making a detailed inspection of the property, we will require the following information:-

General

These pages are intended as a general guide only. Should you have any more specific questions or queries, please do not hesitate to contact us, and we will happily answer them for you.  We are here to help.

Scales of fees

Contact us for further details on letting your property with DW Smith & Co

The Landlord Information Pack has been prepared in good faith and to the best of our knowledge and belief, was correct at the time of going to print. March 2008

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