Lettings in Leeds
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Terms & Conditions.
Intercity Accommodation
21 Moor Road Tel: (0113) 230 2303/ 230 2304
Far Headingley LS6 4BG
LEEDS UK
LETTING YOUR PROPERTY
Intercity Accommodation
21 Moor Road Tel: (0113) 230 2303/ 230 2304
Far Headingley Fax: (0113) 230 2305
LEEDS E-mail: enquiries @ intercity-accommodation.co.uk
LS6 4BG Website: www.intercity-accommodation.co.uk
CONTENTS
Letting your property – questions
and answers
Terms of business
Scale of Charges
Acceptance of terms of business
Property information form
Owner information form
Fire safety regulations
Gas safety requirements
Electrical Safety requirements
House in Multiple Occupation Guidance
notes
Deposit Protection Scheme
Energy Performance Certificates
LETTING YOUR PROPERTY
SOME QUESTIONS AND ANSWERS
INITIAL ENQUIRIES
On your invitation, we will visit your property at a mutually
convenient date and time to provide you with a current rental
valuation together with an indication of its letting potential.
It is always useful for us to know what the minimum rental amount
is to permit us the flexibility to do business with the best potential
tenant rather than just the wealthiest. Advice as to level and
quality of furnishings, decor & fittings would be available,
all free of charge and without obligation. If you decide to appoint
Intercity Accommodation we will market the property as soon as
our management agreement has been signed and keys are received.
We will then undertake viewings (always accompanied) with prospective
tenants, seek employers references, proof of earnings and undertake
a legal tenancy agreement on your behalf. A detailed inventory
of the condition of the property and its contents will be drawn
prior to the tenant’s occupation of the premises.
HOW MUCH WILL IT COST?
Each time that a new tenant is located a charge of £200
will be made. If an existing tenant simply wishes to accept a
further tenancy a small charge of £35 is made to reflect
administration time and costs. Our commission rate starts at 11%
& VAT. No advance payment is required from you, as these charges
will be deducted from the rental income. The Agency will undertake
any advertising of your property that we feel may be necessary
and there is no charge for this. However in the unlikely event
that you wish specific additional marketing, we can discuss with
you and advise you on the likely effectiveness and costs at that
time.
WHAT IF I CHANGE MY MIND?
You are free to do so with written notice to our office at any
time whilst the property has not been let and no tenancy has been
agreed or is being considered on your behalf. If an application
for a tenancy is already being considered then we will be in the
process of taking up references for that prospective tenant. If
you wish to change your mind at this stage then a charge the equivalent
of one week’s rent will be made to cover administrative
costs incurred to date. Once a tenancy agreement has been signed
you cannot change your mind nor can you change your mind during
a tenancy. We will always tell you when the tenancy agreement
for your property is due to end. Providing you give us written
notice at least two months before this end date then we can take
steps to cease the letting if you wish. Otherwise the letting
will continue until you give us written notice to stop.
HOW LONG MUST THE PROPERTY BE LET FOR?
The minimum period of letting is six months, which means that
you cannot gain possession of your property before six months
have expired. Longer tenancies are possible and we can discuss
the advantages and disadvantages of this if you so wish. Remember
that you can usually only obtain possession of your property at
the end of a tenancy agreement. Possession before the end of a
tenancy is possible only if the tenant has breached one or more
of the tenancy terms. It is always helpful if an indication can
be provided of the anticipated maximum duration of let. Many prospective
tenants may be deterred if the maximum let is only six months.
The recent 1996 Housing Act made it lawful to enter into a tenancy
of less than 6 months. If you require such a short letting then
we can discuss this with you.
CAN I STIPULATE THE TYPE OF TENANT
I WANT?
Yes. You can also stipulate other conditions such as non-smokers,
no pets, no children, and no sharers. However it is important
to remember that the more conditions you impose the more limited
your choice of prospective tenants will be.
HOW CAN I BE SATISFIED AS TO THE CHOICE
OF TENANT?
The practice of some companies is to charge commission in advance
for the entire duration of the tenancy regardless of whether rent
is actually received or not. Our charging structure means that
unless a tenant pays the rent due, we cannot collect our commission.
Clearly it would not be in our interests to accept a tenant where
we have any doubts whatsoever as to their future conduct. At times
of low demand there may be pressures to secure a letting for a
property that may have been vacant for some time. However we would
rather offer you the option of employing another agent than risk
securing an unsuitable tenant.
WHAT GUARANTEE DO I HAVE OF GETTING
MY PROPERTY BACK
If the tenancy has expired and no less than 2 months notice has
been served then possession is guaranteed. If possession is required
during the term of a tenancy then you must be able to prove (to
a court if necessary) that your tenant has actually done something
which is in breach of the tenancy. There are 17 grounds that may
be relied upon of which 9 are discretionary and the remainder
are mandatory. An example of a discretionary ground is one where
the tenant has not taken good care of the premises. The courts
decision as to whether possession is awarded or not depends entirely
upon the circumstances of the case. An example of a mandatory
ground is one where the tenant has accrued two months rent arrears.
Such decisions would be made by the County Court.
DO I HAVE TO TELL MY BUILDING SOCIETY?
If you have borrowings secured against the property then yes.
The lender may impose certain conditions and they may also wish
the Agency to serve your tenant certain notices. You must also
inform your insurance company that your property is going to be
tenanted.
WHAT ABOUT THE SERVICE BILLS?
Unless you agree otherwise, the tenant is responsible for the
payment of gas, electricity, water rates, council tax (or equivalent)
telephone account and personal belongings insurance. The Agency
would always take meter readings for the gas and electricity supply
immediately before and after each letting with details being advised
to the appropriate authorities direct.
WHEN WILL I RECEIVE MY RENT?
The tenant’s obligation is to pay rent within 7 days of
the 1st day of each month. You can expect to receive your net
rent as soon as your tenant’s payment has cleared the banking
system. This will usually be before the middle of the month. It
will be paid directly into your bank account and a statement will
be posted to you. If your tenant is due to vacate the property,
then rent will paid by the middle of the month following vacation
in anticipation of ant repair expenses that may be incurred during
the last month. Rent may also be carried forward if a repair invoice
is anticipated during the course of the letting. Interest will
not be paid on money which is retained providing that the retention
is not unreasonable.
WHAT ABOUT REPAIRS?
As a general rule you would be expected to repair/replace as required
for any breakdown or deterioration of the property or its contents.
You would not normally be expected to improve the property beyond
its original condition although you may wish to do so to ensure
a long and successful letting. We will ask you whether you want
to arrange for repairs yourself or whether you wish our office
to arrange them on your behalf or indeed a combination of both.
The Agency can use your appointed, qualified tradesman providing
that s/he is able to respond with reasonable speed to instructions.
This is vital to retain the confidence of tenants. The Agency
will always appoint our own contractors to deal with emergency
repairs in your absence and out of office hours. A charge based
on 10% & VAT of the invoice cost will be levied in respect
of administrating repairs on your behalf. The Agency also offers
an insurance policy at a cost of £7.35 per month, which
provides free labour and parts for most urgent repairs (excluding
central heating boilers). The policy offers a response time of
4 hours which in our experience is generally maintained. A specimen
policy is available upon request.
WHAT ABOUT ANY DAMAGES OR RENT ARREARS?
A deposit will always be claimed in advance from your tenant which
will generally be marginally more than one months rent. Careful
selection of tenants mean that damages are rare but in this unlikely
event the tenant will be responsible to you for damages which
exceed the value of the deposit held. Larger deposits (up to a
maximum of 2 months rent) can be requested although this is a
practice more common in London and may deter a speedy letting.
A detailed inventory of contents will be drawn prior to each of
every new letting, which you may inspect upon request at any time
prior to or during the occupation, by your tenants of your property.
This will then be used on your tenant’s departure to check
the property. Deposits are returned once your tenant has given
vacant possession of the property. You are welcome by prior appointment
to inspect the property at the same time of the check-out by prior
appointment. Any claims for unreasonable wear and tear (that have
not already been identified by the Agency) must be made within
7 days of the tenant’s vacation. If your tenant does not
pay his rent or the cost of any damages then we will advise you
how you can apply for possession of the property. Although the
Agency prides itself on never having had rent arrears on any client’s
account, we are nevertheless able to offer insurance policies
in respect of this risk for most lettings.
WHAT ABOUT LEGAL COSTS?
Although this is very unlikely, there are insurance policies that
are available. We can advise you on these.
HOW LONG WILL IT TAKE TO LET?
Letting a property is similar to selling a house in that the price,
quality and particularly location are all factors. The times of
peak demand are generally July/August/September and properties
that are competitively priced and in the most popular areas will
be let earlier than those that are not. Forecasting the letting
market has its uncertainties but it is clear to us that there
is a distinct reluctance by many very mortgage-worthy people to
undertake the lengthy commitments of home loans. Hence there has
been significant expansion of the private rented sector led by
the demand from quite mobile, well paid career individuals. As
a guide we would say that an average property becoming available
at a time of average demand would take approximately 4 weeks to
let.
CAN I TRY TO SELL IT WHILST IT IS TENANTED?
It is extremely difficult to market a property as being for sale
whilst it is tenanted. Selling agents & their clients do not
have the interests of tenants uppermost in their minds and from
experience this often leads to unacceptable disruption to your
tenant. In short your property must be wholly for sale OR wholly
to rent. If you sell your property to your tenant before the tenancy
has expired then the outstanding commission that we would have
expected to receive for the remainder of tenancy will be due.
If you prefer we can charge you 1% of the sale value instead if
this works out to be less.
HOW OFTEN WILL THE PROPERTY BE INSPECTED?
Whilst the property is vacant the property will be visited as
many times as there are prospective tenants wishing to view. There
is no restriction to your access rights at this stage. Once the
property is let, inspections must be undertaken strictly by prior
appointment with the tenant via your Agent - except for emergencies.
The Agency obtains monthly inspection rights for all properties
but where appropriate, inspections may be more or less frequent.
VACANT PROPERTIES
Empty properties are always at risk. We do not manage vacant properties
although the property may be visited during the course of viewings
with prospective tenants. Your insurers will normally wish to
be notified by you of any period exceeding 30 days that the property
may be unoccupied. Additionally you may wish to fit a timer switch
to internal/external lighting. During winter months you may be
advised to drain the water supply system or to operate background
central heating.
WILL I HAVE TO PAY INCOME TAX ON THE
RENT?
You must declare to the Inland Revenue all your rental income.
There are many allowable expenses that you can claim before tax
is finally charged including your agents charges, mortgage interest,
buildings insurance and repair costs. There is also an allowance
of 10% for wear and tear for furnished properties. In many cases
these expenses can reduce the annual tax bill to a negligible
level.
OTHER LEGAL REQUIREMENTS (see attached
guidance notes)
Apart from the obvious requirements of keeping your property in
safe and habitable condition, there are requirements concerning
gas safety and fire safety. Guidelines to these regulations are
enclosed herewith.
There is further legislation (from 6/4/06) governing the standards
of accommodation for Houses in multiple occupation (HMO) some
of which will require a license before the property can be let
to tenants. Information regarding the legislation can be obtained
from the government’s website at www.propertylicence.co.uk
and at Leeds City Council’s website www.leeds.gov.uk Please
note that it is an offence to knowingly rent out a ‘licensable’
property but which does not have license. It also an offence to
knowingly rent out a licensable property which, without reasonable
excuse, is in breach of any of the conditions of the license for
the property.
All licensable properties must have a 5 yearly inspection of the
fixed electrical installation and fixed appliances to ensure that
it is safe. Intercity Accommodation and Leeds City Council both
recommend that all rental properties should meet this standard.
PROTECTION OF TENANCY DEPOSITS
From April 2008, it became law that all tenants’ deposit
must be legally protected by employing the services of one of
three government approved bodies. Intercity Accommodation have
been approved to hold deposits on behalf of tenants. See page
21 for further details.
THANK YOU FOR CONSIDERING INTERCITY ACCOMMODATION.
Intercity Accommodation has been established since 1980. We do
not sell properties nor do well sell any financial products. Consequently
our experience of the letting market and knowledge of the Housing
Acts of 1988, 1996 and 2004 is not diverted in any way. Our levels
of service are maintained by our policy of strictly limiting the
numbers of properties managed at any one time. Since 1980 our
occupancy rates have averaged at over 90% per annum. The Housing
Advice Centre, Leeds City Council, the Tourist Board and the Trading
Standards Department are currently referring prospective tenants
to our office. A judicious allocation of our annual advertising
budget attracts a sustained level of enquiries throughout the
year. Intercity Accommodation is a member The National Approved
Letting Scheme (NALS) which is approved by the Office of the Deputy
Prime Minister (ODPM) and also a member of the Ombudsman scheme.
Intercity also has professional indemnity insurance.
ANY FURTHER QUESTIONS
Please telephone or call into our office. Many people are renting
properties for the first time and there are often questions that
are particular to your circumstances that we may not have answered.
Perhaps you simply want a certain point explaining a bit more.
Please do not feel that you are asking a silly question or that
you are wasting our time. You may in fact be helping us to avoid
any similar confusion in the future.
WHAT SHOULD I DO NEXT?
If you have already received a rental valuation and if you wish
to employ Intercity Accommodation, then please complete the enclosed
property information form and return it to our office. We will
then commence our marketing and management immediately.
TERMS OF BUSINESS
In consideration of you instructing
us to act as your sole managing agents we will: -
Visit your property and advise you on the rental income that we
feel that you can realistically achieve for the property
Advise you on current demand for your type of property and rented
accommodation generally
Advise you on the standards of decor, heating and furniture required
for letting of your property
Advise you on consents you may need to obtain prior to the letting
such as from your Building Society and Licenses from Leeds City
Council and discuss with you any conditions that they might impose
on your letting – however we are unable to ensure or monitor
your compliance
Advise you on your income tax liabilities
Provide you with guide lines to the gas safety and fire safety
requirements
Advise you on your repairing and maintenance responsibilities
Erect a 'to-let' board at your property and arrange appointments
with any prospective tenants
Provide an accompanied viewing service for all prospective tenants
Consider applications from prospective tenants and take up references
as considered appropriate
Discuss with you, if you so wish, the circumstances and references
of any prospective tenants prior to the granting of a tenancy
Prepare and obtain the tenants execution of a Shorthold Assured
Tenancy agreement under the terms of the Housing Act 1988 (as
amended by Housing Act 1996) as drafted by the Solicitors Law
Society and to prepare and serve any appropriate additional notices
that may be necessary or that you might require
Prepare an inventory of the contents and schedule of conditions
and on your request we will make this available for you to check
prior to the tenant entering into possession of the property
Collect a deposit from your tenant usually marginally more than
one months rent unless otherwise agreed with you
We will take meter readings for the supply of gas and electricity
prior to your tenant’s occupation of the property
We will provide any information that may be requested by companies
on behalf of your tenants in respect of utilities to your property
such as council tax, water rates and telephone
Demand and collect the rent each month from your tenant including
reminder telephone calls, the issuing of reminder letters and
visits to the property as may be appropriate
We will prepare a monthly statement of your rent collected detailing
any expenses together with an explanation for that expense and
receipts
We will pay your net rent to you as soon as your tenants rent
has cleared our banking system
We will advise you if the rent has not been paid or if it is paid
late and offer you any explanation that we or your tenant may
have
We will advise you on how and when you can obtain possession and
offer you guidance if you need to instruct a solicitor
We will arrange to inspect your property on a regular basis and
provide you with a written report of our observations if any.
We will also provide you with a written report of any faults reported
by your tenant or any or observations we may have on the property
condition or your tenants conduct
We will (if instructed by you) also arrange to provide you with
quotations for any repairs or maintenance that may become necessary
and provide access by arrangement with your tenant to you and
or the contractor
We will deal with all repairs of an emergency nature (including
accidental locking out) at your property and provide your tenants
with a 24-hour emergency help line telephone number
We will deal with items of maintenance providing that you have
instructed us to do so in writing or by email and sufficient funds
are available or have been supplied in advance
When your tenants vacate your property, we will use the prepared
inventory to inspect the property and use our judgement to assess
whether the property is in reasonable condition. You are welcome
by prior notice to this office to be present during our inspection.
We will then return the deposit within 7 working days to your
tenant less any deductions that may have been agreed with you
for unreasonable wear and tear, damages or rent arrears
We will take final meter readings for the supply of gas and electricity
and notify the appropriate authorities of those readings
We will, at all times, offer you advice as to your rights, duties
and responsibilities as a Landlord and offer you guidance as to
what performance you can expect from your tenant
In return you must agree to:
Obtain a license if your property requires one and comply with
any conditions of that license
Ensure that your property complies with any other H.M.O. (House
in Multiple Occupation) condition or standard.
Notify your Building Society or lender and receive their permission
for you to let your property
Notify your insurance company of your intention to let your property
Remove from the property, prior to our preparation of the inventory,
any items that you do not wish to include with the letting
Provide details and paperwork relating to any guarantees and instructions
Provide details of any repair contractors that you might prefer
to use although if they are unavailable or cannot respond within
a reasonable period of time then our own contractors will be employed
Provide details of your contact telephone/fax number/s and correspondence
address during our period as managing agents
Notify us if you do not intend to be resident in the U.K. during
the letting
Notify our office in writing and in advance of Intercity Accommodation
marketing your property of any restrictions to the letting such
as no smokers, no pets no unemployed etc.
Cancellation terms:
The Agency may cancel the management agreement with written notice
at any time if your instructions are such that they breach the
terms of the tenancy agreement, management agreement or laws of
the land.
The Agency may cancel the management agreement with written notice
at any time if we consider your instructions unacceptable
Either you or we may end the agreement with at least one months
written notice. However if you cancel our management whilst a
tenancy agreement is still current then we reserve the right to
charge to you commissions on the uncollected rent for the remainder
of that tenancy agreement or until the tenants vacate the premises,
whichever is the later.
Scale of charges
UK Residents Non UK residents
Fee for withdrawal of instructions prior to an application being
received £50 & VAT
Fee for withdrawal of instructions after an application has been
received but prior to the inception of the tenancy £200
& VAT
Letting fee for new tenancies £200 & VAT
Renewal of existing tenancies £35.00 & VATManagement
charge
Basic commission rate 11% & VAT 12.5% & VAT
Houses in multiple occupation and for tenants who claim Housing
benefit 12.5% & VAT 15% & VAT
Licensable H.M.O’s 15% & VAT 17.5% & VAT
Gas safety inspection/
Electrical safety inspection £25 & cost of inspection
based on trade prices
Energy efficiency certificate £150 including cost of inspection
Copy documents £1 & VAT per item
Extraneous visits to p[remises (valuations etc) £25 &
VAT
Preparation and service of notice to tenants for posession of
property £50 & VATMaintenance/insurance expenditure
on behalf of clients 10% & VAT
Application for House in Multiple occupation Upon request
Protection of tenants’ deposit Included in management fee
Preparation of inventory Included in management fee
There are no additional charges unless:
They become necessary by virtue of legislation or you have asked
us to do something that falls outside the scope of our usual terms
of management. In which case the charges will specifically be
brought to your attention and agreed with you in advance.
ACCEPTANCE OF TERMS OF BUSINESS (Pages 8-11)
I HEREBY CONFIRM THAT:
1. I am the owner of the above property AND/OR
2. I am able to enter into a management agreement on behalf of
the owner
AND THEREBY:
1. I/We Instruct Intercity Accommodation to manage the above property
on the terms of business which have already been provided to me
2. Authorise Intercity Accommodation to sign the tenancy agreement/s
and other documents on my behalf
AND FURTHER:
I understand that the terms of business may be varied with no
less than 28 days written notice to me and that the current terms
will always be displayed in the offices of Intercity Accommodation.
INCORRECT INFORMATION :
If the Landlord warrants that all the
information he has provided to the Agent is correct to the best
of his knowledge and belief. In the event that the Landlord provides
incorrect information to the Agent which causes the Agent to suffer
loss or causes legal proceedings to be taken the landlord agrees
to reimburse and compensate the Agent for all losses suffered.
SIGNATURE DATE
PROPERTY INFORMATION FORM
(PLEASE COMPLETE ONE FOR EACH PROPERTY)
PROPERTY TO BE MANAGED
ADDRESS
POST CODE
TELEPHONE NUMBER – WHEN IT WAS LAST CONNECTED
IS THIS PROPERTY A LICENSABLE HOUSE IN MULTIPLE OCCUPATION (H.M.O)?
(see page19)
IF SO PLEASE SUPPLY A COPY OF THE LICENSE OR A COPY OF A RECEIPT
FOR YOUR LICENSE APPLICATION
LENDER
Please supply written agreement from your lender for you to rent
your property
NAME OF LENDER
ADDRESS OF LENDER
TELEPHONE NUMBER
MORTGAGE/LOAN ACCOUNT NUMBER
LEASEHOLD PROPERTIES
Please supply a copy of any lease conditions and written permission
for you to rent your property.
MANAGEMENT COMMITTEE ADDRESS
CONTACT NAME
TELEPHONE NUMBER
AMOUNT OF SERVICE CHARGE
GUARANTEES
Please list below items within the premises that have the benefit
of a guarantee
DESCRIPTION OF ITEM DATE GUARANTEE
EXPIRES
INSTRUCTION BOOKLETS
Please list below any instruction booklets or notes that you are
supplying to this office for the benefit of the new occupier of
the above premises
GAS SAFETY
DO YOU HAVE A CURRENT GAS SAFETY CERTIFICATE? (see page 17) YES
NO
IF YES PLEASE SUPPLY COPY
DO YOU WANT THE AGENCY TO ENSURE FUTURE COMPLIANCE YES NO
ELECTRICAL SAFETY
DO YOU HAVE A CURRENT ELECTRICAL SAFETY CERTIFICATE FOR THE FIXED
WIRING INSTALATION AND FIXED APPLIANCES? (see page 18) YES NO
IF YES PLEASE SUPPLY COPY
DO YOU WANT THE AGENCY TO ENSURE FUTURE COMPLIANCE YES NO
ENERGY EFFICIENCY CERTIFICATE
DO YOU HAVE AN ENERGY EFFICIENCY CERTIFICATE ? YES NO
IF YES PLEASE SUPPLY A COPY OF THE CERTIFICATE ENCLOSED –
YES NO
IF NO – THE AGENCY WILL ARRANGE THIS PRIOR TO MARKETING
THE PROPERTY
REPAIRS
Unless you give details below of any preferred contractors in
the event of repairs, then the Agency will employ contractors
from our own list. We will endeavour to employ any preferred contractors
that are listed below – subject to their availability and
excepting for out of hour’s emergencies.
GAS
ELECTRICS
PLUMBING
JOINERY
DO YOU WANT TO TAKE OUT AN INSURANCE
POLICY FOR REPAIRS ?
YES NO
ALARM
If there is an alarm, then please complete the table below and
provide written instructions
NAME AND ADDRESS OF INSTALLER
TELEPHONE NUMBER
ALARM CODE
IS THERE IS NACOSS MAINTENANCE CONTRACT? YES NO
UTILITIES
GAS PROVIDER
LOCATION OF GAS METER
ELECTRICITY SUPPLIER
LOCATION OF ELECTRICITY METER
LOCATION OF FUSE BOX
LOCATION OF WATER METER
LOCATION OF WATER STOP TAP
LETTING PERIOD
The Agency will undertake lettings for periods of not less than
6 months and not more than 12 months at a time.
DATE THAT PREMISES ARE AVAILABLE TO LET
DATE THAT LETTING IS TO BE DISCONTINUED
SHOULD THE LETTING CONTINUE UNTIL FURTHER NOTICE FROM YOU?
YES NO
CONDITIONS/RESTRICTIONS
If you wish to place any conditions on this letting or any restrictions
on the type or numbers of tenant then please give details below
RENT
Rent is subject to seasonal demand and can vary so please indicate
the absolute minimum you require.
WHAT IS THE MINMUM GROSS RENT YOU REQUIRE (Per calendar month)
DOES THIS INCLUDE ANYTHING SUCH AS THE SERVICE CHARGE?
DO YOU HAVE ANY OTHER COMMENTS/INSTRUCTIONS?
DETAILS OF TITLED OWNERS
( PLEASE COMPLETE ONE FOR EACH OWNER)
FULL NAME OF OWNER
USUAL PLACE OF ABODE
CORESSPONDENCE ADDRESS (IF DIFFERENT)
DAY TIME CONTACT NUMBER
OUT OF HOURS CONTACT NUMBER
EMERGENCY CONTACT NUMBER
MOBILE NUMBER
E-MAIL ADDRESS
HOW MANY PEOPLE OWN THIS PROPERTY?
PAYMENT INSTRUCTIONS
NAME OF YOUR BANK
ADDRESS OF YOUR BANK
SORT CODE
ACCOUNT NUMBER
NAME ON THE ACCOUNT
IF YOUR ACCOUNT IS HELD WITH A BUILDING SOCIETY THEN PLEASE SUPPLY
ROLL NO
OVERSEAS LANDLORDS
Please complete this section if you are not going to be resident
in the U.K. during the letting. The Agency is able to offer an
accountancy service for non-resident Landlords - please enquire.
HAVE YOU COMPLETED A CLAIM FOR PERSONAL
ALLOWANCES
HAVE YOU COMPLETED A CLAIM FORM TO RECEIVE GROSS RENT
WHO WILL BE YOUR TAX ADVISOR/ACCOUNTANT?
NAME AND ADDRESS OF YOUR SOLICITOR
NATIONAL INSURANCE NUMBER
SIGNATURE DATE
THE FURNITURE AND FURNISHINGS (FIRE
SAFETY) REGULATIONS 1988
We would advise all property owners
who let residential furnished/part furnished properties in the
course of business, that they must ensure all post-1950 furniture
and furnishings conform to current fire resistance regulations
by 31 December 1996. Owners of residential furnished accommodation
who are not letting their property in the course of business are
exempt.
The regulations apply to the any of
the following which contain upholstery:
Furniture intended for private use in a dwelling including children's
furniture
Beds, headboards of beds and mattresses (of any size)
Sofa beds, futons and other convertibles
Nursery furniture
Garden furniture which is suitable for use in a dwelling
Scatter cushions and seat pads
Pillows
The regulations also apply to:
Loose covers for furniture
Stretch covers for furniture
The regulations do not apply to:
Sleeping bags
Bed clothes or duvets
Loose covers for mattresses
Pillowcases
Curtains
Carpets
Copies of a guide to the regulations
can be obtained from the West Yorkshire Trading standards office
on Leeds 253 0241 or by writing to
The Consumer Safety Unit
Department of Trade and Industry
Room 302
10-18 Victoria Street
LONDON SW1H 0NN
Copies of the regulations can be obtained
from HMSO bookshops (Austicks) or by writing to Her Majesty's
Stationery Office
HMSO Publications Centre
P.O. Box 276
LONDON SW8 5DT
Enquiries from persons wishing to ensure
that their furniture and furnishings meet the requirements of
the regulations should be made to the local (West Yorkshire) Trading
Standards Office.
SECTION 36(1) HEALTH & SAFETY AT WORK ACT 1974
REGULATIONS
On 31 October 1994, it became law that
all gas appliances, installations and related pipe work must be
regularly serviced and maintained in a safe condition so as to
prevent risk of injury to any person.
Each such appliance should therefore
be checked for safety by a suitably appointed engineer (Corgi
registered) at intervals of not more than 12 months.
A record of each safety check should be kept together with a record
of any defect/s found and remedial action taken.
These records should then be made available for inspection by
any person (e.g. tenant) who may be affected by the use or operation
of such appliance upon submission of reasonable notice.
A copy of a current gas safety certificate must be supplied to
the tenant within 14 days
It is the duty of the owner of any
such appliance OR (by agreement) that of his/her Agent to ensure
compliance with the above. If you wish the Agency to arrange compliance
with the above regulations on your behalf for your property then
an annual charge of £25 per property (regardless of the
number of gas appliances) will be made by the Agency in addition
to the cost of the works.
CURRENT CONTRACTOR : T.M. West Plumbing
Services Ltd
Unit 5a
New Craven Gate Industrial Estate LEEDS LS11 5NF
Tel: Leeds 2471 888
Fax: Leeds 2471 777
CURRENT COSTS EXCLUSIVE OF VAT: (As
at 1/4/08)
Gas fire servicing only £20.00
Gas hot water boiler servicing only £18.00
Central heating boiler servicing only £25.00
Back boiler unit servicing only £30.00
Gas wall heater servicing only £18.00
Combination boiler servicing only £30.00
Cooker safety check only £10.0
ELECTRICAL SAFETY TESTING OF FIXED
WRITING INSTALLATION AND FIXED APPLIANCES
The 2004 Housing Act makes it mandatory
that all licensable Houses in Multiple Occupation (H.M.O) should
have their fixed electrical wiring and fixed electrical appliances
tested for safety by a suitable qualified electrician, once every
5 years.
Leeds City Council further recommend
that Houses in Multiple Occupation, even those that do not require
a license also have the same 5 yearly inspections.
Such certificates must be supplied
upon demand by any official organisation or to any person having
an interest in the property (such as the tenant) within 7 days.
The inspection is conducted in accordance
with ‘16th Edition IEE Wiring Regulations, BS 7671' this
is then recorded on a 6 page form which highlights work needed
to upgrade the electrical installation to current regulations,
this report is recommended for house letting or purchase and will
demonstrate the integrity and safety of the installation.
It is recommended that a periodic electrical
installation report on the fixed wiring be carried out every 5
– 10 years depending on the age of the installation. Typical
costs range from £100-£200 depending upon size of
the property
The cost of testing the fixed electrical
appliances is currently £55 for up to 6 appliances.
Intercity Accommodation advises that
ALL rented properties should have this safety inspection. It is
once every 5 years and our charges for overseeing such compliance
are only £25 & VAT per property.
HOUSING ACT 2004
BRIEF SUMMARY OF H.M.O. (House in Multiple Occupation) REQUIREMENTS
Properties that require a license
If your property has 3 or more floors of ‘habitable’
accommodation AND has 5 or more ‘unrelated’ occupants
then you must apply for a license. These properties will need
to meet certain standards.
The deadline for submitting applications
to Leeds City Council for H.M.O. Licenses is the 3 July 2006.
Application forms and guidance notes can be downloaded from www.leeds.gov.uk
or by contacting our office
Intercity Accommodation will NOT be
able to continue to manage such properties unless you supply a
copy of a receipt from Leeds City Council to confirm that they
have received your application.
We should inform all owners that it
is a criminal offence to knowingly allow a property to be let
if it requires a license and does not have one. It is also a criminal
offence to fail, without reasonable excuse, to comply with any
conditions that might be attached to that license. All licenses
must be displayed at the property and the license will provide
information as to the maximum number of occupants that are permitted
and any conditions. It is also worthy of note that the Housing
Act 2004 entitles tenants who lives in an unlicensed property
(when it should be licensed) to claim a full refund on rent paid.
Please note that Intercity Accommodation
cannot ensure or monitor your compliance with H.M.O. requirements
and conditions but will endeavour to advise so far as we are able.
Properties that are H.M.O’s BUT
do NOT require a license
Properties that are shared by 3 or more ‘unrelated’
people, regardless of the number of habitable floors that the
property has – will be known as an H.M.O. and will need
to meet certain standards but these are not as strict as for the
licensable properties.
Advisory Standards for H.M.O’s
(both types)
The Managing Agents will have a duty to properly manage H.M.Os
whether it is a licensable property or not. This includes ensuring
that the property is safe, undertaking risk assessments, annual
servicing of fire alarm systems and the supply of gas and electrical
safety certificates within 7 days of such a request. Clearly the
demands of owning and managing an H.M.O have increased significantly
for both the Landlord and the managing agent. Intercity Accommodation
will (in an unqualified capacity) draw to the attention of owners,
any obvious defect with the property and take instructions
Queries
The H.M.O team at Leeds City Council can be contacted on (0113)
2476248 or by email to hmo.team@leeds.gov.uk
The Deposit Protection Scheme
The Agent is a member of the Tenancy Deposit Scheme, which is
administered by:
The Dispute Service Ltd
PO Box 541
Amersham
Bucks
HP6 6ZR
?phone 0845 226 7837
email deposits@tds.gb.com
fax 01494 431 123
If we are instructed by you/the Landlord to hold the Deposit,
we shall do so under the terms of the Tenancy Deposit Scheme.
The Agent holds tenancy deposits as stakeholder.
At the end of the tenancy:
1. If there is no dispute we/the Agent will keep any amounts agreed
as deductions where expenditure has been incurred on behalf of
the Landlord, or repay the whole or the balance of the Deposit
according to the conditions of the Tenancy Agreement with the
Landlord and the Tenant. Payment of the Deposit will be made within
10 working days of written consent from both parties.
2. If, after 10 working days following notification of a dispute
to the Agent/Member and reasonable attempts have been made in
that time to resolve any differences of opinion, there remains
an unresolved dispute between the Landlord and the Tenant over
the allocation of the Deposit it will (subject to 3 below) be
submitted to the ICE for adjudication. All parties agree to co-operate
with any adjudication.
3. When the amount in dispute is over £5,000 the Landlord
and the Tenant will agree by signing the Tenancy Agreement to
submit the dispute to formal arbitration through the engagement
of an arbitrator appointed by the ICE although, with the written
consent of both parties, the ICE may at his discretion accept
the dispute for adjudication. The appointment of an arbitrator
will incur an administration fee, to be fixed by the Board of
The Dispute Service Ltd from time to time, shared equally between
the Landlord and the Tenant. The liability for any subsequent
costs will be dependent upon the award made by the arbitrator.
4. The statutory rights of either you/the Landlord or the Tenant(s)
to take legal action against the other party remain unaffected.
5. It is not compulsory for the parties to refer the dispute to
the ICE for adjudication. The parties may, if either party chooses
to do so seek the decision of the Court. However, this process
may take longer and may incur further costs. Judges may, because
it is a condition of the Tenancy Agreement signed by both parties,
refer the dispute back to the ICE for adjudication. If the parties
do agree that the dispute should be resolved by the ICE, they
must accept the decision of the ICE as final and binding.
6. If there is a dispute I/we must remit to The Dispute Service
Ltd the full deposit, less any amounts already agreed by the parties
and paid over to them. This must be done within 10 working days
of being told that a dispute has been registered whether or not
you or I/we want to contest it. Failure to do so will not delay
the adjudication but The Dispute Service Ltd will take appropriate
action to recover the deposit and discipline me/us.
7. The Agent/we must co-operate with the ICE in the adjudication
of the dispute and follow any recommendations concerning the method
of the resolution of the dispute.
Energy Performance certificates
From the 1 October 2008, it will become
law that an energy performance certificate (EPC) is available
together with the surveyor’s recommendations. The survey
should be undertaken by a licensed Domestic Energy Assessor (DEA)
and must be undertaken for all rented accommodation that is being
marketed as available to new tenants or where an existing tenant
wishes to renew their tenancy. The certificate will be valid for
10 years.
The certificate will look a bit like
the coloured bars that are on many domestic appliances. It will
show two things, firstly the current efficiency of the property
and secondly the potential allowing for reasonable changes. There
will be two charts produced, one will be the energy efficiency
and the second will be the environmental impact rating. The rating
will be shown by a letter - A is the best and G is the worst.
Each EPC will have a unique serial number. The legislation allows
for a fine of £200 for failure to comply.
The big problem for the rental market
is that to reduce energy consumption by making a property more
energy efficient will be a cost to the landlord, and the gain
will be to save costs for the tenant. There are grants in many
areas for some properties to make improvements. Enquiries should
be made of the local authority to find out what is available.
The idea behind the EPC is that a prospective
tenant will be able to see the rating and make an informed choice
about whether or not to rent that property based on its energy
efficiency. It is our view that if two identical properties are
offered for rent at the same rental value and one has a better
EPC rating, then tenants may chose the better one. However, in
many cases there will be other differences which might have greater
influence.
There are wide differences in the number
of DEAs available and needed around the regions and it appears
that Leeds may not have enough. DEAs have to work with an accreditation
body for the assessment to be valid and the inspection results
have to be uploaded to an accredited provider.
Regardless of the merits and disadvantages
of EPCs; there is a requirement to comply with the legislation.
We have spoken with a number of licensed DEAs and it is clear
that demand for the surveys is predicted to be exceptionally high
during the summer months and in the short period following 1 October
2008. For this reason, Accommodation will arrange EPC surveys
on all managed properties at a cost of £150 per property
(regardless of the number of bedrooms). This includes the cost
of the survey, making arrangements for access and all the associated
administration. A copy of the report will also be forwarded to
you.
LET ONLY AGREEMENT
TERMS OF BUSINESS
In consideration of your instructing
us to act as your sole letting agents we will: -
1. Visit your property and advise you on the rental income that
we feel that you can realistically achieve for the property
2. Advise you on current demand for your type of property and
rented accommodation generally
3. Advise you on the standards of decor, heating and furniture
required for letting of your property
4. Advise you on consents you may need to obtain prior to the
letting such as from your Building Society and discuss with you
any conditions that they might impose on your letting
5. Provide you with guide lines to the gas safety and fire safety
requirements
6. Erect a 'to-let' board at your property and arrange appointments
with any prospective tenants
7. Provide an accompanied viewing service for all prospective
tenants
8. Consider applications from prospective tenants and take up
references as considered appropriate or as instructed by you
9. Discuss with you, if you so wish, the circumstances and references
of any prospective tenants prior to the granting of a tenancy
10. Prepare and obtain the tenants execution of a Shorthold Assured
Tenancy agreement under the terms of the Housing Act 1988 (as
amended by Housing Act 1996) as drafted by the Solicitors Law
Society and to prepare and serve any appropriate additional notices
that may be necessary or that you might require.
11. At an additional cost (see attached) we will prepare a detailed
inventory of the contents and schedule of conditions and on your
request we will make this available for you to check prior to
the tenant entering into possession of the property
12. Collect a deposit from your tenant usually the equivalent
of one months rent unless otherwise agreed with you. If you/the
Landlord decide(s) to hold the Deposit yourself, we will transfer
it to you within 5 days of receiving it. You/the Landlord must
then register it with another Tenancy Deposit Protection Scheme
within a further 9 days if the Tenancy is an Assured Shorthold
Tenancy. If you fail to do so the Tenant can take legal action
against you/the Landlord in the County Court. The Court will make
an order stating that you/the Landlord must pay the Deposit back
to the Tenant or lodge it with the custodial scheme which is known
as the Deposit Protection Scheme. In addition a further order
will be made requiring you/the Landlord to pay compensation to
the Tenant of an amount equal to three times the Deposit. You/the
Landlord will be unable to serve a Section 21 Notice on your Tenant
until compliance with the above conditions and the Court will
not grant you/the Landlord a possession order. We have/the Agent
has no liability for any loss suffered if you/ the Landlord fail
to comply.
13. We will take meter readings for the supply of gas and electricity
prior to your tenant’s occupation of the property (only
if instructed to prepare an inventory)
14. Issue keys, gas safety certificate and any other documents
that your tenants require providing that these have been supplied
to our office prior to the tenancy inception date
15. Collect the first rent payment from the date of inception
to the end of the calendar month unless the inception is within
10 days of the end of the month in which case the following months
rent will also be collected.
16. We will forward to you any monies collected together with
a statement of our charges and expenses which we will deduct from
the aforementioned
In return you must agree to:
Notify your Building Society or lender and receive their permission
for you to let your property
Notify your insurance company of your intention to let your property
Remove from the property, prior to our preparation of the inventory,
any items that you do not wish to include with the letting
Provide details and paperwork relating to any guarantees and instructions
Provide details of any repair contractors that you might prefer
to use although if they are unavailable or cannot respond within
a reasonable period of time then our own contractors will be employed
Provide details of your contact telephone/fax number/s and correspondence
address during our period as managing agents
Notify us if you do not intend to be resident in the U.K. during
the letting
Notify our office in writing and in advance of Intercity Accommodation
marketing your property of any restrictions to the letting such
as no smokers, no pets no unemployed etc.
Cancellation terms:
You can change your mind about letting your property at any time
with written notice providing that your property is empty and
no application has been received on your behalf with a prospective
tenant.
If you decline an application or cancel this agreement after an
application is received then a charge the equivalent of one weeks
rent will be levied
The Agency may cancel this agreement at any time if your instructions
are such that they breach the terms of the tenancy agreement,
management agreement or laws of the land or if your instructions
are unacceptable
Scale of charges:
A letting fee for each tenancy agreed, the equivalent of 2 weeks
rent
Expenses authorised by you upon production of receipts
Instructions that are withdrawn prior to a letting being achieved
will be subject to a charge of 1 weeks rent.
All charges are subject to VAT
Charges for inventories
UNFURNISHED FURNISHED
1 bedroom £60 £90.00
2 bedroom £80 £120.00
3 bedroom £100 £150.00
4 bedroom £120 £180.00
Extra bedrooms + £10 per bedroom + £15 per bedroom
There are no additional charges unless:
They become necessary by virtue of legislation or you have asked
us to do something that falls outside the scope of our usual terms.
In which case the charges will specifically be brought to your
attention and agreed with you in advance.
PROPERTY INFORMATION FORM
PROPERTY TO BE MANAGED
ADDRESS
POST CODE
TELEPHONE NUMBER – WHEN IT WAS LAST CONNECTED
LENDER
If your lender requires prior service of notices to your tenants
please supply details of your lender
NAME OF LENDER
ADDRESS OF LENDER
TELEPHONE NUMBER
MORTGAGE/LOAN ACCOUNT NUMBER
LEASEHOLD PROPERTIES
If your property is subject to a superior lease, please supply
details of the management company
MANAGEMENT COMMITTEE ADDRESS
CONTACT NAME
TELEPHONE NUMBER
AMOUNT OF SERVICE CHARGE
ITEMS TO HAND OVER TO THE TENANT (these
must be supplied to our office in advance of the tenancy inception)
Gas safety certificate?
Electrical wiring and fixed appliance certificate
H.M.O. License (if applicable)
Number of keys
Window lock keys
Garage keys
Alarm code & instructions
Instruction booklets/leaflets
UTILITIES
GAS PROVIDER
LOCATION OF GAS METER
ELECTRICITY SUPPLIER
LOCATION OF ELECTRICITY METER
LOCATION OF FUSE BOX
LOCATION OF WATER METER
LOCATION OF WATER STOP TAP
LETTING PERIOD
The Agency will undertake lettings for periods of not less than
6 months and not more than 12 months at a time.
DATE THAT PREMISES ARE AVAILABLE TO LET
DATE THAT LETTING IS TO BE DISCONTINUED
SHOULD THE LETTING CONTINUE UNTIL FURTHER NOTICE FROM YOU?
YES NO
CONDITIONS/RESTRICTIONS
If you wish to place any conditions on this letting or any restrictions
on the type of tenant then please give details belo
RENT
Rent is subject to seasonal demand and can vary so please indicate
the absolute minimum you require.
WHAT IS THE MINMUM GROSS RENT YOU REQUIRE (Per calendar month)
DOES THIS INCLUDE ANYTHING SUCH AS THE SERVICE CHARGE?
VALUE OF RETURNABLE DEPOSIT
HOW WOULD YOU LIKE YOUR TENANTS TO
PAY THEIR RENT
PAYMENT INSTRUCTIONS
NAME OF YOUR BANK
ADDRESS OF YOUR BANK
SORT CODE
ACCOUNT NUMBER
NAME ON THE ACCOUNT
IF YOUR ACCOUNT IS HELD WITH A BUILDING SOCIETY THEN PLEASE SUPPLY
ROLL NO
YOUR CONTACT DETAILS
YOUR NAME AS IT SHOULD APPEAR ON THE TENANCY AGREEMENT
FULL ADDRESS INCLUDING POST CODE FOR THE SERVICE OF NOTICES
DAY TIME CONTACT NUMBER
OUT OF HOURS CONTACT NUMBER
EMERGENCY CONTACT NUMBER
MOBILE NUMBER
E-MAIL ADDRESS
DO YOU HAVE ANY OTHER COMMENTS/INSTRUCTIONS?
SIGNATURE DATE
Intercity Accommodation
21 Moor Road Tel: (0113) 2302303 / 2302304
Far Headingley Fax: (0113) 2302305
LEEDS E-mail: enquiries@intercity-accommodation.co.uk
LS6 4BG Website: www.intercity-accommodation.co.uk
DETAILS OF TITLED OWNERS
( PLEASE COMPLETE ONE FOR EACH OWNER)
FULL NAME OF OWNER
USUAL PLACE OF ABODE
CORESSPONDENCE ADDRESS (IF DIFFERENT)
DAY TIME CONTACT NUMBER
OUT OF HOURS CONTACT NUMBER
EMERGENCY CONTACT NUMBER
MOBILE NUMBER
E-MAIL ADDRESS
HOW MANY PEOPLE OWN THIS PROPERTY?
DETAILS OF DEPOSIT PROTECTION SCHEME
OVERSEAS LANDLORDS
Please complete this section if you are not going to be resident
in the U.K. during the letting. The Agency is able to offer an
accountancy service for non-resident Landlords - please enquire.
HAVE YOU COMPLETED A CLAIM FOR PERSONAL
ALLOWANCES
HAVE YOU COMPLETED A CLAIM FORM TO RECEIVE GROSS RENT
WHO WILL BE YOUR TAX ADVISOR/ACCOUNTANT?
NAME AND ADDRESS OF YOUR SOLICITOR
NATIONAL INSURANCE NUMBER
SIGNATURE DATE
ACCEPTANCE OF TERMS OF BUSINESS
I HEREBY CONFIRM THAT:
I am the owner of the property situated
at
AND/OR I am able to enter into a letting
agreement on behalf of the owner (see page 7)
AND THEREBY:
I/We Instruct Intercity Accommodation
to let the above property on the terms of business which have
already been provided to and by me (pages 2-9 inc) and authorise
Intercity Accommodation to sign the tenancy agreement/s and other
documents on my behalf
AND FURTHER:
I understand that the terms of business
may be varied with no less than 28 days written notice to me and
that the current terms will always be displayed in the offices
of Intercity Accommodation.
SIGNATURE DATE
Website marketing.
We can offer you internet advertising
that is effective.
Upon a one off advance payment of £99.00
(debit card only) to this office, we will immediately place your
property details on our website. You are purchasing one designated
advertising space at www.intercity-accommodation.co.uk for twelve
months. Our site is well maintained and highly visible for all
the normal search terms within our industry.
IcA will normally appear in the first
five positions on the first page on Google at any time. This elicits
a good level of enquiries from prospects.
Your property details and contact numbers
will remain on our site until you advise it is let or not available.
It is imperative to keep us advised as www.intercity-accommodation.co.uk
is a `fresh` site edited twice daily.
+44 113 2302303 or 4
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