A Guide for Landlords

WHY CHOOSE US?

As Residential Letting and Managing Agents, we provide a comprehensive property letting service.

With a wide network of residential offices spanning Devon, Dorset and Somerset, we have a vital link throughout the West Country. We understand the market, both nationally and locally, giving you wellrounded and expert advice.

Our managers have decades of industry expertise and lead teams of ARLA or RICS qualified agents. We are committed to staying up-to-date and providing a seamless experience for landlords.

We have an extensive online presence to help market your rental property, including popular property sites such as Rightmove, Zoopla, OnTheMarket and PrimeLocation, as well as our own website and social media channels.

We ensure to vet candidates to find the right tenants to suit your requirements.

The residential lettings market remains very active with many people renting rather then buying.

If you are thinking of buying a property to let, we will be more than happy to advise you about its suitability. Similarly, if you already have a property to let and have questions or are looking for a trusted agent to guide you, we can help.

We look forward to helping you on your letting journey.

“They are always excellent with their service and advice, and prompt in their response to any problems that occur. I always feel that I get a personal service from them.”

-

Ms P Waller, Landlord

PREPARING THE TENANCY

LETTING THE PROPERTY

Once instructed as agents, we will commence a search for suitable tenants. Depending on which service you choose, we will either accompany viewings or make a mutually convenient appointment for you.

As soon as suitable prospective tenants have been found we will negotiate the terms and commence the referencing process. When satisfactory references, including ID verification, are obtained we will review the final report to assist in making a recommendation to you. If you wish, we could arrange a meeting with you before a decision is made.

REFERENCES

We take references appropriate to the potential tenants. We use an external company to carry out a detailed check including credit and employment history of the prospective tenants. If there was any question of doubt about the ability to pay rent, job security or the return of an unsuccessful reference report, we would advise only to proceed if a suitable guarantor could be provided.

CLEANING

It is important that the property is clean throughout before the tenants move in. We strongly recommend that the property, including carpets, are professionally cleaned and, if applicable, the garden is in good seasonal order.

THE TENANCY AGREEMENT

We will discuss with you the most suitable terms and conditions within the Assured Periodic Tenancy (APT) introduced by the Renters’ Rights Act 2026.

Please note that once the tenancy agreement has been signed and the start date has passed, the tenancy is legally in effect. Under the Renters’ Rights Act 2026, we cannot withhold keys and the tenancy must commence.

TENANT INFORMATION

Prior to the tenants taking possession, we will provide them with information setting out details for residing in the property, breaking down their obligations and explaining our procedures and expectations.

SECURITY DEPOSIT

We would normally collect a security deposit from the tenants, the equivalent of five weeks’ rent. This is paid to and registered with The Tenancy Deposit Scheme, in accordance with the terms and conditions of their custodial scheme.

INVENTORY & SCHEDULE OF CONDITION

We prepare a detailed inventory and schedule of condition to include dated photographs of the property and garden. The tenants will be provided with a copy of this document and asked to read through and make any changes where necessary, before returning a signed copy within seven days.

DURING THE TENANCY

RENT

Rent is usually payable monthly in advance. Under our Full Management service, we will collect the rent and account to you at agreed periods (usually monthly).

Rent to landlords will be paid within 10 working days of receipt of cleared funds. Occasionally this can take longer during Bank Holiday periods.

We will aim to ensure that rents are collected on time. Should a payment be late, we will advise you and pay the due rent as soon as it has cleared through our system. In common with all letting agents, we cannot be liable for non-payment of rent. However, we are able to offer Legal Expenses & Rent Protection Cover to landlords and will be happy to discuss this with you

PROPERTY INSPECTIONS

With both our Full Management services, we make regular visits to the property on your behalf and report our findings. The main purpose of such visits is to check if there are any matters that require your attention.

We also seek to check that the tenants are abiding by the agreement and not damaging the property in any way. We also give the tenants advice, if necessary, on any issues we may find.

However, tenants do have a right of privacy. We, and you as the landlord, can only enter the property with their consent. Similarly, we are not able to comment on the tenant’s lifestyle or cleaning standards unless the property is being adversely affected.

SERVING NOTICE

If you require possession of the property, vacant possession cannot be sought within the first 12 months, unless there are breaches of the tenancy terms. Four months’ notice is required, serviceable from the eighth month. We are able to offer advice regarding the Section 8 grounds for possession as introduced by the Renters’ Rights Act 2026.

PROBLEMS

In the event of difficulty, whether the tenants are failing to pay rent or have broken terms of the Tenancy Agreement, we can discuss with you the process to enforce the terms of the agreement.

“I would highly recommend

them, they

have

your best interests at heart at all times, and

they have never let me down.”

- Ms W Hort, Landlord

AFTER THE TENANCY

CHECK OUT

When the tenants are checked out of a property we give them a fair opportunity to review the inventory and we will deal with any discrepancies. We also provide you with a detailed property condition report after the tenants vacate, if contracted to do so.

SECURITY DEPOSIT

At the end of the tenancy, this will be returned to the tenants, less any deductions made to cover breaches of the agreement. We are unable to deduct monies from the deposit without the tenant’s consent. We have a procedure for dealing with deposit disputes and will always endeavour to settle matters quickly and satisfactorily. Should we fail to negotiate between parties over dilapidation costs, then we reserve the right to forward the case to the TDS for adjudication.

“We felt truly valued as tenants. We knew what was happening at every step of the tenancy and knew they were on-hand to advise us where needed. Thank you for making us feel at home!”

- Mr H Ross, Tenant

OTHER NOTABLE CONSIDERATIONS

GARDENS & OUTSIDE AREAS

Tenants are required to keep these areas in good seasonal order. Standards of gardening ability and knowledge can vary considerably. If the garden is particularly important or has special features, we suggest that the landlord provides a full gardening service, the cost of which will be included in the rent. The extent of this can be negotiable and we will monitor the condition during our property inspections as part of our Full Management service.

INSURANCE

We always advise landlords to make sure that the property and its contents are adequately insured (unfurnished properties may still have contents such as curtains, white goods etc.) It is extremely important that you advise your insurance company that you are proposing to let your property and that you confirm to them once this has been done. Failure to do so could result in you losing insurance cover. Some insurers impose lettings conditions and we would require these details as this may affect the choice of the tenants.

LANDLORD’S OBLIGATIONS

It is always the landlord’s obligation to keep the property and services such as heating and water supply in good repair. Under our Full Management service we will agree your provisions for emergency repairs, for example; a burst pipe. When excessive works are required in a non-emergency situation, we will discuss the options with you, before proceeding.

UTILITY BILLS & SERVICES

It is usual for the tenants to pay charges for council tax, electricity and gas. We will notify the authorities and service suppliers and, if necessary, take meter readings. (Tenants are, of course, entitled to change suppliers for gas and electricity.) Water rates will normally be put into the tenant’s name. If there is a water meter then a reading will be requested.

PETS, CHILDREN & BENEFITS

Landlords will have 28 days to consider requests to rent with a pet and will not be able to unreasonably withhold consent, providing valid reasons if it is refused. For instance a top floor flat with no lift or garden would not be suitable for a dog. Tenants will be able to challenge refusals at a Tribunal.

It is illegal to discriminate against tenants who have children or are on benefits. Landlords and lettings agents cannot do anything to make tenants less likely to rent a particular property, or withhold any information, such as its availability due to the tenant’s situation.

OTHER NOTABLE CONSIDERATIONS

MORTGAGED PROPERTY

If your property is mortgaged, the mortgage deed will almost certainly require the written consent of the lender to be obtained before you let the property. Lenders will not deal with us in relation to the mortgage and so you will need to fill out their application form. We would be happy to help and provide any information necessary. It is advisable for you to approach your lender at an early stage to see what the financial consequences are likely to be. Please note: some lenders charge an administration fee.

ATTIC, CELLAR & EXCLUDED AREAS

We do not inspect the above areas but we may ask you to confirm the contents of these areas (if any) as this may affect safety and/or insurance issues. It is strongly recommended that you do not store items or restrict any access to the property once let, as this may affect the council tax and/or utility liability.

RIGHTS & RESTRICTIONS AFFECTING YOUR PROPERTY

Whether your property is freehold or leasehold there may be special rights or restrictions (for example, restrictions relating to commercial vehicles, caravans, boats etc.) We will also need to be made aware if there are any rights of way affecting the property. We will need to have details of these to include in the Tenancy Agreement.

PROOF OF OWNERSHIP

Prior to marketing, you will be required to provide us with proof of ownership documentation. If you are unable to provide this information, we can access the Land Registry website and an additional charge will apply.

LEASEHOLD PROPERTY

If your property is leasehold, you may require the consent of the freeholder for your proposed letting. We will require a copy of the headlease as this will need to be provided to the tenants.

INCOME TAX

Income received from letting your property will be subject to income tax and you will need to include details of the income and allowable expenses when completing your income tax return. HMRC may ask us directly for details of any income we pay to you, which we are obliged to supply.

If you live abroad we, as your agents, will be required by HMRC to pay any tax liability that arises on rents collected by us on your behalf. We will therefore deduct Non-Resident Landlord Tax at the basic rate from rent payments received. You may be entitled to receive rent without deductions of tax and we strongly recommend you consider this. If you live abroad we will be happy to advise you further.

LEGAL REQUIREMENTS

There are strict regulations relating to the fire resistance of soft furnishings that are included in the letting. There are some exemptions but a breach of these regulations can result in criminal proceedings. If you propose including soft furnishings we will advise you on the appropriate regulations. The regulations make it clear that there must be no non-compliant furniture on any part of the property including the garage, garden or attic.

Landlords who provide residential accommodation, as the person in control of their premises or responsible for the water systems in their premises, have a legal duty to ensure that the risk of exposure of tenants to legionella is properly assessed and controlled.

Under current safety regulations it is the landlord’s responsibility to ensure that the gas and electrical systems and appliances at the property are maintained in a safe condition and serviced by a qualified contractor.

A landlord gas safety check must be carried out annually and a safety record issued.

An electrical check also needs to be carried out and an Electrical Installation Condition Report issued. This needs to be updated every five years.

If any appliances are included in the letting it will be the landlord’s responsibility to ensure they are safe and the user instructions/ manuals are supplied when the property is let. The law may also require the landlord to repair or replace these should they become defective.

Plugs and sockets regulations apply and the landlord must ensure that all plugs, leads and sockets are checked for safety and correctly fused before tenants takes possession.

If the property has working open fireplaces, we recommend that you arrange for these to be swept by a qualified contractor ahead of the start of the tenancy.

All properties must have smoke detectors at the rate of at least one per habitable floor. These must be checked and working when tenants take possession, but our Tenancy Agreement places the liability for the ongoing testing on the tenants. Landlords are responsible for providing carbon monoxide alarms in every room where solid fuel can be burnt, to include boilers.

Since April 2020, it is illegal to rent out domestic properties with an EPC rating below an E. We will keep you updated and offer guidance in line with changing legislation. Certain buildings may be exempt from having an EPC, if this is the case, you will need to apply for an exemption certificate that is valid for five years. You must provide us with the Government exemption certificate prior to marketing; we can offer further guidance should this apply to your property.

A tenant or other party may ask the local authority to carry out an inspection of the property under the Housing Health and Safety Rating System. The local authority has significant powers to require property owners to make the property safe. The system is based on whoever may be considered the most vulnerable person to occupy the property. We will explain how these regulations may affect you. We will also assist you with the outcomes of such an inspection.

There are definitions about what constitutes a house of multiple occupation (HMO). We will advise you about this as there are legal consequences in letting a property to sharers.

The property must be a safe environment for tenants and we will assist you in checking all safety aspects of the property prior to the tenants moving in.

RENT PROTECTION & LEGAL EXPENSES

No matter how well prospective tenants are vetted, there can be a risk that tenants will prove to be unsatisfactory, sometimes due to unforeseen changes in their own personal circumstances. Whilst court proceedings can be taken to enforce the terms and conditions of the Tenancy Agreement, this is often expensive and it is unlikely that you will recover the full costs involved from the tenants. We strongly recommend legal expenses cover to guard against the risks involved. Similarly, cover is available so that your income from the rent is not lost in the event of any non-payments. This is something that we are able to offer within our Full Management Plus service.

STEPS TO BE TAKEN BEFORE THE TENANCY BEGINS

A check list for your convenience

Arrange an initial Market Appraisal with us

Decide which level of service you require, complete and sign the Agency Agreement

Instruct an Energy Performance Certificate (EPC) if required, or ask us to arrange

Contact your mortgage lender and/or freeholder for their consent to let

Contact your insurer (buildings and contents) for details of their requirements

Decide which items (if any) are to be left at the property and remove all valuables

If the property is furnished, ensure the furnishings comply with fire regulations

Discuss potential safety issues with us

Instruct gas, electrical safety checks, the legionella risk assessment and chimney sweep or ask us to arrange

Ensure the property is cleaned and presented ready for the letting, or ask us to arrange

Consider what level of work needs to be done in the garden. Do you need to consider a gardening service?

Arrange for sufficient keys to be provided, to include one set of front and back access keys for each tenant, along with one full management set

If you are residing outside of the UK, apply for an approval certificate to enable us to pay rent to you without deduction of tax

Have more questions or ready to get started? Talk to us today.