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Routine Actions
Principles of Lettings Online
Routine Actions When
Creating a Tenancy
• Alongside the routine documents, there are
also several routine actions when creating a
tenancy
• A checklist or diary system will ensure you
don’t forget anything
• It’s far easier to do things at the start of the
tenancy as opposed to mid way through
(such as dealing with utility companies)
Final Negotiations
Agree final terms of the
agreement such as:
• Rent payable
• Terms of contract
• Items included, such as
furniture
• Move in date
Legal Documents
• If taking a holding deposit, ensure
receipt given
• Draft tenancy and send to tenant (and
any guarantor) in advance of signing to
provide ample time for consideration
• Provide tenant with ‘How to Rent’ guide
• Commission or carry out a
comprehensive inventory of the
property
Actions on Check In
• Before handing over key, ensure
outstanding rent, deposit, and fees are
paid
• Sign tenancy and guarantor form
(must be witnessed)
• Get the tenants signature to confirm
they have received the relevant
documents to ensure you are
compliant with the Deregulation Act ‘15
Current Deregulation Act requirements are: How to
Rent guide, copy of EPC, copy of current Gas Safety
Certificate
Tenancy Deposit
Requirements
Landlords taking a security deposit must:
• Protect the deposit with an approved government
scheme within 30 days of receiving it.
• Issue the tenant with the prescribed information,
any scheme leaflet or terms and conditions, and
the deposit protection certificate within 30 days of
receiving the deposit.
• The tenant must be given the ‘opportunity’ to sign
the prescribed information.
Available Schemes
DPS provide both a custodial (free scheme) and
An insurance scheme (fee payable)
My deposits provide an insurance scheme only
TDS provide an insurance scheme only
The RLA Scheme
• The RLA are working in partnership with the
TDS to provide deposit guard.
• Discounted insurance based deposit
protection for members only
Tenancy Deposits –
Failure to Comply
Failure to protect the deposit within 30 days
of receiving it and issue the prescribed
information, scheme leaflet and deposit
protection certificate carries two penalties:
• Inability to rely on a S21
• Availability for tenants to sue for financial
penalty of up to 3 times the deposit.
Transfer Utilities
• Landlords are obliged to notify
the water company of the new
occupiers
• Highly recommended to take
meter readings and notify gas
and electric companies of new
occupiers (to avoid being liable
yourself)
• Highly recommended to notify
council tax of new occupiers (to
avoid being liable yourself)
Welcome Packs
To avoid confusion (and work for you!) it’s beneficial to
provide a welcome back with useful information to
tenants to include:
• Location of stop tap
• Instruction manuals for heating and any appliances
supplied
• Location of fuse box
• How to increase pressure on combination boilers
• Emergency contact details and preferred contact for
repairs
• How and where to pay rent

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Routine actions

  • 2. Routine Actions When Creating a Tenancy • Alongside the routine documents, there are also several routine actions when creating a tenancy • A checklist or diary system will ensure you don’t forget anything • It’s far easier to do things at the start of the tenancy as opposed to mid way through (such as dealing with utility companies)
  • 3. Final Negotiations Agree final terms of the agreement such as: • Rent payable • Terms of contract • Items included, such as furniture • Move in date
  • 4. Legal Documents • If taking a holding deposit, ensure receipt given • Draft tenancy and send to tenant (and any guarantor) in advance of signing to provide ample time for consideration • Provide tenant with ‘How to Rent’ guide • Commission or carry out a comprehensive inventory of the property
  • 5. Actions on Check In • Before handing over key, ensure outstanding rent, deposit, and fees are paid • Sign tenancy and guarantor form (must be witnessed) • Get the tenants signature to confirm they have received the relevant documents to ensure you are compliant with the Deregulation Act ‘15 Current Deregulation Act requirements are: How to Rent guide, copy of EPC, copy of current Gas Safety Certificate
  • 6. Tenancy Deposit Requirements Landlords taking a security deposit must: • Protect the deposit with an approved government scheme within 30 days of receiving it. • Issue the tenant with the prescribed information, any scheme leaflet or terms and conditions, and the deposit protection certificate within 30 days of receiving the deposit. • The tenant must be given the ‘opportunity’ to sign the prescribed information.
  • 7. Available Schemes DPS provide both a custodial (free scheme) and An insurance scheme (fee payable) My deposits provide an insurance scheme only TDS provide an insurance scheme only
  • 8. The RLA Scheme • The RLA are working in partnership with the TDS to provide deposit guard. • Discounted insurance based deposit protection for members only
  • 9. Tenancy Deposits – Failure to Comply Failure to protect the deposit within 30 days of receiving it and issue the prescribed information, scheme leaflet and deposit protection certificate carries two penalties: • Inability to rely on a S21 • Availability for tenants to sue for financial penalty of up to 3 times the deposit.
  • 10. Transfer Utilities • Landlords are obliged to notify the water company of the new occupiers • Highly recommended to take meter readings and notify gas and electric companies of new occupiers (to avoid being liable yourself) • Highly recommended to notify council tax of new occupiers (to avoid being liable yourself)
  • 11. Welcome Packs To avoid confusion (and work for you!) it’s beneficial to provide a welcome back with useful information to tenants to include: • Location of stop tap • Instruction manuals for heating and any appliances supplied • Location of fuse box • How to increase pressure on combination boilers • Emergency contact details and preferred contact for repairs • How and where to pay rent