Letting Procedure

 

(1) References

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SWO & Co will obtain references from prospective tenants interested in renting the property, i.e., bank statements, employer references and a reference from the previous landlord. We instruct a reputable referencing agency to carry out the reference checks. If necessary, additional security would be requested by means of a guarantor.

 

SWO & Co limit the extent of their liability regarding any references the tenant provides.  

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(2) Tenancy Agreements

 

SWO & Co will prepare the relevant tenancy agreement, i.e., Assured Shorthold Tenancies. This service is provided at no extra cost unless complicated alterations are required by the landlord, in which case, SWO & Co has the right to consult with solicitors at a cost to the landlord.

 

(3) Deposits 

 

SWO & Co will protect deposits with Deposit Protection Scheme (DPS), a government-approved tenancy deposit scheme under the custodial scheme, within thirty days of receipt from the tenant. Once registered, the deposit certificate with the prescribed information and DPS terms and conditions will be sent to the tenant. In the event of any damage by the tenant to the property during the letting period, or any dispute between the tenant and landlord in regard to the deposit, DPS offers a free dispute resolution service. 

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(4) Inventory

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SWO & Co can provide a complete video inventory at no extra cost, which consists of all contents, fixtures and fittings being recorded at the beginning and end of the tenancy.

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(5) Rent Collection

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SWO & Co collects the rent stipulated in the tenancy agreement, deducts commission and pays the net rent direct to the landlord, according to their instructions. We are registered with Client Money Protect, and as per client money handling procedures, rent is held in a designated client account. SWO & Co may also arrange to deduct monies for outgoing services on behalf of the landlord i.e., service charges, major works, ground rent and insurance. This additional service is at no extra cost; however, this service must be requested in writing by the landlord. Although SWO & Co endeavours to make payments on behalf of the landlord, no liability is accepted directly or indirectly as a consequence of the above. Therefore the landlord must monitor all outgoings in respect of their property.

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Please note that SWO & Co are not liable for any rent, late payment(s) or non-payment of rent or other liabilities incurred by the tenant. 

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In the case of the above, SWO & Co endeavour to inform the landlord as early as possible so that they may instruct solicitors to act as necessary.

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The landlord must provide an address in England at which notices in proceedings may be served, and unless otherwise instructed, SWO & Co use their office address for this purpose. Although SWO & Co endeavours to forward any notices promptly, no liability is accepted for any loss or damage incurred directly or indirectly from actions in this respect.

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(6) Regular Inspections

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SWO & Co endeavour to ensure that the property and contents are reasonably maintained and aim to visit the property at least twice a year and report any problems to the landlord. 

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SWO & Co representatives may not be qualified surveyors; therefore, no liability is accepted for failing to locate structural defects, such as dampness or rot, which may not be immediately apparent. 

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(7) Maintenance and Repairs

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On the landlord's instructions, we can arrange to employ contractors at SWO & Co's discretion to carry out the appropriate work(s). SWO & Co will endeavour to provide only known, reliable contractors and workers. However, warranties and liabilities for the quality of the work(s) remain those of the contractor(s)/workers. Please note such repair instructions must be requested in writing by the landlord. 

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(8) Utility Accounts

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SWO & Co will inform the relevant council tax of any changes of tenants at the commencement of the tenancy. For all other utility providers, it is the tenant's responsibility to make the necessary changes. 

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(9) Rent Statements

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If the landlord requests, SWO & Co will ensure that rent statements are sent out monthly or quarterly.

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(10) Legal Matters 

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If any rent arrears or breaches of the tenancy agreement have been brought to our attention, SWO & co will inform the landlord as soon as possible. The landlord is responsible for legal costs or any other payments in this respect.

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(11) Bank Accounts 

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All rent due to the landlord is held in a designated client account. Security deposits paid by tenants are protected with Deposit Protection Scheme (DPS), a government-approved tenancy deposit scheme under the custodial scheme. 

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(12) Income Tax Payment for Non-resident Landlords 

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If the landlord is not a UK resident, SWO & Co will retain an amount from the gross rent received to cover the potential income tax liability. This will remain the case until HMRC has approved the non-resident landlord to receive rental income with no tax deducted at source. 

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(13) Community Charge and Council Tax

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It is the responsibility of the landlord to pay the service charge, major works and ground rent, if applicable, for the property. It is also the responsibility of the landlord to pay the council tax when the property remains vacant. The tenant is responsible for paying the council tax throughout the entire duration of the tenancy period. 

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(14) Fees and Commissions

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Residential lettings are either on a 6% (let only service), 8% (rent collection service) or 10% (full management service) commission basis only. Our commission is payable every month or on receipt of the rent according to the terms of rental payments stipulated in the tenancy agreement. 

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