Landlords

Services Provided

Evans Estates is a family-run lettings agency based in Penygroes near Cross Hands, South West Wales. We are an established business, with a wealth of experience passed down through generations for over 100 years.

As well as hands-on experience, our director, Catrin Evans-Williams, holds qualifications in Legal Studies financial studies and is Licenced member of Rent Smart Wales.

We are confident that our director and dedicated team provide our landlords with the excellent service and knowledge they should expect.

If Evans Estates fails to let the property within the first 8 weeks, an admin charge of £25 will be invoiced to the Landlord for the advertisement, marketing of the property, erection of a ‘to let’ sign and the arranging of viewings. If the full management package is chosen by the Landlord and Evans Lettings and Sales fails to let the property, the standard £25 admin charge will apply including the £0.40 per mile travelled when conducting a viewing of the property.

If the Landlord continues with Evans Estates after the eight-week period, and Evans Estates lets the property and continues with the package chosen at the commencement of the 8 weeks the one off admin charge and mileage charge (if applicable) will be refunded to the Landlord and the Landlord will only be invoiced for the package chosen.

We offer two service packages to suit and fulfil you requirements:

Package 1: Letting Only Service - £250.00

Marketing of your property through all local newspapers.
Marketing of your property on the Evans Estates website: evansestates.co.uk
Marketing of your property on the UK’s most popular property websites, e.g. Zoopla & Prime Location
Erection of “To Let” signage outside the rental property.
All tenants are registers and I.D. checked (avoiding time wasting).
We will deal with tenant queries in relation to the tenancy process and property issues.
Text and email alerts will be sent to tenants highlighting new available properties.
Evans Lettings and Sales will arrange viewing appointments.
Employer reference, previous landlord reference and credit checks made on potential tenant.
We will arrange a Guarantor Agreement if necessary.
We will draw up the Tenancy Agreement.
We will collect one month’s rent in advance, with the promise of cleared funds before handover of keys.
We will ensure the landlord complies with the new Tenancy Deposit Protection Scheme implemented under the Housing Act 2004. (The Landlord must state whether he/she requires us to deposit the bond into a Deposit Protection Service (DPS) for an additional fee, set out in the additional fees section).
We will supply a sample inventory, along with advice needed.
We will provide a free follow-up advice service on any tenancy issues.
We will supply the landlord with the correct legal notices for rent increase or end of tenancy, along with advice if required.

Package 2: Full Management Service - £299 + 10% of monthly rent

Everything offered in the (“Letting Only Service” package)
Landlords are offered a meeting with the director to discuss achieving the best presentation for your property, and maximum return.
Evans Lettings will ensure that landlords meet their obligations by holding a gas, electricity, soft furnishings and EPC (information about the Energy Performance Certificate is included within this package) certificates and checks for the property.
Accompanied viewings with potential tenants (if necessary).
Detailed inventory and Schedule of Condition of the property on commencement and end of tenancy.
Quarterly inspections.
Rent will be collected via Standing Order, when specified in Tenancy Agreement. Any late rental payments will be pursued and forwarded to you, the landlord.
Management of repairs and maintenance issues: We will obtain quotes, using only professional tradesmen/women to supply you with the most efficient and effective repairs (please refer to additional charges).
The bond will be held in our own DPS account throughout the tenancy, unless the landlord requests an alternative holding scheme.
Evans Lettings and Sales will attempt to arbitrate disputes between landlords and tenants for ten days (at no extra costs). If disputes have not been resolved within this time period, the dispute will be referred to the Dispute Service for independent arbitration.

Additional Charges with regards to repairs and maintenance: Any works or repairs organised and supervised by Evans Estates will include a 10% charge of the total cost.

Basic advice for Landlords

Tenants

Finding the right tenant for a property is the biggest worry of a landlord, therefore we will try our hardest to reassure the landlord by using our referencing checks. We start by liaising with you for the type of tenant you wish to occupy your property, then we match this to our list of prospective tenants. The tenant must supply us with an initial holding deposit, two references and pass a Credit Check. Upon commencement of the aforementioned, and if Landlord is satisfied, we will then commence with the tenancy arrangements.

Private tenants

When dealing with private tenants, we usually take references from their employer, previous landlord and/or a credit check is made to reassure the landlord of their financial history.

Tenants eligible for Local Housing Allowance (LHA)

The LHA is paid directly to the tenants. It is only paid directly to the landlord if the tenants are in arrears of over 2 months, or have medical/mental health problems that prevent them from handling their financial obligations. Tenants who receive LHA will pay their rent to us monthly, in advance (if the Landlord is on the “Full Management Package”), otherwise it is paid direct to the Landlord.

Keys

With regards to landlords requesting the “Full Management Package”, we would normally require two sets of keys to the property. One set will be handed to the tenant upon commencement of the tenancy, and the other set will be retained securely in our office for emergencies.

Tenancy Agreement/commencement of the tenancy:

Most new tenancies commence with a contract which is a maximum six months Assured Shorthold Tenancy. We will send you a reminder on whether or not you wish to renew the contract. You may choose to renew the tenancy, however you may allow the tenancy to run into, what is known legally as, a “Periodic Tenancy”. This allows the tenant to stay in the property under the terms of the original contract.

Should the tenant wish to leave, they are only required to give one month's notice from the date of when the next rent payment is due. If the landlord requires possession of the property, he/she is required to give two months clear notice, from the date of when the next rent payment is due.

Please note, that once a Section 21 notice has been served on the tenants and the tenant refuses to leave, this notice can only be enforced by a Court of Law. We can advise the landlord on the steps needed to regain possession. Serving notice does not guarantee that the tenant will vacate the property on the agreed date.

The Tenancy Agreement must be carefully drafted. It must also be read, understood and if agreed, signed by the landlord and tenant so that it can be used to support reasonable claims regarding its terms and issues that may arise with regards to the deposit. All adjudications will rely on this agreement, as the contract is binding for both the landlord and tenant.

The tenancy commences on the date shown in the Tenancy Agreement. If you wish to select the “Full Management Package”, we will compile the inventory on the commencement of the tenancy and also take the meter readings. These readings are then passed on to the appropriate companies. We also inform the council of any changes made in tenancy.

We must advise that we cannot inform British Telecom (BT) of any changes in tenancy. All communications must be done by the user of the service.

Rent

When we initially assess a property, we indicate what we believe to be a realistic market value rent (there may be a need for negotiations between landlord and tenant). For tenants in receipt of LHA, the final rent allowance paid by the council will depend upon an independent assessment by a rent officer.

Deposits: The Housing Act 2004

The deposit is a guarantee of payment made at the commencement of the tenancy. Deposits are held to help ensure the tenant looks after the property and as a safeguard against unpaid rent. It is refundable at the end of a tenancy, only after the tenant has vacated the property and providing the house and their account is in order.

We request a deposit (bond) on all tenancies, usually the equivalent of one month's rent. Landlords are no longer permitted to retain a tenant’s deposit and must use either an insured-based or custodial-based scheme in which to hold a tenant’s deposit (in accordance with the Housing Act 2004).

We can place the tenants’ deposits in our own, or the landlord's government-authorised custodial scheme, called the Deposit Protection Service (DPS). In some circumstances, some tenants in receipt of LHA may be eligible for a deposit from the local council.

Contact details for the DPS:

Web: www.depositprotection.com

Tel: 0844 4727 000

Inspections

Under our “Full Management Package”, we conduct inspections every three months of all tenanted properties. These inspections allow us to visit the property to ensure that the tenant is keeping to their part of the Tenancy Agreement. This reassures the landlord, and if the property requires attention in any way, we can then inform the landlord to help solve the problem as soon as possible.

Repairs

If the tenant contacts us due to a repair that is needed on one of our managed properties, we will try to resolve the problem as soon as possible. It is important that we can contact you at all times in the case of a serious fault. If we cannot contact you, it is agreed in our “Full Management Package” that we can authorise a repair of up to the equivalent cost of one month's rent. The landlord must ensure that his/her properties are well-maintained. It is important for you to keep up to date with any repairs that may need doing on, or within the property. Failure in doing so may result in repair costs that could have been avoided. Tenants have the right to contact the Environmental Health due to repairs not being made. An “Enforcement Order” could include extra repairs and extra costs.

Landlords on the Let Only Package

When an appointment has been made for the Landlord to conduct a viewing, it is advised that the following measures are taken:

Inform a relative or friend of the details relating to the viewing i.e. time, place, estimated time it should take to conduct the inspection

Arrive earlier than the prospective tenant to ensure that Health and Safety Standards are met i.e. no hazards

If there are any hazards please ensure that all reasonable measures are taken to remove the hazard, if this is not possible please inform the prospective Tenant of the Hazard and also mark the hazard with bright tape so that it is clearly noticed

Gas appliances: Gas Safety (Installation and Use) Regulations 1998

Please refer to this website link for all details with regards to gas appliances and safety: http://www.hse.gov.uk/gas/domestic/faqlandlord.htm

Energy Performance Certificate (EPC)

Please refer to this website link for all details with regards to EPC: https://www.gov.uk/buy-sell-your-home/energy-performance-certificates

The Electrical Equipment (Safety) Regulations 1994

Landlords must ensure that all electrical appliances, plugs, wiring and sockets within the property and electrical supply are safe and will not cause danger to proposing tenants. The property must comply with statutory requirements. It is advisable that the electrical services are checked regularly at the property by a registered PAT electrician. All new electrical appliances must show a CE mark. Appliance must also be serviced and prove to be in good working order. The landlord must explain to the tenant, or provide clear instruction booklets on the use of each appliance.

Alarms: Smoke Detectors Act 1991

It is advised and recommended that all properties are fitted with smoke alarms. Failure to comply may lead in the tenant taking legal action against you. Once installed, they must be checked on a regular basis.

Furnishings: Furniture and Furnishings (Fire Safety) Regulations 1988 (as amended 1993)

If a previous tenant leaves any furniture in a property and the landlord chooses to retain the furniture, the landlord has a duty of care to ensure it is maintained. Any soft furnishings left in the property must comply with fire regulations (a label should be attached and clearly state this). If the furniture does not comply with fire regulations, then it must be removed from the property. If you have any queries in regards to this please contact us.

End of Tenancy

Once a tenancy comes to an end under our management service, we make arrangements to inspect the property again, take meter readings, as well as obtaining details as to where the tenant is moving. The deposit is refundable to the tenant once we are agree that everything is in order.

If for any reason there are any disputes with how the property has been left, the first course of action, under our management service, is to give the tenant an opportunity to rectify the problem. If the tenant does not rectify the situation, we can then make a deduction from the deposit (valid estimates must be obtained indicating the exact cost of repair). Failing agreement between the landlord and tenant, we will act as arbitrators. We will aim to resolve the disagreement as quickly and amicably as possible.

For “Let Only Landlords” using the Deposit Protection Service, the reclaiming of the deposit can be initiated by the tenant or the landlord at the end of the tenancy, which is part of the “Joint Deposit Repayment” process. If there are any disputes over the bond, the landlord and tenant must consent to use the DPS’s Alternative Dispute Resolution (ADR) service and agree to be bound by the adjudicator’s decision. The courts can still be used to resolve disputes if either party does not give consent to use the ADR service. Further information on the DPS can be found at www.depositprotection.com.

Vacating

It is advised to supply the tenant with written guidance on how to present the property on vacation for check-out. This is a great opportunity to remind tenants of specific clauses and requirements in the Tenancy Agreement and can be used as evidence if a dispute arises.

Photographic evidence

Photographs are valuable evidence. They may be used and compared in inventories and check-outs. It is advised that each photograph is signed and dated by both parties entering into the agreement.

Inventory and “Schedule of Condition”

Upon commencement of the tenancy, it is advised that you complete an inventory and “Schedule of Condition” that are sufficiently detailed, clearly set out and signed and dated by both the landlord and tenant. An inventory can help measure the damage (if applicable) at the end of the tenancy. It is also advised to include the age and condition of the item within the schedule. Under our management service, we compile the inventory and condition report at the start and end of every tenancy.

Check-out report

It is advised to conduct your check-out during daylight hours and as soon as possible, applying checks to the inside and outside of the property. You should always allow time to complete the report. Both parties should be present for any issues raised and details should be noted, signed and dated by both parties and should outline any disrepair or damage, detailing discrepancies with the ongoing inventory.

Estimates, invoices and receipts

It is advised to retain documents which are relevant to any necessary work that has been made, completed or that will be made in the future. These documents should be legitimate, detailing the property and the area of works required within the property.

Correspondence between parties

It is advised to retain all correspondence between any parties. Any recording of information must require the written consent of all parties involved.

Mortgages, insurance and tax

The mortgage lender (if applicable) must be informed of your intentions to let the property, and should be arranged before the commencement of any Tenancy. A copy of your lease may be required from your lender, with all signatures accounted for. We will happily provide this.

It is advised that the landlord must have the appropriate buildings insurance in place before the commencement of any tenancy. Please note, buildings insurance will only cover the fixtures and fittings within the property. It is advised that if the property is furnished or partly furnished, you may wish to consider contents insurance.

Income received from renting any property is subject to tax. Expenses incurred (such as costs made towards damages or repairs) can be set against your income, as can the interest paid on the mortgage.

Overseas landlords

If you are an overseas landlord, you can apply for an exemption certificate from the Inland Revenue (we can supply the application forms). If the exemption is awarded, we can send you all of the rental money on managed properties without a deduction for tax. However, we must retain a certificate of exemption for our records.

Empty property

At an additional cost, we can manage your property when empty. Please get in touch if this may be of interest to you.

Rent Smart Wales

All Landlords must register their properties with Rrent Smart Wales. For Landlords managing their properties they must also hold a Landlord Licence.