Landlord Services

A Letting Agency that works for Landlords

Do you own or intend to purchase a residential property you wish to let? Are you finding that letting property is a minefield, even a headache?

Our service is both professional and cost-effective. We are a specialist letting agency with many years of experience in and around the Hastings area, we know how to manage property for optimum performance, whilst ensuring smooth running tenancies and compliance with the various landlord/tenant laws.

Maximise the return on your investment, minimise the stress - contact us now.

Our most important consideration is providing you, the Landlord, with the best possible service and the right tenant for your property.
We never forget that the property is your most important asset and we can confidently assure you that by instructing us to act as your Letting and Management Agents your asset will be in professional and caring hands.

A tailored Letting and Property Management Service - because we know that everyone is individual

There are two basic levels of service but because we understand that everyone is different we are generally flexible enough to adapt our service to meet our client's individual circumstances and needs, for example by providing a part only service, or occasionally by taking on additional tasks and duties.

Full Management

This is our all-inclusive Service for Landlords who are not residing locally, or would rather not deal with the Tenants directly and which provides for:

  • organising Energy Performance and Gas Safety Certificates
  • marketing the property and carrying out viewings
  • introduction and vetting of prospective tenants
  • preparation of tenancy agreement
  • preparation of inventory and schedule of condition
  • periodic inspection visits for the duration of the tenancy
  • collecting and processing of rental payments
  • dealing with any maintenance issues
  • arranging or recommending any necessary repairs
  • liaising with the Tenant towards the end of the tenancy, with a view to renewing the tenancy agreement, or arranging to check them out and re-advertising the property to let

Letting Only

  • organising Energy Performance and Gas Safety Certificates
  • marketing of the property and carrying out viewings
  • introduction and vetting of prospective Tenants
  • preparation of tenancy agreement
  • preparation of inventory and schedule of condition
  • collection of the first month's rent
Thereafter, managing the tenancy, including the maintenance and rent collection, will then be the responsibility of the Landlord.


Our Fees

Level of service offered which includes

Tenant Find: 50% of first months rentRent Collection: 5% of gross monthly rentFully Managed: 9% of gross monthly rent
Collect and remit initial month's rent receivedCollect and remit initial months rent receivedCollect and remit the monthly rent received
Agree collection of any shortfall and payment methodAgree collection of any shortfall and payment methodPursue non-payment of rent and provide advice on arrears action
Provide tenant with method of paymentProvide tenant with method of paymentDeduct commission & other works completed
Deduct any pre-tenancy invoicesDeduct any pre-tenancy invoicesAdvise all relevant utility providers of changes
Make any HMRC deduction if required Make any HMRC deduction if required Under take 2 inspections per annum and notify landlord of outcome

Approve routine repairs as per agreement

Hold keys throughout tenancy

Additional non-optional fees and charges (irrespective of level of service)

HMO (multi-let) properties fees of 12% per month.

Set up fee (landlords share): 50% of first months rent to include:
Agree the market rent and find a tenant in accordance with Landlords guidelines
Provide guidance on compliance with statutory provisions and letting consents
Advise on refurbishment
Carry out accompanied viewings (as appropriate)
Market the property and advertise on relevant portals including own website
Erect board outside property in accordance with Town and Country Planning Act 1990
Advise on non-resident tax status and HMRC (if applicable)

Inventory Fee (Landlord's share) – dependent on number of bedrooms, a list can be provided

Deposit registration fee: £20

Arrangement fees for works over £150:10% of costs
Arranging access & assessing costs with contractor
Ensuring work has been carried out in accordance with the work specified
Retaining any warranty or guarantees as a result of the works.

Submission of non-residential landlords receipts to HMRC£10
To remit and balance the financial return to HMRD quarterly – and respond to and query relating to the return from the landlord or HMRC

Rent review fee£20
Review rent in accordance with prevailing market condition and advise the landlord
Negotiate with the tenant
Direct tenant to make payment changes as appropriate
Update the tenancy agreement
Serve section 13 notice if tenancy is on a rolling monthly basis
Court attendance£40 per hour


Landlord Insurance

As appointed introducers for several insurance companies we are able to offer a range of insurance policies for landlords, including the following -

  • Buildings Insurance
  • Contents Insurance
  • Rent guarantee
  • Legal Expenses

Please ask for further details.

Guide for Landlords In Summary

Before a property can be let, there are several matters which the owner will need to deal with to ensure that the tenancy runs smoothly, and also that he/she complies with the law.

At Cinque Ports letting Agency we will help, guide, advise and even organise for you all the necessary legal requirements that you will face as a new landlord! Letting a property you own shouldn't be a difficult process, and with our team of expert tradesmen and legal advisors on your side, the decision to join us is made easy!

We provide summarised information below. If you require further advice or assistance with any matter, please do not hesitate to contact us!

What Requirements are there for Landlords?

Call me on 01424-751805

Preparing the Property

We have found that a good relationship with Tenants is the key to a smooth-running tenancy. As Property Managers this relationship is our job, but it is important that the Tenants should feel comfortable in their temporary home, and that they are receiving value for their money. It follows therefore that a well presented and maintained property in a good decorative order will go towards this, whilst also achieving a higher rental figure. Tenants are also more inclined to treat such a property with greater respect.

General Condition
Electrical, gas plumbing, waste, central heating and hot water systems must be safe, sound and in good working order. Repairs and maintenance are at the Landlords expense unless misuse can be established. Interior decorations should be in good condition and preferably plain, light and neutral.

Your property can be let fully furnished, part furnished or unfurnished. Which of these is appropriate will depend on the type of property and local market conditions. We will be pleased to give you advice on whether to furnish or not and to what level. As a minimum you will need to provide decent quality carpets, curtains and light fittings. Remember that there will be wear and tear on the property and any items provided.

Personal items, ornaments etc.
Personal possessions, ornaments, pictures, books etc. should be removed from the premises, especially those of real or sentimental value. Some items may be boxed, sealed and stored in the loft at the owner's risk. All cupboards and shelf space should be left clear for the Tenant's own use.

Gardens should be left neat, tidy and rubbish free, with any lawns cut. Tenants are required to maintain the gardens to a reasonable standard, provided they are left the necessary tools. However, few Tenants are experienced gardeners, and if you value your garden, or if it is particularly large, you may wish us to arrange a gardener.

At the commencement of the tenancy the property must be in a thoroughly clean condition, and at the end of each tenancy it is the Tenants' responsibility to leave the property in a similar condition. Where they fail to do so, cleaning will be arranged at their expense.

Information for the Tenant
It is helpful if you leave information for the Tenant, e.g. on operating the central heating and hot water system, washing machine and alarm system, and the day refuse is collected etc.

You should provide one set of keys for each Tenant. Where we will be managing we will arrange to have duplicates cut as required.

Other Considerations

If your property is mortgaged, you should obtain your mortgagee's written consent to the letting. They may require additional clauses in the tenancy agreement of which you must inform us.

If you are a leaseholder, you should check the terms of your lease, and obtain any necessary written consent before letting.

You should ensure that you are suitably covered for letting under both your buildings and contents insurance. Failure to inform your insurers may invalidate your policies.

Please note that we do not hold Client Money protection insurance. 

Bills and regular outgoings
We recommend that you arrange for regular outgoings e.g. service charges, maintenance contracts etc. to be paid by standing order or direct debit. However where we are managing the property, by prior written agreement we may make payment of certain bills on your behalf, provided such bills are received in your name at our office, and that sufficient funds are held to your credit.

Council tax and utility accounts
We will arrange for the transfer of Council Tax and utility accounts to the Tenant. Meter readings will be taken, allowing your closing gas and electricity accounts to be drawn up. All these matters we will handle for you, however British Telecom will require instructions directly from both the Landlord and the Tenant.

Income tax
When resident in the UK, it is entirely the Landlords responsibility to inform the Revenue & Customs of rental income received, and to pay any tax due. Where the Landlord is resident outside the UK during a tenancy, he will require an exemption certificate from the Revenue & Customs before he can receive rental balances without deduction of tax. Where we are managing the property we will provide advice and assistance on applying for such exemption.

The inventory
It is most important that an inventory of contents and schedule of condition be prepared, in order to avoid misunderstanding or dispute at the end of a tenancy. Without such safeguards, it will be impossible for the Landlord to prove any loss, damage, or significant deterioration of the property or contents. In order to provide a complete Service, we will if required arrange for a member of staff to prepare an inventory and schedule of condition, at the cost quoted in our Agency Agreement.

What is an Assured Shorthold Tenancy?
Most tenancies will automatically be Assured Shorthold Tenancies (ASTs),provided the rent is under £25,000 a year and the property is let to private individuals. Tenancies are usually granted for an initial fixed term of either 6 to 12 months. When the fixed term has expired the landlord is able to regain possession of the property provided he gives two months written notice to the tenant.

Health and Safety, and other Legal Requirements

The following requirements are the responsibility of the owner (Landlord). Where we are managing the property they are also our responsibility. Therefore where we are managing we will ensure compliance, any costs of which will be the responsibility of the landlord.

Annual safety check: Under the Gas Safety (Installation and Use) Regulations 1998 all gas appliances and flues in rented accommodation must be checked for safety at least every 12 months by a Gas Safe registered engineer. They must be maintained in a safe condition at all times, records kept for at least 2 years, and a copy of the safety certificate given to each new tenant before their tenancy commences.

There are several regulations relating to electrical installations, equipment and appliance safety, and these affect landlords and their agents in that they are 'supplying in the course of business'. They include the Electrical Equipment (Safety) Regulations 1994, the Plugs and Sockets Regulations 1994, the 2005 Building Regulation - 'Part P, and British Standard BS1363 relating to plugs and sockets. Although with tenanted property there is currently no legal requirement for an electrical safety certificate (except in the case of all HMOs) it is now widely accepted in the letting industry that the only safe way to ensure safety, and to avoid the risk of being accused of neglecting your 'duty of care', is to arrange such an inspection and certificate.

The Furniture and Furnishings (Fire) (Safety) Regulations 1988 (amended 1989 & 1993) provide that specified items supplied in the course of letting property must meet minimum fire resistance standards. The regulations apply to all upholstered furniture, beds, headboards and mattresses, sofa-beds, futons and other convertibles, nursery furniture, garden furniture suitable for use in a dwelling, scatter cushions, pillows and non-original covers for furniture. They do not apply to antique furniture or furniture made before 1950, and certain other items. Non-compliant items must be removed before a tenancy commences.

Smoke Alarms
Legislation which came into force in October 2015 requires that private landlords or their agents

  • must fit a smoke alarm on every floor of the property
  • must fit a Carbon Monoxide (CO) alarm in every room with a solid fuel-burning appliance
  • ensure that alarms are tested and working at the start of each tenancy

Is your property a House in Multiple Occupation (HMO)?
If your property is on 3 or more levels and let to 5 or more tenants comprising 2 or more households (i.e. not all of the same family) it will be subject to mandatory licensing by your local authority. Whether mandatory licensing as above applies or not, if there are 3 or more tenants not all related in any property, it is still likely to be an HMO, and special Management rules will apply.

The Housing Health and Safety Rating System (HHSRS)
The HHSRS provides an analysis of how hazardous a property is through assessment of 29 potential hazards found in housing. Landlords have to maintain their properties to provide a safe and healthy environment. The HHSRS is enforced by local authorities.

Tenancy Deposit Protection
All deposits taken by landlords and letting agents under Assured Shorthold Tenancies (ASTs) in England and Wales must be protected by a tenancy deposit protection scheme. To avoid any disputes going to court, each scheme is supported by an alternative dispute resolution service (ADR). Landlords and letting agents can choose between two types of scheme; a single custodial scheme and two insurance-based schemes.

Consumer redress Scheme

We are members of the Property Redress Scheme. 

The Disability Discrimination Act 2005
The DDA 2005 addresses the limitations of current legislation by extending disabled people's rights in respect of premises that are let or to be let, and commonhold premises. Landlords and managers of let premises and premises that are to let will be required to make reasonable adjustments for disabled people.

Energy Performance Certificates (EPCs)
Since 1st October 2008 landlords in England and Wales offering property for rent are required by law to provide prospective tenants with an Energy Performance Certificate for their property. In Scotland EPCs for rental properties have been required since January 2009. The certificates must be provided free either when (or before) any written information about the property is provided to prospective tenants or a viewing is conducted. An EPCs is valid for 10 years. We can arrange an EPC inspection for our landlord clients upon request.

The above is a brief summary of landlords' responsibilities and of the laws surrounding tenanted property. We hope that you find it useful. If there are any aspects of which you are unsure, please ask us. We look forward to being of assistance to you in the letting and management of your property. If you wish you can print this page by using your browser Print option.