Landlords Information

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If you currently own or intend to buy residential property to rent in East Suffolk or North Essex, why not talk to Concord about arranging the letting or managing the property for you. You'll find the service refreshingly straightforward and comprehensive. We will keep you in touch with matters relating to your property at a frequency that suits you. Concord's specialist knowledge of property management gives you confidence in achieving seamless and smooth running tenancies. This includes making sure you can navigate your way through the many legal pitfalls that could trip up landlords or tenants. What makes Concord stand out from the crowd is you can expect an open and personalised relationship.

So, if you want to get the best from your investment - contact Concord now.

Services provided by Concord

Concord can tailor its service to meet your circumstances and your pocket. Our range goes from an introduction only service right through to managing all aspects of the renting experience, even coordinating refurbishment of your property before renting it out, if that's what it needs. The most common options are listed below, but if you have amendments you want to make to a particular package, talk to us.

The Full Management and Letting Service

This is the most comprehensive, 20 point checklist, service option.

1. Visiting you at your property, calculating a valuation for renting and giving you no obligation advice on letting your property and how Concord might make it easy for you.
2. Advising you on compliance with current and latest safety regulations.
3. Local and national advertising using media including newspapers and websites.
4. Matching tenants sensitively.
5. Accompanying potential tenants to view the property.
6. Taking references and carrying out credit checks.
7. Negotiating tenancy terms in consultation with you.
8. Drawing up tenancy agreements and arranging signatures.
9. Administering deposits in accordance with latest legislation.
10. Preparing a "static" or "interactive" inventory, including photographs, and schedule of condition.
11. Checking the tenant into the property and agreeing the inventory.
12. Supervising the transfer of water, gas, electricity and council tax accounts into the tenant's name.
13. Arranging rent payments monthly in advance, paying you promptly, and sending a detailed statement from our computerised property management system.
14. As required, paying outgoings on the landlord's behalf prior to income distribution.
15. Arranging annual gas safety check by a CORGI registered engineer and distribute documentation.
16. Responding to maintenance or emergency callouts, and contacting specialists to visit as necessary.
17. Inspecting the property routinely, reporting any problems and arranging any necessary repairs or maintenance according to agreed limitations.
18. Paying for repairs and maintenance within financial limits agreed with the landlord.
19. Monitor overall property condition and make recommendation for redecoration and refurbishment (and arrange if instructed).
20. Administrating renewal of tenancy agreements or supervising departure of tenants, reletting and continuing the process with the minimum of vacant periods.

Fees for the Full Management and Letting Service

To benefit from the Full Management and Letting Service, the fees break down as follows:

That's it! There are no other standard fees or charges. You know exactly what you need to pay right up until a tenant moves in and starts paying rent.

Let's give you an example. Say you have a 3 bedroom house at an average monthly rent of £600 and you make a wise decision to ask Concord to manage the whole process, start to finish. The initial arrangement fee charged to the landlord would be half a month's rent, £300, for matching, arrangement of tenancy, drawing up the tenancy agreement, checking in and checking out. Depending on the type of inventory, there could be a further £54 (9% of monthly rent) or£72 (12% for video inventory) . From then on, it would be £54 per month commission, which includes routine maintenance arrangements without troubling the landlord up to a value of £500 worth of work. With no callouts or refurbishment costs during the first year, you, the landlord, will have received in your first year of renting, up to £7,200, and Concord will have received a minimum of £948. Of course, if there are callouts, costs for redecoration, etc, then the charges vary, but on that basis, you can see how it can work in this example year.

The Letting Only Service

This option gives the landlord the tenancy all arranged and set up, but none of the day-to-day management. Cheaper, but more effort!

1. Visiting you at your property, calculating a valuation for renting and giving you no obligation advice on letting your property and how Concord might make it easy for you.
2. Advising you on compliance with current and latest safety regulations.
3. Local and national advertising using media including newspapers and websites.
4. Matching tenants sensitively.
5. Accompanying potential tenants to view the property.
6. Taking references and carrying out credit checks.
7. Negotiating tenancy terms in consultation with you.
8. Drawing up tenancy agreements and arranging signatures.
9. Administering deposits in accordance with latest legislation.
10. Preparing a "static" or "interactive" inventory, including photographs, and schedule of condition.
11. Checking the tenant into the property and agreeing the inventory.
12. Supervising the transfer of water, gas, electricity and council tax accounts into the tenant's name.
13. Issuing the landlord with an annual reminder to arrange the gas safety test, and as necessary, other legislative requirements.
14. Arranging rent payments monthly in advance, paying you promptly, and sending a detailed statement from our computerised property management system.
15. Administrating renewal of tenancy agreements or supervising departure of tenants, reletting and continuing the process with the minimum of vacant periods.

Fees for the Letting Only Service

The Letting only Service fees differ from the Full Management and Letting Service fees mainly by offering a cheaper rate of commission:

The Advertising and Referral Only Service

The Advertising and Referral Only Service gives you the benefits of national website advertising as well as inclusion in routine marketing media, leading to an introduction. If you want no further agent involvement, then that's what you get.

1. 1. Visiting you at your property, taking photographs and agreeing wording to be used for advertising.
2. 2. Using Rightmove data analysis to help decide on a realistic asking rent.
3. 3. Discuss and agree with you the asking rent and your advertising “strategy”.
4. 4. Local and national advertising using media including newspapers and websites.
5. 5. Accompanying potential tenants to view the property, if required.
6. 6. Referring any interested parties directly on to you, the landlord.
7. 7. Advising you on compliance with current and latest safety regulations.

Fees for the Advertising and Referral Only Service

The Introduction Only Service

Fees for the Introduction Only Service

The rate for this service (when 6 months rent is guaranteed) is just the first month's rent or £550, whichever is the lower amount. And there is NO VAT to pay.

The Vacant Management Service

The Vacant Management Service applies if, for any reason, you the landlord choose not to let the property for a while and just want someone to keep an eye on it, pay the bills, keep it maintained etc.It includes the following activities, but if there are specific requests, talk to us and we will aim to accommodate your wishes:

1. Checking the property once a week.
2. Keeping the property compliant with current and latest safety regulations.
3. Arranging routine, or emergency, repairs as required and in negotiation with you.
4. Management of post and other correspondence, including payment of bills.
5. Monitoring utilities, such as heating system, and taking agreed action as required, eg. draining down.
6. Redecoration or refurbishment.

Fees for the Vacancy Management Service

Our initial arrangement fee is just £100, and our ongoing empty property maintenance charge is 6% of the monthly market rent. And as always, there is also NO VAT to pay.

There are no other standard fees or charges for vacanct property management.

The Holiday Letting Service

Do you have a country cottage or seaside chalet you want to let? No time to manage it yourself? Then talk to Concord. We can either manage the property all year round, or just during peak season. It's up to you!

1. Visiting the property, calculating a valuation for renting and giving you no obligation advice on letting your property at different times of year, depending on your preference.
2. Advising you on compliance with current and latest safety regulations, specific to seasonal letting.
3. Local and national advertising using media including newspapers and websites to get your property to a worldwide market.
4. Matching tenants sensitively.
5. Checking holiday tenants in and out.
6. Accompanying potential tenants to view the property.
7. Taking references and carrying out credit checks.
8. Garden maintenance and window cleaning.
9. Negotiating seasonal weekly rates in consultation with you.
10. Drawing up specialist tenancy agreements and arranging signatures.
11. Administering deposits in accordance with latest legislation.
12. Preparing a "static" or "interactive" inventory, including photographs, and schedule of condition.
13. Checking and cleaning the property between lets.
14. Keeping you fully up-to-date with all lets and outstanding issues.

Fees for Holiday Letting

This is a proportionately higher fee due to the higher turnover of activity during the peak season, although it reduces by half when the season has passed: In Season = 15% of the weekly rent, out of season = 7.5% of rent. Peak season is classed as May 1st to September 30th, and 22nd December to 4th January.

If you are unsure of anything, just contact us at Concord.

Latest Discounts and Offers

Register with Concord before April 1st and you could benefit from any of the following:
– No contract restricting your choice of agent – if you like us you’ll stay with us!
– No Tenancy No Fee
– For Landlords, 1 year commission at 1% less than your current agent, whether registering as well as, or changing from, another agent (make sure you check your contract)
– For tenants and landlords - Arrangement fees waived (leaving only setup costs of tenancy agreement and inventory preparation)

February Special
– Profession of the month – all landlords or tenants working for a registered charity (evidence will be needed) – landlords enjoy 3 months commission-free, tenants have tenancy agreement and inventory fees waived.
- Place of the month – all landlords or tenants with an interest in Manningtree and five miles around (evidence will be needed), landlords enjoy 3 months commission-free, tenants have tenancy agreement and inventory fees waived.
And That’s Not All
– Every tenth property registered is commission free for the same number of weeks!
And The Following Is All Part Of The Service
– Registration with government insurance based Tenancy Deposit Scheme
– Member of UK Association of Letting Agents (UKALA)
– A human and personalised service from an agent you can trust

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Guide for Landlords

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. For brief details of a subject, click on a blue link below, or scroll down the page. We at Concord can, of course, advise further on a range of such issues, so if you do want any advice or assistance, don't hesitate to contact us.

Mortgage Leaseholds Sub-letting Insurance Bills and regular outgoings Council tax The inventory Income tax

Important safety regulations: - Gas - Electrical - Furnishings - General Products Preparing the property for letting General condition Appliances

Decorations Furnishings Personal items Gardens Cleaning Mail forwarding Info for tenants Keys

Mortgage
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 Concord.

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

Sub-letting
If you are a tenant yourself, you will require your landlord's consent before you can let the property to anyone else.

Insurance
You should ensure that you are suitably covered for letting under both your buildings and contents insurance. If you do not inform your insurers you may invalidate your policies. We can advise on Landlord's Legal Protection, and Landlord's Contents Insurance if required.

Bills and regular outgoings
We recommend that you arrange for regular outgoings e.g. mortgage, 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
Council tax payments are the responsibility of the occupier. The landlord should inform the local collection office when not living in the property, so during vacant periods, the charge reverts to you. When unoccupied but furnished, the charge is 50% of the normal rate. When unoccupied and 'substantially' unfurnished, there is no charge for the first six months, and thereafter a charge of 50% of the normal rate.

The inventory
It is most important for all parties that an inventory of contents and schedule of condition is prepared at the beginning and signed off at the end of every tenancy. This avoids misunderstanding or dispute at the end of a tenancy. To try and get away without doing an inventory at all, or without a professionally prepared one, is often a mistake that can cost the landlord money. Without the safeguards offered by a well constructed inventory, it can be extremely difficult to reach agreement over loss, damage, or significant deterioration of the property or contents. As part of Concord's complete service, we can, if requested, draw up an inventory and schedule of condition at a fixed fee, which is linked to the size of the property.

Income tax
When the landlord is resident in the UK, it is his/her responsibility to inform the Inland Revenue of rental income received, and to pay any tax due. However, where the landlord is resident outside the UK during a tenancy, under rules effective since 6 April 1996, unless an exemption certificate is held, it would be Concord, as the landlord's agents, who would be obliged to retain and forward to the Inland Revenue on a quarterly basis, an amount equal to the basic rate of income tax from rent received, less certain expenses. An application form for exemption from such deductions is available from us, and further information can be obtained from the Inland Revenue.



Important safety regulations

The following safety requirements are the responsibility of the owner (the landlord), and where Concord is to manage the property, they are also our responsibility as agents. Therefore to protect all interests we ensure full compliance with the appropriate regulationse.

Gas Appliances & Equipment
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 within 12 months of being installed, and thereafter at least every 12 months by a competent engineer (e.g. a CORGI registered gas installer).
Maintenance: There is a duty to ensure that all gas appliances, flues and associated pipework are maintained in a safe condition at all times.
Records: Full records must be kept for at least 2 years of the inspections of each appliance and flue, of any defects found and of any remedial action taken.
Copies to tenants: A copy of the safety certificate issued by the engineer must be given to each new tenant before their tenancy commences, or to each existing tenant within 28 days of the check being carried out.

Electrical Appliances & Equipment
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 specific legal requirement for a qualified electrician to carry out an inspection and issue a safety certificate (as exists in the case of gas appliances), it is now widely accepted in the letting industry that the best way to avoid the risk of injury, and being accused of neglecting your 'duty of care', or even of manslaughter, is to arrange such an inspection and certificate. Concord is committed to the benefits of such safeguards and would always expect to arrange NIC EIC Tests unless explicitly instructed to the contrary.

Furniture & Furnishings
The Furniture and Furnishings (Fire) (Safety) Regulations 1988 (amended 1989, 1993 & 1996) provide that specified items supplied in the course of letting property must meet minimum fire resistant standards. The regulations apply to all upholstered furniture, and 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, bed clothes including duvets, loose covers for mattresses, pillowcases, curtains, carpets or sleeping bags. Therefore all relevant items as above must be checked for compliance, and non-compliant items removed from the premises. In practice, most (but not all) items which comply must have a suitable permanent label attached. Items purchased since 1.3.90 from a reputable supplier are also likely to comply. Concord can provide specific advice on request.

General Product Safety
The General Product Safety Regulations 1994 specify that any product supplied in the course of a commercial activity must be safe. In the case of letting, this would include both the structure of the building and its contents. Recommended action is to check for obvious danger signs - leaning walls, broken glass, sharp edges etc., and also to leave operating manuals or other written instructions about high risk items, such as hot surfaces, electric lawnmowers, etc. for the tenant.



Preparing the property for letting

We have found from experience that a good relationship with all parties is the key to a smooth-running tenancy. As Property Managers the relationship part is our job, but it is important that the tenants should feel comfortable in their rented home, and that they are receiving value for their money. This is the landlord's job. Our policy of offering a service of quality and care therefore extends to our tenant applicants too, and we are pleased to recommend properties to rent which conform to certain minimum standards. Quality properties attract quality tenants.

General condition
Electrical, gas, plumbing, waste, central heating and hot water systems must be safe, sound and in good working order. Repairs and maintenance costs must be covered by the landlord unless misuse has been confirmed.

Appliances
Similarly, appliances such as washing machine, fridge freezer, cooker, dishwasher etc. must be fully functional. Repairs and maintenance costs must be covered by the landlord unless misuse is established.

Decorations
Interior decorations should be in good condition, and preferably plain, light and neutral.

Furnishings
You will have seen from many of the highly publicised programmes on TV, that only minimum furnishings are needed, which should be of reasonable quality. It is preferable that items to be left are in the property during viewings. If the property is to be let unfurnished, we recommend that the property contains carpets, curtains, and a cooker.

Personal items, ornaments etc
The Landlord's personal possessions, ornaments, pictures, books etc. should be removed from the premises, especially those of real or sentimental value. You could put them boxed and sealed in the loft, although we always suggest this is then locked to avoid confusion and misunderstanding. All cupboards and shelf space should be left clear for the tenant's own use.

Gardens
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 we tend to find that there is benefit in both peace of mind and long-term garden care to arranging maintenance visits by a regular gardener. Concord has contacts availaible to try if needed.

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

Mail forwarding
Don't forget to set up a Post Office redirection service. Because we are helpful like that, We keep a stock of application forms we are happy to send you, but which are also available at Post OFfices. The cost of setting up a redirection is minimal. It is not the tenant's responsibility to forward mail and however much they might be willing, it is not a reliable way to keep track of your post.

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

Indeed, as agents who like to go the extra mile, we would suggest you keep up-to-date literature in the property that tells the tenants about the area they are living in. If they are new to the area, they will appreciate this simple gesture, and if they have not moved far, what's the betting they do not know as much as they thought they did!

Keys
You should provide one set of keys for each tenant. Where Concord is managing the property, we will arrange to have duplicates cut as required.

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