Landlords

We provide comprehensive coverage over the internet via our own website www.williamspm.co.uk and key online property portal sites. These websites offer full interactive details of your property including photographs, maps, floor plans and printable brochures. They also enable us to provide the widest possible marketing network, which at least equals, if not beats that of the largest corporate estate agencies.

Subject to your permission, a `To Let' sign would be erected as they have proven themselves to be an extremely effective form of advertising your property. However, this is not compulsory as we appreciate some clients' wishes for more discreet marketing methods.

All appointments to view, which fall within our normal working hours, are accompanied by us and we will regularly update you with feedback, both positive and negative, on all viewings We remain in regular contact with you during the marketing, to give you an assessment of our progress and to recommend any changes where necessary.

Offers will be communicated to you as soon as possible with the prospective tenants situation and ability to rent prior to formal referencing.

We will ensure that a full inventory and schedule of condition is compiled, against which the tenant would be checked into and out of the property. We use members of the Association of Independent Inventory Clerks (AIIC) or equivalent professional body and detailed for this necessary service is available on request as these depend on the size of your property.

Energy Performance Certificates (EPCs) are required before letting your property. We also strongly advise preparation of a property Floorplan and professional photography since these attract potential tenants to your property. The cost of these services are charged at cost.

If your property has gas appliance, you will need an annual Gas Safety Certificate which we can arrange you. It is also a requirement that we hold an Electrical Installation Condition Report (EICR) for the property valid for five years or after any significant electrical works are carried out.

A smoke detector is required on each floor of your property and we recommend an additional thermal (fire but not smoke) detector in the kitchen area. Detectors must be tested on the first day of a new tenancy and this is done as part of our tenant handover.

If you have an open source of combustion in the property, a Carbon Monoxide (CO) is also required adjacent to each incidence.

We are happy to arrange certifications and installations on your behalf if requested to do so.

A key part of any tenancy is the legal agreement that all parties adhere to. There are numerous laws and legislation governing the letting of private homes, the principal of which is The Housing Act of 1988.

Our tenancy agreements which are updated to comply with ever changing legislation are include within our new tenancy setup fee and we will ensure all notices are issued at the correct times to ensure compliance.

As well as the formal Tenancy Agreement we ensure that tenants are provided with any further documentation that must legally be provided to them.

In line with current legislation Tenants are expected to provide a security deposit equivalent to five weeks' rent. The deposit is registered and held with one of the government approved schemes and protected by a client money protection scheme.

We collect rent monthly in advance, usually by standing order to our bank account and normally on or before the first day of each calendar month. After deducting our agreed commission and any expenses that occurred during the month, we settle the balance to the landlord as soon as possible after the rent is received. Typically this on the fourth or fifth day of each calendar month.

Where significant expenses are anticipated we may agree with you in advance to withhold some or all of the month payment pending settlement net of expenses in due course.

A monthly rental statements are available to any landlord or their nominated agent dealing with the landlords affairs if required.

Landlord payments will always be paid to a nominated UK bank account by standard bank transfer. Landlords registered overseas requiring funds to be transferred offshore may incur transaction charges.

Our service is to fully manage your property and tenancies. We believe that a first visit early in a tenancy followed by six monthly property inspections gives a good balance protecting landlord interest and fostering good tenant relationships. One of our property professionals will arrange with your tenants to visit the property, discuss any problems that may have arisen and report back to you. The report will include any aspects of repair that may be required which will be discussed with you.

Property visits at shorter intervals can be arranged at additional cost.

Our service includes dealing with any maintenance issues that may arise. We have a strong team of reliable local professional trades to call upon whenever issues arrive. Works up to a pre-arranged value will be carried out immediately and larger expenditures will be referred to you prior to action except where work is necessary to prevent further damage or in an emergency.

Our seasonal prompts to tenants provide preventative advice, ensuring common issues around heating, ventilation, gardens and other matters are avoided.

Tax is payable on any profit made from letting your property. UK residents should deal directly or through their tax adviser, with their own tax office to assess any tax liability that may arise. We will provide you with an annual information pack soon after each Tax Year elapses.

HM Revenue & Customs demand that we share details of rental income and expenses at regular intervals, normally annually. In engaging Williams Property Management to manage your property you agree that we may share this information which is in any case demanded by legislation.

Your tenants will be responsible for paying their own council tax and the gas, electric and water during the term of their tenancy. During any periods of vacancy these costs are paid on your behalf by us and the costs deducted from future rental income.

If your property is part of a residential scheme with regular service charges we are happy to process payment of the account on your behalf.

If your property is subject to a mortgage you are expected to notify your mortgage provider if the property is tenanted.

Your property should be insured appropriately as a let property. You should ensure you have adequate cover for the building and any contents within the property. Depending upon policy wording 'contents' may include items such as fitted kitchens, heaters and fixtures. You should check carefully the type and level of cover and whilst we can provide generic assistance we are not able to provide insurance advice.

We require several sets of keys for your property including at least two sets for tenants, two office sets and one for a keysafe (see below). We can arrange for key cutting for you.

We advise that all external doors are fitted with British Standard approved locking mechanism and all windows have key operated locks. Tenants may encounter difficulty obtaining insurance for their possessions if these are not present.

We encourage all landlords to permit installation of a 'key safe' in the vicinity of your property's entrance. Tenants are not notified of key safe codes unless in an emergency. We regularly change the codes to ensure continued security and will arrange for installation at the outset.

For your own peace of mind Williams Property Management is a members of The Property Ombudsman (TPO) and we are bound by their strict Code of Practice for Residential Lettings agents. This code of practice is backed by Trading Standards and a copy of which is available upon request.