Landlord Services

Kirby Property Ltd can offer differing service levels to meet the particular circumstances of our client’s situation:

Full Property Management Service
Tenant Introduction Plus Service
Tenant Introduction Only Service

Please contact us for advice on which service best suits your needs.

This service is the most popular with over 90% of landlords choosing full property management with KIRBY Property. The service is comprehensive, offers you piece of mind and enables you to delegate the day to day running of your property investment to us. It is notable that the vast majority of landlords achieve higher occupancy rates and improved lettings satisfaction from this service.
As a client of KIRBY Property you will be offered our full management service as detailed below:

At the Beginning of the Tenancy

You will need to obtain formal permission for the property letting from your Mortgage Lender (if applicable). We will liaise with them with your instruction or in response to the appropriate Lenders request for information, to ensure their specific requirements are met. We will also advise the relevant authorities of changes of occupancy. However should you wish to retain your current telephone number for your return, you should contact BT (or other service provider) to request the number be retained.

Advertising

KIRBY Property has a sophisticated approach to marketing that covers various high traffic web sites including Rightmove and our own established website generating in excess of 3,000 hits per month.

We also use high circulation newspaper advertising together with our close relationship with a network of major Companies and Organisations to provide general property and corporate standard accommodation. In addition we are approved suppliers of rental property to visiting forces personnel across Cambridgeshire.

Viewings

Prospective tenants viewing unoccupied properties will always be accompanied by a member of our staff to ensure the security of your property. This also forms a part of the tenant assessment that we make on behalf of Landlords.

Selection of Prospective Tenants

Wherever possible we will endeavour to find tenants who fit your particular requirements with regard to their suitability for the property, and this is not just down to your instructions towards smokers and pets for example. We can not discriminate against tenant applications, but we do use various criteria towards affordability that is followed to lessen the risk of individuals or companies over committing themselves. We have a 100% rent collection record still intact dating back to August 2001. (This is on all houses and all monthly rent collected by us)

Vetting of Prospective Tenants

Tenants will normally be expected to be in full time employment or have a guaranteed income. They will be required to complete a tenancy application form which will activate the reference process to their Employer, Bank and former Landlord where appropriate. References are then processed through Homelet the largest supplier and most technically advanced tenant referencing house in the UK. Fraud scoring and credit scoring systems are used to consolidate tenant applications.

Tenancy Agreements

We use various types of tenancy agreements according to who is applying for a tenancy:-

For most individuals we use our own copyright "Assured Shorthold Tenancy Agreement" Inclusive of a statutory Ground 1 and Ground 2 notice. Under the provisions of the 1988 Housing Act as amended by the 1996 Housing Act to ensure your rights are fully protected.

For visiting forces we use a copyright variation of the "Assured Shorthold Tenancy Agreement" to accommodate certain military requirements.

For Companies including multi-nationals we have a separate corporate letting agreement which is written for us and is copyright. We will be happy to advise you on the right agreement for your particular letting circumstances.

Inventory and Condition Schedule

A detailed schedule of condition and full inventory of your property will be prepared prior to the letting and a copy will be forwarded to you if required for your records.

Hand-over and Hand-back

A formal hand-over/hand-back will take place at the beginning and end of each tenancy. Any dilapidations identified will be charged, against the outgoing tenants' deposit.

Collection of rent

From receipt of rent on the rent due date we transmit rental income using the Bankers Automated Clearing System (BACS) direct to your account, credited as cleared funds within 10 working days of the rent day. We will provide you with regular statements showing details of the rent collected and transferred and of any charges made by us.

Regular Inspections

Your property will be inspected on a regular basis to ensure that it is being properly looked after by your tenants. A report will be prepared and forwarded to you together with comments and recommendations concerning any remedial action that may be required for us or you to organise.

Maintenance

We will arrange for all minor and essential repairs to be carried out, in addition we will forward to you estimates for major works, process insurance claims, and liaise with Insurance Companies and Loss Adjusters as required. We will supervise all completed works before authorising payment on your behalf.

At the end of the Tenancy

We will issue, on your instructions, the appropriate "Notice of Possession" in order to protect your legal rights at the end of the tenancy. On your return to the property, we will ensure that the utilities are connected and that the property is prepared for your occupation. If necessary, we can also care-take your property during your absence for which a small additional charge will be made.

Customer Service

Kirby Property Ltd (as a member of the National Approved Lettings Scheme) aims to provide all of its landlords and tenants with the highest levels of customer service. However, should a customer feel dissatisfied or unhappy with the service received, we have a comprehensive policy for managing complaints and putting things right.

Tenancy Deposits

In April 2007 new legislation came into force requiring Landlords or Agents to safeguard Tenancy Deposits in a Government approved scheme. Kirby Property Ltd is a member of the Tenancy Deposit Scheme and is authorised to hold deposits as Stakeholder within the conditions of the scheme.

Landlords Protection

KIRBY Property does hold an unparalleled 100% rent collection record with no serious property damage occurring in any of its managed properties since business commenced in August 2001. A balanced approach nevertheless is still recommended towards Landlords risk insurance. Therefore rent guarantee and legal expense insurance is available and something to be considered, full details are available on the following products:
Building Insurance
Contents Insurance
Emergency Assistance
Rent guarantee
Legal expense cover

Contact us for details of these products by leaflet or access them directly via the Property Services section

In summary our Full Property Management Service provides you with peace of mind through:

• Expert Property Evaluation
• Marketing your rental property
• Obtaining Suitable Tenants
• Screening and Property Viewing
• Professional Tenants Referencing
• Provision of a suitable tenancy agreement and inventory
• Moving in / out of tenants with utility transfer
• Collection of property security deposit and rent
• Standing order arrangement and on going rent collection
• Quarterly property inspections
• Maintenance with builders or through our contractor
• Emergency contact and tenant assistance
• Upward only annual rent reviews
• Automatic prompt re advertising

This service has the benefit of lower running costs for Landlords wanting a more ‘hands on’ approach. With this service as with full property management landlords will not have to worry about the complexities of the tenant deposit scheme to be introduced by the government on 6th of April 2007.

KIRBY Property will handle all preliminary services up to and including moving Tenants into the property, we will also carry out the final inspections and deal with the tenants over any deposit deduction issues. The Landlord will be responsible for interim inspections and maintenance with requests being forwarded directly by the tenants. KIRBY Property supports the Landlord by holding the security deposit in an approved protection scheme and on a monthly basis with rent collection and rent forwarding via BACS.

Our Tenant Introduction Plus service includes the following:

• Property Evaluation
• Marketing your rental property
• Obtaining Suitable Tenants
• Screening and Property Viewings
• Professional Tenants Referencing
• Provision of a suitable tenancy agreement and inventory
• Moving the tenants into the property with utility transfer
• Collection and clearance of deposit and first month rent
• Standing order arrangement and on going rent collection
• Moving in/out of tenants with utility transfer

This service is not available to ‘non-resident (non-uk based) Landlords’

For those Landlords who truly want a ‘tenant find’ only service, we can assist with this also, please contact us to discuss your individual requirements. Within this service we can offer the following elements as required:

• Property Evaluation
• Marketing your rental property
• Obtaining Suitable Tenants
• Screening and Property Viewings
• Professional Tenants Referencing
• Provision of a suitable tenancy agreement and inventory
• Moving the tenants into the property with utility transfer
• Transfer of the Security Deposit and Rent to you the Landlord

The most commonly asked questions are answered on our "Landlord’s FAQ" page or you can contact us for free, friendly advice without obligation.