Landlord Services

Kirby Property Ltd is pleased to offer four differing service levels, each of which has been specifically designed to meet the particular needs and requirements of our clients’ situations:

• Full Property Management
• Full Property Management With Guaranteed Rent Start (NEW)
• Tenant Introduction Plus
• Tenant Introduction Only

See which service will suit your needs best using our Summary of Landlord Services

	Full Property Management with Guaranteed Rent Start**	Full Property Management	Tenant Introduction Plus	Tenant Introduction Only
Buildings & contents insurance available	•	•	•	•
Full photographic inventory (additional fee applies)	•	•	•	•
Photographs taken of the property	•	•	•	•
Wide ranging marketing of the property	•	•	•	•
No set up fees	•	•	•	•
Full rent collection service	•	•	•
Landlord paid by BACS	•	•	•
Serving of eviction notices	•	•	•
Quarterly property inspections and reports	•	•
Legal action assistance	•	•
Full maintenance service	•	•
24 / 7 property emergency assistance for tenant(s)	•	•
Income when property is vacant (terms and conditions apply)	•
Income if the tenant fails to pay (terms and conditions apply)	•
Guaranteed payment start date (terms and conditions apply)	•
Indemnity against legal costs	•
For more information on your service of choice, click on the relevant link	Go	Go	Go	Go

** subject to valuation and availability

Our most popular service, with over 90% of landlords choosing it, Full Property Management with Kirby Property is totally comprehensive, offers you peace 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 lender’s request for information, to ensure their specific requirements are met. We will also advise the relevant authorities of changes of occupancy. 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 websites including Google Maps, Google Sponsored, Primelocation, Findaproperty.com, Globrix, and Rightmove. Our own established website generates in excess of 5,000 hits per month.

We also use local printed newsletter advertising as well as physical TO LET boards where agreed, utilising many different types of advertising media to attract suitable tenants. We also have close relationships with a network of major companies, organisations and relocation agents 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 cannot 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. As a result of this KIRBY Property has a very good track record of selecting good, reliable tenants dating back over many years.

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 reviewed by us and passed through a credit checking process provided by either Equifax or Homelet.

Tenancy Agreements

We use various types of tenancy agreements according to the applicant for the tenancy:-

For most individuals we use our own copyright "Assured Shorthold Tenancy Agreement", which includes 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 incorporating photographs will be prepared prior to the letting of your property. This forms the record that is relied upon and will be used to assess the condition of your property at the end of the tenancy.

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 – Full Property Management, Guaranteed Rent Start and Introduction Plus services.

We have two dates in the month for tenancies to start; these are 3rd and the 18th. Tenants moving into properties on other dates pay a daily rent adjustment over and above the first month’s rent and security deposit. From receipt of rent on the rent due date we transmit rental income using HSBCnet.com BACS direct to your account, credited as cleared funds within 8 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 instruction, 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 both the National Approved Lettings Scheme and The Property Ombudsmen for Lettings, aim to provide all our 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 a complaint 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 has a very good track record of selecting good, reliable tenants dating back over many years. Nevertheless, a balanced approach is still recommended towards landlords’ risk. Something to be considered is specialist insurance, which is available and includes buildings and contents cover, rent guarantee, legal expense and emergency assistance. Homelet is the market-leader in Landlord insurance products. For your no obligation quote call 0845-117 6000 or email Landlords@homelet.co.uk Please quote Kirby reference 1504511 in order for us to receive a copy of your policy and renewal notice.

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 Tenant 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 contractors
• Emergency contact and tenant assistance
• Annual rent reviews
• Automatic, prompt re-advertising

Why do you need it:

Until now the leap to becoming a first time landlord / second property owner, or for those emigrating, has been fraught with the uncertainties of exactly when a forthcoming tenant will be found and whether that tenant will be reliable enough to pay the rent. Industry research shows that the longest empty (void) period a landlord can potentially face is first time marketing. This product adds certainty to what you will receive, and takes away the ‘what if’ for people with a mortgage, or people who need to create income in order to make a residential move in the UK or abroad.

How this scheme works:

Once we have valued your property one of our property managers will offer you a set monthly amount. This will be paid to you on the same day of each month for an initial minimum pre-agreed period of six months, regardless of whether we find you a suitable tenant. We will pay the rent even if your tenant falls into rent arrears. Please read the attached separate terms and conditions for this product.

Guaranteed contract start date:

Under this scheme Kirby Property Ltd guarantees that if a tenant is not found, your rent will be paid to you, at the latest, by the 25th day following vacant possession for a minimum period of six months. This assumes your property is in an acceptable condition for renting, and excludes the Christmas and New Year holiday season of 4th December to 2nd January.

What is Kirby Property Ltd’s basic tenant criteria:

Working, professional, military and company. We also apply affordability assessments, take up references, perform credit-checks and generally interview and match suitable tenants to properties using our experience and judgement. We unfortunately do not accept students, the unemployed, or those in receipt of housing benefit.

Guaranteed rent and built in legal expense insurance cover:

If your tenants default on rent once they have occupied, you will still continue to receive continuous rent payments for a period of six months from the date of first arrears. There is also a maximum of £25,000 insurance to cover eviction costs if your tenant fails to pay the rent.

Property inspections:

All the normal features of Full Property Management are provided with this service including property inspection visits. We will visit your property every three months to write an inspection report and to assess any maintenance that may be required. A copy of our findings will be sent to you each time we visit.

Inventory preparation:

We will produce a detailed inventory inclusive of colour photographs to assist with the eventual check-out and hand-back of your property.

Management charges fees:

There is no commission or set up charge payable with this letting service.

Maintenance and management:

We will ask you to complete a property set-up form and contract specific for this service, and this contract will enable us to manage your property according to the instructions you agree with us.

What happens if my tenants give notice to leave:

Once your tenants have given notice, if you wish to re-let your property the re-marketing for new tenants will commence immediately. Unless we agree differently with you in writing, this letting product will transfer to standard Full Property Management from the day following your tenants leaving date. Please see our landlord service schedule for full details and pricing of standard Full Property Management.

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 do not have to worry about the complexities of the tenant deposit scheme 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 our TDS deposit scheme, thereby saving landlords the costs of joining, administration costs and legal timelines. With this service, we also collect the ongoing rent and forward it to the landlord.

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 ongoing rent collection
• Moving in/out of tenants with utility transfer

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.

Inventory Provision

An inventory document is the essential tool for recording the condition of your property, fixtures and fittings. The inventory forms the point of reference over cleaning and damage and is therefore completed by us to a high standard. The typed condition and inventory report also includes imbedded photography, where appropriate. Without an inventory you would not be able to defend and claim for damages or sub-standard cleaning in your property, leaving you with little or no legal recourse. Charges for the construction and re-checking of your inventory vary according to the size of property and whether or not the property is furnished or unfurnished. The scale of charges is contained in our landlord schedule which is provided at the point of property valuation or by prior request.

This excerpt is from the National Approved Lettings Scheme (NALS) Leaflet entitled Why is an Inventory Required?: “Since the introduction of statutory Tenancy Deposit Schemes on 6 April 2007, the creation of an up to date and accurate inventory has never been more important. One of the main features of the Schemes (brought in primarily to protect the interests of the tenant) is dispute resolution and the inventory will play a major role in the process. When the time comes to agree the amount of deposit returnable to the tenant, a fully detailed and accurate inventory will support the evidence of both the landlord and the tenant, particularly if there is a dispute. The independent adjudicator attached to which ever Scheme the deposit has been registered with will examine all documentation as a basis for his decision and a good inventory will not only speed completion of a tenancy but will also keep costs down.”

Tax:

Where requested, a statement of letting income and expenses will be prepared on your behalf for forwarding to the Inland Revenue. An additional fee applies for this service. Alternatively, an enrolment to our Landlords Online service will provide you with account access plus the ability to create your annual statement of income and expenditure whenever you need to. This system can also automatically generate for you an Inland Revenue SA105 Land and Property tax return entry, as relevant and secure email. A modest annual charge applies for this service. All charges and fees are detailed within our Landlords services schedule.

Non-Resident Landlords

Kirby Property Ltd must be advised if you currently reside or will be residing outside the United Kingdom for six consecutive months or more in any one year. If Non UK residency applies, as defined by the Inland Revenue, you can complete an Inland Revenue form NRL1 (application by a non-resident landlord to receive United Kingdom rental income with no tax deducted) and, if approved, this will allow you to account to the revenue in the normal way. In absence of acceptance under the scheme *we as your agent will be required to deduct tax from rental income for transmission to the Inland Revenue every quarter, calculated at the basic rate. We would recommend, however, that you take financial advice from an accountant, the Inland Revenue or your own financial advisor in respect of your tax allowable items, such as mortgage interest, agent commission/fees, property insurance and certain items to prepare the property for letting, in relation to your rental incomes. Our Inland Revenue Tax Code is NA/032150.

*Not applicable to the introduction only service where the rent collected is for three months or less and the net tax liability is under £100.00.

Click here for printable NRL1 Form

Click here for NRL1 form guidance notes

Stamp/Duty Legal Expenses

Expenses in respect of stamp duty, legal fees, and court attendance are not included in the property management fees.

VAT: All charges and fees attract VAT at the prevailing rate.