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Services in Detail
We want to make working with us as simple as possible. This section sets out much of what you will need to know about how we operate and what you can expect from us.
We want to be as open as possible in our dealing with clients so that you can be confident in our services. Please refer to Compare our Services to check whether the items below are included in the Full Management, Rent Collection and Let Only service.
Contents
Valuation of Property (Marketing Appraisal)
Advice on Property Presentation and Legal Implications
Marketing and Promotion of Property
Manage Property Readiness
Arrange and Conduct Accompanied Viewings
Comprehensive Applicant Referencing and Credit Checks
Produce Tenancy Agreement and associated Notices
Produce Inventory and Schedule of Condition
Collect and Hold Deposit in Ring-Fenced Client Account
Register Deposit with Tenancy Deposit Scheme
Arrange Landlord Insurances
Arrange Safety and Compliance Certificates
Sign Tenancy Agreement with Tenant at Our Office
Collect First Month’s Rent and Pay Net Sum
Set Up Standing Order for Monthly Rent Payments
Tenant Move In and Familiarisation Support
Notify Utility Companies of Final Meter Readings
Collect and Monitor Rental Payments
Provide Detailed Accounting Statements
Carry Out Annual Rent Reviews
Chase Arrears of Rent
Tenant Performance Inspections and Reports
Property Condition Inspections and Reports
Full Repairs and Maintenance Coordination
Payment of Contractor Invoices from Rent
365 days 24 hour Manned Help Desk
Legal Support via PainSmith Solicitors
Handle Tenant Enquiries and Issues Throughout Tenancy
Issue Warning Letters for Breach of Tenancy
Issue Section 8 Notice for Possession
Tenancy Renewal Advice and Rent Review
Provision of Tenancy Extension Documents
Tenancy Renewal Inspection
Issue Section 21 Notice of Possession
Pre-Checkout Inspection
Checkout Inspection at Tenant Vacation
Checkout Dilapidations Report
Landlord-Tenant Mediation of Issues on Report and Dispute Resolution
Referral of Unresolved Disputes to ‘The Dispute Service’
Notify Utility Companies of Change of Tenancy
Valuation of Property (Marketing Appraisal)
Temples will give a valuation which will reflect current market conditions, using comparables from widely used property websites and experience of recently let property and property currently to let. The valuation may also be affected if you have strong restrictions on the tenancy type such as requiring 12 month tenancies only, or tenants over 25 etc.
Advice on Property Presentation and Legal Implications
It is vital that your roperty is prepared to satisfy, at least, the minimum legislative requirements and presented in optimum standards for initial marketing both to secure an early let and to ensure that tenants vacate the property in equally good condition. See our checklist on ‘Preparing Your Property’ in our Landlord Guides section.
Marketing and Promotion of Property
Temples will publish high quality marketing details, including internal photographs where possible, to various major property websites, and window/wall displays in our high street offices. Let boards will be erected with your consent, and we will circulate your property details through our prospective tenant database which emails details to anyone who has enquired or viewed properties with us in the last three months. During the marketing process we will give you weekly progress on our feedback and advise on any changes to the property or price that we feel will help.
We know how time-consuming it can be to prepare your property for the market, and with our knowledge and experience of what is required, as well as access to reliable contractors, we can take that strain. Items include cleaning, gardening, maintenance, purchase and installation of carpets and furniture, etc. For larger amounts of work required, we may need to negotiate an administration charge.
Arrange and Conduct Accompanied Viewings
Temples will qualify all leads against your Tenant requirements prior to carrying out any viewings, contacting you for further guidance on whether you are happy to accept individual prospective tenants where necessary. We always accompany viewers during office hours, and our lettings negotiators are not influenced by targets or commissions which means that the quality of tenants will not be compromised to try to push through a quick let.
Comprehensive Applicant Referencing and Credit Checks
When an applicant shows an interest in your property, Temples will obtain a detailed background of the applicant via an application form, and discuss suitability with you. With your consent to proceed, we will take up references upon each applicant/guarantor. Wherever possible, we will obtain a credit search report plus references from bankers, employers, landlords and character referees. We will discuss our findings with you and gain your approval to proceed with the tenancy. We will strive to obtain as much background information as possible for you to make an informed decision on whether to enter into a Tenancy Agreement with the prospective Tenant(s).
Produce Tenancy Agreement and associated Notices
Temples will prepare the appropriate legal documentation to satisfy the tenancy type, the majority of which will be an Assured Shorthold Tenancy (AST). A sample of this agreement is available upon request, and can be viewed on the “Landlord Login” section of our website. Our legal documents have been supplied by, contributed to or approved by PainSmith solicitors.
Produce Inventory and Schedule of Condition
A highly detailed Inventory and Schedule of Condition will be included in the Management Service, which is an essential document for the letting of any property (whether furnished or unfurnished). It is compiled at the start of the tenancy, the tenant has three days to check and return it to us, and it is used at the end of the tenancy during the final inspection (checkout – see below) to identify any discrepancies. An Inventory and Schedule of Condition can be provided at an additional cost to landlords who have a Let Only or Rent Collection Service.
Collect and Hold Deposit in Ring-Fenced Client Account
Temples has a separate clients’ account to hold all money including rents and deposits and belongs to a Clients’ Money Protection Scheme. We will collect the deposit from the tenant on or before the commencement of the tenancy and regardless of which of our services is used by the landlord, hold the deposit in a stakeholder capacity until a transfer to the landlord requested along with proof of registration with a Tenancy Deposit Protection Scheme if required.
Register Deposit with Tenancy Deposit Scheme
Where the deposit is being held against an Assured Shorthold Tenancy, Temples will register it under the terms of the Tenancy Deposit Scheme (an insurance-based Tenancy Deposit Protection Scheme), unless you wish to register it with an alternate government-approved scheme, proof of which would be required before we release the deposit to you.
Landlords should consider taking out specialist insurance to reduce risks involved in residential letting. Because there are now a range of insurance products available it can be confusing to know where to start. We’re here to help you understand the products and level of cover that’s right for you. We can also provide competitive quotes from our specialist insurance partners. For more information, please visit our Landlord Insurance section.
Arrange Safety and Compliance Certificates
A valid Energy Performance Certificate is required for all properties offered to let, a Landlord Gas Safety Certificate is required for all tenanted properties, and a strict statutory duty of care requires you to ensure that the electrical equipment and electrical system of your property are safe. Temples can arrange these checks and certificates for you with our trusted contractors to ensure you fulfil your legal obligations as a landlord.
Sign Tenancy Agreement with Tenant at Our Office
On the day the new tenancy commences, the tenant will have an appointment at the Temples office for Check-In. The tenancy agreement will be signed by Temples on behalf of the landlord, and by the tenant. Associated documents will be provided to the tenant e.g. EPC, deposit registration certificate, Landlord Gas Safety Certificate, Inventory and Schedule of Condition, and repairs and utilities information. A key acknowledgment will be signed by the tenants to record the keys issued to them.
Collect First Month’s Rent and Pay Net Sum
At Check-In on the day the tenancy commences, all funds due by the tenant will be taken in cleared funds, including the first month’s rent. This will be paid to you on the subsequent landlord payment run, minus any fees and contractor invoices due that you have consented to us to deduct.
Set Up Standing Order for Monthly Rent Payments
Also at Check-In, bank details will be provided to the tenant to set up their standing order for subsequent monthly rental payments either to Temples if we are managing your property or rent collection, or to you if you have a let only service.
Tenant Move In and Familiarisation Support
When tenants first move into their new house, questions arise such as where’s my boundary, what day do the wheelie bins go out, where’s the stop cock, how do I work the boiler? We try and capture as much information on the landlord Property Information Form up front so that we are fully briefed with this type of information, and as a managing agent we’re here to give tenants the help and guidance they need, and you need not be disturbed.
Notify Utility Companies of Final Meter Readings
Where Temples is appointed to manage your property, we will handle gas, electric, water and council tax accounts when a tenant has been found. We will obtain meter readings at the start of the tenancy to forward to the above companies in order for them to close your account and commence a supply contract with the tenant.
Collect and Monitor Rental Payments
We will provide the relevant bank details for the tenant to set up a standing order to pay subsequent monthly rental payments direct to you (if Let Only) or us (if Managed or Rent Collection). Where we have collected the rent, we will remit such payments directly to your designated bank account by BACS within 10 working days from receipt of cleared funds less our agreed fees and any other expenses incurred, including payment of contractor accounts.
Provide Detailed Accounting Statements
A detailed statement will be issued to you by email each time a sum of money is credited to your bank. Please ensure you keep us informed of the email address to which you would like statements to be sent. Where you do not have an email address, the statement will be sent by post. You will also be able to access your statements online using the login section on our website, using the username and password supplied to you when you instruct us as your Agent. This section of the website will also house samples of the various lettings and management documents that we use for your perusal.
It is your right to increase the rent at the end of the initial fixed term and annually, and this is written into our tenancy agreement. As part of our rent collection and management service, we will contact you when your rent is due for renewal and advise you if a rent increase is possible or desirable according to current market conditions. We will then approach the tenant to advise of any proposed rent increase and negotiate between the two parties, encouraging the tenant to agree to your terms. We will then serve the rent review section 13 Notice if required, and monitor that the new rent amount comes in when due.
Due to our robust tenant referencing process, regular inspections and zero tolerance to rent arrears, we rarely experience non-payment of rent, but as part of the Managed or Rent Collection services we can take action in your name to recover rent arrears by serving the appropriate letters requesting payment. If the above actions do not have the desired effect we will discuss with you the appropriate course of action which may be for us to serve the correct notices on the tenant to gain possession or advise you to instruct specialist solicitors to take further action.
Tenant Performance Inspections and Reports
An initial inspection will be carried out around six weeks after the tenant moves in, then periodic inspections every three to four months. For a tenancy of more than 12 months with tenants who have a proven record of looking after the property, the frequency may reduce from every three to four months to every five to six months. If we are not happy with tenant performance for any reason, we will issue a written warning and increase the frequency of inspections until we are satisfied (no extra cost to yourself).
Property Condition Inspections and Reports
During the course of Management of your Property Temples will carry out visits at appropriate intervals dependent upon Tenant performance, but usually every three to four months. The condition of the interior and exterior of the property will be inspected and a written report will be forwarded to you together with any recommendations. Any visit can only pinpoint obvious visual defects and will not be an expert investigation or structural survey of the property – we can’t accept responsibility for hidden or latent defects.
Full Repairs and Maintenance Coordination
The landlord is responsible for internal and external maintenance and repairs in accordance with Sections 11 to 16 of the Landlord and Tenant Act 1985. For managed properties, we will organise and where necessary supervise minor repairs and routine works to comply with the above after discussing them with you and gaining your authority to proceed. We will on all occasions attempt to contact you to discuss works that need to be undertaken and obtain your specific authority to proceed. We cannot arrange for any works without first holding cleared funds sufficient to meet the liability. We reserve the right to levy a supervision charge on to the cost of any protracted refurbishment or building works, including large insurance claims.
Payment of Contractor Invoices from Rent
Where we have collected the rent, we will remit such payments directly to your designated bank account by BACS within 10 working days from receipt of cleared funds less our agreed fees and any other expenses incurred, including payment of contractor accounts.
365 days 24 hour Manned Help Desk
Calls made by tenants to our offices out of hours are automatically redirected to Office Link, a call centre based in Winsford. This office has been fully briefed on the types of call we receive and how the office must deal with these calls. They have mobile numbers for the Temples directors if they are unsure of how to deal with the call. The tenants can be supported out of hours, when tenants do use this service they have access to more cost-effective contractors which benefits our landlords. It also gives tenants the security of knowing someone is available to help at any time of the day or night, and happy tenants are more likely to renew their tenancies.
Legal Support via PainSmith Solicitors
PainSmith is a specialist practice, widely acknowledged as the leaders in the field of landlord and tenant law and provide training and legal services to Temples. We subscribe to their helpline meaning that when an unusual issue arises with your tenancy, legal support can be immediately accessed to ensure that it is dealt with in the correct way to protect your interests.
This service does not constitute full legal support. While we will assist you, it is your responsibility to take all necessary steps to protect your interests, including instructing solicitors and commencing legal proceedings to preserve your rights and recover arrears of rent, gain possession of the property and to defend all actions or other legal proceedings and arbitrations that may be brought against you in connection with the Property. All costs and disbursements incurred will be payable by you.
Handle Tenant Enquiries and Issues Throughout Tenancy
Tenants have many queries and concerns throughout their tenancy regarding the property and tenancy itself. Our knowledge and experience means that as a managing agent we’re here to give tenants the help and guidance they need, and you need not be disturbed.
Issue Warning Letters for Breach of Tenancy
It may be determined through the regular inspections or from an outside source, such as a complaint from a neighbour, the tenant is breaching the terms in their tenancy agreement. Examples may include unsociable noise, pets, smoking, damage to the property etc. In the Full Management service we will take action in your name by serving appropriate letters warning tenants how to stop breaching the tenancy agreement and the consequences if they do not. More frequent inspections will also be put in place (no extra charge to yourself). If this does not have the desired effect we will discuss with you the appropriate course of action which may be for us to serve the correct notices on the tenant to gain possession or advise you to instruct specialist solicitors to take further action.
Issue Section 8 Notice for Possession
A Section 8 Notice can only be issued to a tenant who has breached the terms laid out in the tenancy agreement and if certain conditions have been met, the most common being one involving rent arrears. The Housing Act 1988 provides 17 grounds on which a landlord may seek possession before the fixed term of tenancy has finished. With your written instruction, Temples will serve this notice on your behalf.
Tenancy Renewal Advice and Rent Review
Approximately two months before the end of the initial fixed term Temples will contact you to find out if you wish the tenancy to be renewed and to agree any renewal instructions. We will review the rent and advise you if a rent increase is possible or desirable according to current market conditions. With your consent we will offer a tenancy renewal to the tenant advising of any proposed rent increase. Temples will then negotiate between the two parties, encouraging the Tenant to renew on your terms.
Provision of Tenancy Extension Documents
We will prepare the extension document for both parties including drafting any clauses agreed between the parties varying the terms of the original tenancy. Our legal documents have been supplied by, contributed to or approved by PainSmith solicitors.
We will carry out a tenancy renewal inspection during which we will ensure that the tenant is looking after the property and adhering to all other terms of their tenancy agreement with you, before allowing them to sign the tenancy extension documents.
Issue Section 21 Notice of Possession
A landlord has the legal right to retain possession at the end of a tenancy but must follow the correct legal procedure, which includes serving a section 21 notice. The Housing Act 1996 amended the section 21 of the 1988 Act by requiring this notice to be given in writing. With your written instruction, Temples will serve this notice on your behalf.
A pre-checkout inspection will be arranged for around four weeks prior to the end date of the tenancy to advise the Tenant on any issues for rectification before they leave, to try to ensure the property is immediately ready for viewings/a new tenancy and reduce any risk of a void period for you. We will also provide them with a handy checklist of commonly forgotten tasks that will impact on the property being ready for the next tenant, such as replacing extractor fan filters and light bulbs, emptying possessions from the shed, and having the carpets cleaned.
Checkout Inspection at Tenant Vacation
On the last day of tenancy, a final inspection will be carried out and a Checkout Dilapidations Report compiled, keys will be collected from the tenants and accounted for and final meter readings will be taken.
This report, included in the Management Service, carried out at the end of the tenancy, will detail and amounts of compensation required for damage or other breach of the tenancy, or cleaning/gardening/redecoration etc needed to be taken into account prior to release of the tenant’s damage deposit. It is based on a thorough comparison with the ingoing Inventory and Schedule of Condition, signed by the tenant at the start of the tenancy.
Landlord-Tenant Mediation of Issues on Report and Dispute Resolution
After the tenancy ends you are entitled with the written consent of the tenant to ask us to deduct from the deposit the costs of any of the items which the tenant is responsible for under the conditions of the Tenancy Agreement. As part of the Full Management service, Temples will negotiate the amounts for deductions from the deposit on your behalf and attempt to resolve any dispute that may arise.
Referral of Unresolved Disputes to ‘The Dispute Service’
Where the deposit is held against an Assured Shorthold Tenancy, if after 10 working days following notification of a dispute to the Agent, and reasonable attempts having been made in that time to resolve any differences of opinion, there remains an unresolved dispute between the landlord and the tenant over the allocation of the deposit, Temples will submit the case and any deposit in dispute to ‘The Dispute Service’ for adjudication. The statutory rights of either the landlord or the tenant to take legal action against the other party remain unaffected.
Notify Utility Companies of Change of Tenancy
At the end of the tenancy Temples will take final meter readings and will notify the gas, electric, water suppliers as well as the council of the tenancy end date and forwarding address of the previous tenants. The accounts will then be transferred over to the new tenants (or the landlord if there is a void period or the landlord is moving back into the property).