Landlord Information

When letting your property, it is vital to choose a professional and established letting agent. At Chantries & Pewleys, we take great pride in offering straightforward, honest advice. We are here for the long term and our success relies on our reputation. We are dedicated to delivering an exceptional, efficient and responsive service in which you can trust. You can have confidence when using Chantries & Pewleys, your local experts. Based in our town centre office and working alongside the sales teams in our three offices, our rental properties are marketed with the same care and attention as our sales properties. We offer a choice of services for landlords to suit your management needs.

Property Valuation

The rental market fluctuates like any other, with seasonal bursts of activity. Excellent local schools mean many parents will look to rent in a certain catchment area to get children enrolled for the new academic year. Along with the influx of students to the area over the summer who will attend the University of Surrey, this is a very active time for the lettings market.

We understand the peaks and troughs in activity and can advise when is the best time to market your property with a view to starting a tenancy that will give you the best chance of a regular re-let without void periods over the quieter times of the year. We will give you a realistic, up-to-date rental valuation that allows you to accurately calculate your annual rental income and return on your investment. Request a Valuation.

Property Presentation

People choose Chantries & Pewleys because they trust that our lettings service will meet their expectations. We will maximise your property’s potential with advice on cleaning, styling and decoration, followed by professional photography and floorplans. We can also oversee any refurbishment works on your behalf if the property is not local to you. For a more in-depth package to get your property to the market, please enquire about our ready to rent service.

Finding the Right Tenant

Finding you the right tenant is our main objective. We work hard to match our registered tenants with a property that will be suitable to all parties. We accompany every viewing, allowing us to present your property in a more relaxed atmosphere and to meet the prospective tenants and give you our professional opinion on their suitability, following the viewing. We carry out extensive referencing checks on your prospective tenant to ensure they are both financially and personally suitable to you, this includes both an employment reference and previous landlord checks.

Management Services

Our management service is broken down into three levels: fully managed, rent collect and introduction service . Here is an overview of what is available:

	Fully managed	Rent collect	Introduction service
Rental valuation	✓	✓	✓
Advertising / Marketing	✓	✓	✓
Preparation of Tenancy Agreement	✓	✓	✓
Inventory, Check In and Check Out Report	✓	✓	✓
Reference checks	✓	✓	✓
Deposit registration with the DPS	✓	✓	✓
Arrange Gas Safety Certificate	✓	✓	✓
Arrange Electrical Installation Conditioning Report	✓	✓	✓
Arrange Energy Performance Certificate	✓	✓	✓
Statement of accounts	✓	✓
Rent collection	✓	✓
Regular inspections	✓	✓
Liasing with landlords mortgages	✓	✓
Property Manager	✓
Deposit negotiation and disputes	✓
Utility companies transfer of contracts	✓

Ready to rent

Many first time landlords may not be aware of the legal requirements when it comes to letting a property. Our ready to rent service will ensure you have all the required compliance documents in order to safely and legally rent your property. This includes organising an EPC, gas safety certificate and electrical test as well as having the property cleaned to a tenancy standard and inspected by a professional to check the wiring is safe and there are no potential hazards. For more information on this service, please contact us.

Introduction Service

Sole Agency: 12% inclusive of VAT

On this level of service, we will:

• Market the property as we consider appropriate (see Definitions) and unless otherwise agreed accompany prospective tenants on viewings.
• Report all offers received and negotiate acceptable terms for the Tenancy.
• Apply for references on the Tenant as appropriate. This will usually be via the services of a Credit Referencing Agency.
• Prepare or administer on your behalf an appropriate Tenancy Agreement to be signed by both parties.
• Unless otherwise instructed, hold the Tenant’s security deposit as Stakeholder. Where the Tenancy is an Assured Shorthold Tenancy the deposit will be held and protected in accordance with Compulsory Tenancy Deposit Protection requirements under the Housing Act 2004. See G6 below Tenancy Deposit Protection.

Rent Collection Service

Sole Agency: 12% inclusive of VAT

On this level of service, we will:

• Market the property as we consider appropriate (see Definitions) and unless otherwise agreed accompany prospective Tenants on viewings.
• Report all offers received and negotiate acceptable terms for the Tenancy.
• Apply for references on the Tenant as appropriate. This will usually be via the services of a Credit Referencing Agency.
• Prepare or administer on your behalf an appropriate Tenancy Agreement to be signed by both parties.
• Unless otherwise instructed, hold the Tenant’s security deposit as Stakeholder. Where the Tenancy is an Assured Shorthold Tenancy the deposit will be held and protected in accordance with Compulsory Tenancy Deposit Protection requirements under the Housing Act 2004.
• Demand and receive rent from the Tenant on your behalf (unless otherwise instructed), and forward this to your bank, less our fees and any other appropriate deductions.
• Prior to the end of the initial term of the Tenancy ascertain the intentions of both parties and serve any appropriate notices.
• Negotiate any required and agreed extension or renewal of the Tenancy and prepare the relevant documentation.
• On receipt of written confirmation from both parties of the agreement reached between the Landlord and Tenant regarding any deductions to be made from the deposit, disperse the deposit as instructed and confirmed in writing by both parties, and where applicable in accordance with the Compulsory Tenancy Deposit Protection Scheme (see G6 below).
• Please note that at this level of service we do not assess or negotiate between the parties any costs due to the Landlord from the Tenant’s deposit.

Full Management Service

Sole Agency: 15.6% inclusive of VAT

On this level of service, we will:

• Market the property as we consider appropriate (see definitions) and unless otherwise agreed accompany prospective Tenants on viewings.
• Report all offers received and negotiate acceptable terms for the Tenancy.
• Apply for references on the Tenant as appropriate. This will usually be via the services of a Credit Referencing Agency.
• Prepare or administer on your behalf an appropriate Tenancy Agreement to be signed by both parties.
• Arrange for a professional Inventory and Schedule of Condition of the property to be made by an independent inventory firm, and for the checking of the Inventory at the commencement and end of the Tenancy.
• Deposit Protection.
• Unless otherwise instructed, hold the Tenant’s security deposit as Stakeholder Where the Tenancy is an Assured Shorthold Tenancy the deposit will be held and protected in accordance with Compulsory Tenancy Deposit Protection requirements under the Housing Act 2004. See G6 below Tenancy Deposit Protection.
• Demand and receive rent from the Tenant on your behalf.
• Visit the property at three months and then every six months during the Tenancy, to conduct a visual check of the condition and report to you in writing.
• Submit regular detailed statements of account to you relating to all transactions undertaken on your behalf.
• Prior to the end of the initial term of the Tenancy ascertain the intentions of both parties and serve any appropriate notices.
• Negotiate any required and agreed extension or renewal of the Tenancy and prepare the relevant documentation.
• At the end of the Tenancy, upon receipt of the inventory check-out report, calculate and agree with the Tenant an appropriate cost or compensation for any damage not due to fair wear and tear owed to you and organise on your behalf any cleaning or repairs, replacement prior to releasing any balance of the deposit monies.
• Forward to you any post passed or forwarded to us or found by us at the property.

For a full break down of our services and fees please contact us to discuss our Terms of Business.

Tenant Fees Schedule

New assured shorthold tenancies (ASTs) signed on or after 1 June 2019

Holding Deposit (per tenancy) — One week’s rent, for example a monthly rent of £1,000.00 would have a holding deposit of £230.76 . This is to reserve a property. Please Note: This will be withheld if any relevant person (including any guarantor(s)) withdraw from the tenancy, fail a Right-to-Rent check, provide materially significant false or misleading information, or fail to sign their tenancy agreement (and / or Deed of Guarantee) within 15 calendar days (or other Deadline for Agreement as mutually agreed in writing).

Security Deposit (per tenancy. Rent under £50,000.00 per year) — Five weeks’ rent. This covers damages or defaults on the part of the tenant during the tenancy.

Security Deposit (per tenancy. Rent of £50,000.00 or over per year) — Six weeks’ rent. This covers damages or defaults on the part of the tenant during the tenancy.

Unpaid Rent Interest at 3% above the Bank of England Base Rate from Rent Due Date until paid in order to pursue non-payment of rent. Please Note: This will not be levied until the rent is more than 14 days in arrears.

Lost Key(s) or other Security Device(s) Tenants are liable to the actual cost of replacing any lost key(s) or other security device(s). If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the tenant, landlord any other persons requiring keys will be charged to the tenant. If extra costs are incurred there will be a charge of £15 per hour inc. VAT for the time taken replacing lost key(s) or other security device(s).

Variation of Contract (Tenant’s Request) — £50.00 inc. VAT per agreed variation. To cover the costs associated with taking landlord’s instructions as well as the preparation and execution of new legal documents.

Change of Sharer (Tenant’s Request) — £50.00 inc. VAT per replacement tenant or any reasonable costs incurred if higher. To cover the costs associated with taking landlord’s instructions, new tenant referencing and Right-to-Rent checks, deposit registration as well as the preparation and execution of new legal documents.

Early Termination (Tenant’s Request) Should the tenant wish to leave their contract early, they shall be liable to the landlord’s costs in re-letting the property as well as all rent due under the tenancy until the start date of the replacement tenancy. These costs will be no more than the maximum amount of rent outstanding on the tenancy.

Charges for applicants moving into a non-housing act tenancy from the 1st June 2019

Set-up Fees (Tenant’s Share): £480.00 inc. VAT per tenancy.
Referencing for up to two tenants (ID checks, Right-to-Rent check, financial credit checks, obtaining references from current or previous employers / landlords and any other relevant information to assess affordability) as well as contract negotiation (amending and agreeing terms) and arranging the signing of the tenancy agreement.

Additional Tenant Referencing Fees: £120.00 inc. VAT per tenant. As Set-up Fees above for additional tenants

Guarantor Fees: £120.00 inc. VAT per guarantor.
Covering credit referencing and preparing a Deed of Guarantee (or as part of the Tenancy Agreement).

Permitted Occupier Fees: £120.00 inc. VAT per permitted occupier. Explaining to any permitted occupier their rights and responsibilities towards the named tenant(s)
and landlord.

Inventory Fees: Dependant on the number of bedrooms and/or size of the property and any outbuildings.

Accompanied Check-in Fees: Dependant on the number of bedrooms and/or size of the property and any outbuildings. Attending the property to welcome the tenant(s), confirm the Inventory and Schedule of Condition, explain the operation of appliances, highlight the location of utility meters, stop-cocks etc. and test that all smoke alarms and carbon monoxide detectors are present and in working order. This is subject to an approved Inventory as above.

Pet Deposit: Additional Security Deposit of 1 weeks’ rent to cover the added risk of property damage. This will be protected with your security deposit in government- authorised scheme and may be returned at the end of the tenancy.

Renewal Fees (Tenant’s Share): £120.00 inc. VAT per tenancy
Contract negotiation, amending and updating terms and arranging for the signing of a further tenancy agreement.

Variation of Contract Fees: £120.00 inc. VAT per request.
To cover the costs associated with taking landlord’s instructions as well as the preparation and execution of new legal documents.

Change of Sharer Fee: £120.00 inc. VAT per replacement tenant. To cover the costs associated with taking landlord’s instructions, new tenant referencing and Right-to-Rent checks, deposit registration as well as the preparation and execution of new legal documents.

Check out Fee (Tenant’s Share): Dependant on the number of bedrooms and/or size of the property and any outbuildings. Attending the property to undertake an updated Schedule of Condition based on the original inventory and negotiating the repayment of the security deposit.

Early Termination: Should the tenant wish to leave their contract early, they shall be liable to the landlord’s costs in re-letting the property. These costs will be no more than the maximum amount of rent outstanding on the tenancy.

Lost Key(s) or other Security Device(s) Tenants are liable to the actual cost of replacing any lost key(s) or other security device(s). If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the tenant, landlord any other persons requiring keys will be charged to the tenant. If extra costs are incurred there will be a charge of £15.00 per hour inc. VAT for the time taken replacing lost key(s) or other security device(s).

The Property Redress Scheme is a new, straightforward and easy-to-use consumer redress (ombudsman) scheme for Property Agents and Professionals.

The main purposes of the Property Redress Scheme are to allow Agents to comply with their legal requirement to be a member of a Government-authorised consumer redress scheme and to settle or resolve complaints made by consumers against members.

As a member, we benefit from a simple three-stage process to resolve the complaint:

• The member will first be given an opportunity to resolve the complaint directly
• The Property Redress Scheme offers a mediation service
• The Property Redress Scheme Ombudsman will make a binding decision on the complaint

The advisory council

The Property Redress Scheme has appointed an independent Advisory Council consisting of industry experts who will both guide and scrutinise the work of the Property Redress Scheme.

Credentials

The PRS is authorised by the Department for Communities and Local Government to offer redress to Lettings and Property Management Agents and the National Trading Standards Estate Agency Team (formally the OFT) to offer redress to Estate Agents. The Property Redress Scheme is a trading name of HF Resolution Ltd which is a wholly owned subsidiary of HFIS PLC.

We are proud to have attained several industry accreditations which help us ensure that our service is the best it can possibly be. We are members of ARLA Propertymark which means we meet higher industry standards than the law demands and strictly adhere to their regulations, ensuring that we only provide a first-class service and offer you the best possible advice.

Click here for more information: http://www.propertymark.co.uk/how-we-protect-you/landlords-tenants/

We are backed by a Client Money Protection (CMP) scheme which guarantees your money is always protected.