Universal Property Letting

08000 424242

Landlords

Landlords

We understand that letting your property, especially for the first time, can be a stressful experience. At Universal Property Lettings, our top priority is to provide you, the landlord, with exceptional service and to find the perfect tenant for your property.

As landlords ourselves, we know how important your property is to you. We’ve faced the same challenges and frustrations, which is why we’re dedicated to offering a level of care and professionalism that sets us apart. By choosing Universal Property Lettings as your letting and management agents, you can be confident that your most valuable asset is in expert and caring hands.

Experience the peace of mind that comes from working with a team that truly understands and prioritizes your needs. Let us handle the details so you can enjoy the benefits of your investment.

A Personal Service

Because of our experience managing our sister company, Universal Trade Windows, we can offer a personalized service with meticulous attention to detail, all while maintaining the highest standards of competence and professionalism. Our team, which includes skilled plasterers, fitters, plumbers, and administrative staff, equips us with the expertise to handle any property management needs. This background allows us to provide a bespoke approach, ensuring that your property receives the same level of care and dedication that has made Universal Trade Windows a success in the West Midlands.

Carefully Selected Tenants

Leveraging our extensive experience and expertise, we meticulously select tenants to ensure the highest standards. All prospective tenants are drawn from a continually updated register and undergo rigorous referencing and credit checks. To provide an added layer of security and peace of mind, we may also require a guarantor when necessary. This thorough vetting process ensures that your property is entrusted to reliable and responsible tenants.

Levels of Service Offered

Our Fees

At Universal Property Lettings, we offer transparent and competitive fees tailored to meet your property management needs:

  1. Universal Basic Package

    • Fee: 6% of rental income
    • Services include:
      • Marketing the property and conducting viewings
      • Tenant vetting and preparation of tenancy agreement (additional fee for inventory)
      • Collection and processing of rental payments

  2. Universal Premium Package

    • Fee: 10% of rental income
    • Comprehensive services include all features of the Basic Package, plus:
      • Regular inspection visits every 10 weeks (approximately 5 times a year)
      • Management of maintenance issues and repairs
      • Guaranteed rent insurance policy with a 30-day excess

Our structured fees ensure you receive exceptional service and peace of mind, tailored to your investment goals.

Insurance

As appointed introducers for several insurance companies, we can offer a range of insurance policies for landlords, including the following:

  • Buildings Insurance
  • Contents Insurance
  • Legal Expenses Insurance

Please feel free to ask for further details.

Guide for Landlords

Before a property can be let, there are several important matters that the owner must address to ensure the tenancy runs smoothly and complies with the law. We have provided summarized information below. If you need further advice or assistance with any matter, please feel free to contact us.

Preparing the Property

We believe that maintaining a positive relationship with tenants is crucial for ensuring a smooth tenancy. As property managers, it is our responsibility to foster this relationship. It is important for tenants to feel comfortable in their temporary home and to perceive value for their money. Therefore, a well-presented and well-maintained property in good decorative order contributes to this, while also potentially commanding a higher rental price. Tenants are also more likely to treat such a property with greater respect.

Electrical, gas plumbing, waste, central heating, and hot water systems must be safe, sound, and in good working order. Repairs and maintenance are the landlord’s responsibility unless misuse is proven. Interior decorations should be in good condition and preferably plain, light, and neutral.

Gardens should be left neat, tidy, and free of rubbish, with lawns cut where applicable. Tenants are expected to maintain the gardens to a reasonable standard, provided they have the necessary tools. However, most tenants are not experienced gardeners. If you value your garden, especially if it is large, you may prefer us to arrange visits by our regular gardener.

Personal possessions such as ornaments, pictures, books, etc., should be removed from the premises, especially those of real or sentimental value. Some items may be boxed, sealed, and stored in the loft at the owner’s risk. All cupboards and shelf space should be left clear for the tenant’s own use.

It is helpful to leave information for the tenant, such as instructions on operating the central heating and hot water system, washing machine, alarm system, and details about refuse collection days.

At the start of the tenancy, the property must be thoroughly clean, and it is the tenants’ responsibility to ensure it is left in a similar condition at the end of their tenancy. If they fail to do so, cleaning will be arranged at their expense.

Other Considerations

If your property is mortgaged, you must obtain written consent from your mortgagee to let the property. They may require additional clauses in the tenancy agreement, which you should inform us about.

It is important to ensure that you have appropriate coverage for letting under both your buildings and contents insurance. Failure to inform your insurers may invalidate your policies. If needed, we can provide information on Landlords Legal Protection, Rent Guarantee Cover, and Landlords Contents and Buildings Insurance.

Personal possessions such as ornaments, pictures, books, etc., should be removed from the premises, especially those of real or sentimental value. Some items may be boxed, sealed, and stored in the loft at the owner’s risk. All cupboards and shelf space should be left clear for the tenant’s own use.

It is helpful to leave information for the tenant, such as instructions on operating the central heating and hot water system, washing machine, alarm system, and details about refuse collection days.

We suggest setting up regular outgoings such as service charges and maintenance contracts to be paid via standing order or direct debit. If we manage your property, we can agree in writing to handle specific bill payments on your behalf, as long as these bills are addressed to you at our office and there are adequate funds in your account.

We will arrange for the transfer of Council Tax and utility accounts to the tenant. Meter readings will be taken to facilitate the closing of your gas and electricity accounts. We will manage these tasks on your behalf. However, British Telecom will require direct instructions from both the landlord and the tenant.

It is crucial to prepare an inventory of contents and a schedule of condition to prevent misunderstandings or disputes at the end of a tenancy. Without these safeguards, the landlord would be unable to demonstrate any loss, damage, or significant deterioration of the property or its contents. As part of our comprehensive service, if requested, we can arrange for a member of our staff to prepare an inventory and schedule of condition, as outlined in our Agency Agreement.

When residing in the UK, it is solely the landlord’s responsibility to inform HM Revenue & Customs of rental income received and settle any tax obligations. If the landlord resides outside the UK during a tenancy, they must obtain an exemption certificate from HM Revenue & Customs to receive rental balances without tax deduction. If we manage the property, we will offer guidance and support on applying for this exemption.

Most tenancies will automatically be Assured Shorthold Tenancies (ASTs) if the rent is under £100,000 per year and the property is let to private individuals. Typically, these tenancies are granted for an initial fixed term of 6 to 12 months. At the end of the fixed term, the landlord can regain possession of the property by giving the tenant two months’ written notice.

New rules regarding gaining possession through Section 21 apply to tenancies created on or after 1 October 2015. For more information, please contact one of our representatives.

Health and Safety, and other Legal Requirements

The following requirements are the responsibility of the owner (landlord). If we are managing the property, these responsibilities become ours as well. Therefore, when we manage the property, we ensure compliance, and any associated costs are the responsibility of the landlord.

Update: 25/09/2015. New regulations will take effect on 1st October 2015, introducing fresh obligations for landlords to provide specific information to their tenants and imposing restrictions on the use of the Section 21 Notice for no-fault possession procedures if these obligations are not met.

The Department of Communities and Local Government (DCLG) regulations mandate landlords to provide tenants with a booklet titled “How to rent: the checklist for renting in England” starting from 01/10/2015 for new tenancies. These regulations will apply to all tenancies from October 1st, 2018.

For further details, please contact one of our representatives.

There are several regulations concerning electrical installations, equipment, and appliance safety that impact landlords and their agents, especially when they are ‘supplying in the course of business’. These regulations include the Electrical Equipment (Safety) Regulations 1994, the Plugs and Sockets Regulations 1994, the 2005 Building Regulation Part P, and British Standard BS1363 relating to plugs and sockets.

While there is currently no legal requirement for an electrical safety certificate for tenanted properties (except for all HMOs), it is widely recognized in the letting industry that the safest approach to ensure tenant safety and to mitigate the risk of negligence accusations is to arrange for such inspections and certificates.

Under the Gas Safety (Installation and Use) Regulations 1998, all gas appliances and flues in rented accommodation must undergo a safety check by a Gas Safe registered engineer at least once every 12 months. It is mandatory to maintain these appliances in a safe condition at all times, retain records of these checks for a minimum of 2 years, and provide a copy of the safety certificate to each new tenant before the start of their tenancy.

All properties constructed since June 1992 must have been equipped with mains-powered smoke detectors from the outset. While there is no specific legislation mandating smoke alarms in ordinary tenanted properties (excluding HMOs), it is generally understood that landlords and their agents have a duty of care under common law. They could be held liable if a fire causes injury or damage in a tenanted property where smoke alarms are absent. Therefore, we strongly advise landlords to install at least one smoke alarm on each floor, typically in hall and landing areas.

Update: The Smoke and Carbon Monoxide Alarm (England) Regulations 2015 will be enforced starting from 1st October 2015. Landlords and managing agents could face a £5,000 fine for non-compliance. The new regulations mandate that all landlords must install working smoke alarms on every floor of their properties and carbon monoxide detectors in rooms with solid fuel appliances.

For more details, please contact one of our representatives.

The Furniture and Furnishings (Fire) (Safety) Regulations 1988 (amended 1989 & 1993) stipulate that specific items provided in rented properties must adhere to minimum fire resistance standards. These regulations encompass all upholstered furniture, beds, headboards, mattresses, sofa-beds, futons, nursery furniture, garden furniture suitable for indoor use, scatter cushions, pillows, and non-original covers for furniture. Antique furniture or items made before 1950, among certain other exceptions, are not covered by these regulations. Non-compliant items must be removed before the start of a tenancy.

We will arrange for the transfer of Council Tax and utility accounts to the tenant. Meter readings will be taken to facilitate the closing of your gas and electricity accounts. We will manage these tasks on your behalf. However, British Telecom will require direct instructions from both the landlord and the tenant.

If your property spans 3 or more levels and is rented to 5 or more tenants from 2 or more households (not all from the same family), it must undergo mandatory licensing by your local authority. Even if mandatory licensing does not apply under these criteria, a property with 3 or more unrelated tenants is likely considered a House in Multiple Occupation (HMO), subject to special management rules.

All deposits collected by landlords and letting agents under Assured Shorthold Tenancies (ASTs) in England and Wales are required to be protected by a tenancy deposit protection scheme. Each scheme includes an alternative dispute resolution (ADR) service to resolve disputes without court involvement. Landlords and letting agents have the option to select between two types of schemes: a single custodial scheme and two insurance-based schemes.

The Housing Health and Safety Rating System (HHSRS) evaluates the potential hazards in a property based on 29 different criteria. Landlords are obligated to maintain their properties to ensure they offer a safe and healthy environment for tenants. Enforcement of the HHSRS is carried out by local authorities to uphold these standards and address any identified hazards.

Since October 2010, the Equality Act has largely replaced the Disability Discrimination Act of 2005, although the Disability Equality Duty from the DDA remains in effect. These Acts establish the rights of disabled individuals regarding premises that are rented or intended to be rented. Landlords and property managers are obligated to make reasonable adjustments to accommodate disabled people under these laws.

All deposits collected by landlords and letting agents under Assured Shorthold Tenancies (ASTs) in England and Wales must be safeguarded by a tenancy deposit protection scheme. These schemes are designed to prevent disputes from escalating to court, offering alternative dispute resolution services (ADR) for resolution. Landlords and letting agents have the option to select from two types of schemes: a single custodial scheme, where the deposit is held by the scheme administrator, or two insurance-based schemes, where the landlord or agent holds the deposit but must insure it with the scheme.

Since 1st October 2008, landlords in England and Wales who offer property for rent must comply with the law by providing prospective tenants with an Energy Performance Certificate (EPC). In Scotland, EPCs for rental properties have been mandatory since January 2009. These certificates must be provided free of charge either before or when any written information about the property is given to prospective tenants, or before a viewing takes place. An EPC is valid for 10 years. We can facilitate an EPC inspection for our landlord clients upon request.

The information provided above summarizes landlords’ responsibilities and the legal requirements concerning rented property. If you have any uncertainties or need further clarification on any aspect, please don’t hesitate to reach out to us. We are here to assist you with the letting and management of your property. If desired, you can print this page using your browser’s Print option.

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