Landlord Agreement
​Terms and Conditions

  
Terms of Management
Our appointment as managing agents is for the duration of the tenancy, and any renewal or extension thereof to the same tenant.  Where a tenant is introduced by My Patch Lettings and is still occupying the property shall be deemed still a tenant introduced by My Patch Lettings.
Our instruction will be on a sole agency basis only for a period of not less than 12 months from the date of first marketing unless otherwise agreed.
Marketing your property
For all levels of service agreement taken out we agree to market your property on the main online portals Rightmove and Zoopla until let.  We also agree to carry out all viewings in good time from the initial client enquiry.

Referencing
For all levels of service we use an online credit referencing agency that takes references from the tenant’s bank, employer, character reference and where possible the previous Landlords or Letting Agent.  We will also take two forms of identification in the form of pictured ID and recent utility bill.  We also screen potential tenants under the “Right to Rent Scheme” to ensure you are a landlord are protected and renting within the law. These details are used to produce a credit score that guides the decision to rent to them.
We make every effort to ensure that good tenants are secured for each property and we will not proceed with an application if the references are not satisfactory.  Where necessary a guarantor will be sought, however at this stage you will be advised and be actively involved in the decision to rent.
The Shorthold Tenancy Agreement
For all of our levels of service we agree to prepare the most appropriate form of Tenancy Agreement. In all cases this will be a legally approved Assured Short hold Tenancy Agreement under the provisions of the Housing Act 1988. This agreement is fixed term tenancy of not less than six months under which the landlord cannot repossess the property until six months have elapsed.
Beyond the 6 month agreement a new Tenancy Agreement can either be drawn up at this stage for a further six months or the original tenancy can continue to run on a ‘rolling month to month basis, then agreement will then become a Statutory Periodic Tenancy.
Under these agreements the landlord (via ourselves) will need to give two months written notice to regain possession of the property.
When the original term of the tenancy has expired, the landlord has an absolute right to regain possession of the property should he wish to do so, providing that the prescribed notices have been given to the tenant at the beginning and end of the tenancy.
Deposits and Rent
For all levels of service we take a deposit from the tenant that is equivalent to at least one month’s rent.   In order to ensure you as a landlord stay in line with the law this deposit is held in a government-approved Deposit Protection Scheme.
When the tenancy agreement comes to an end we will inspect the property against the inventory taken when the tenant moved in and advise the tenant of any necessary repairs, replacements or cleaning etc and specify a time frame, usually being a week within which to make good on our recommendations.
Any outstanding repairs, replacements or cleaning after the agreed time period will be deducted from the tenant’s deposit and the balance returned only when we are satisfied with the condition of the property.
Rents are collected directly from your tenant’s bank account and will be transferred to your bank or building society account less agreed deductions as soon as possible. Rental rate will be reviewed by ourselves at least annually and increased in line with market conditions by giving the tenant two months written notice.
Inventories
We will prepare a detailed inventory of your property just before the tenant moves in. We will also make every effort to ensure your property is legally ready to rent. This service will include:
·        Tenant is in receipt of EPC, Tenancy Agreement, Inventory, DPS receipt, Gas Safety Cert, How to Rent Guide
·        Full condition check of every room, it’s flooring, electricals, windows and heating
·        Photos to show condition of areas that are below satisfactory condition
·        Meter readings for gas, electricity and water where possible
·        Location and condition of smoke and carbon monoxide sensors
·        Details of keys handed over

Inspections & Maintenance
For all levels of service inspections will be carried out every 12 months.  For our Platinum and Gold services inspections are carried out every 6 months.
If you are a Platinum landlord inspections are carried out three months on request. 

To give you peace of mind that your property is in good shape a copy of our report will be sent to the email address you registered with us.
In the event of any damage the tenant will be advised in writing a time period by which the damage should be made good by a reputable tradesmen or like for like replacement.
Platinum Landlords
Where routine repairs or replacements are required we will pay and arrange any repairs up to a maximum of £100 per visit. (Maximum 5 visits in a year).
If repairs or replacements exceed £100 you as the landlord will be advised of the expense prior to work being carried in order to authorise the payment of such work.  Only in the event of an emergency will you not be notified.
(This is only if emergency cover does not cover the cost of repairs).
Gold Landlords
Where routine repairs or replacements are required you authorise ourselves to  arrange any repairs up to a maximum of £100.
If repairs or replacements exceed £100 you as the landlord will be advised of the expense prior to work being carried in order to authorise the payment of such work.  Only in the event of an emergency will you not be notified.
(This is only if emergency cover does not cover the cost of repairs).
Classic Landlords
Where routine repairs or replacements are required you authorise ourselves to arrange any repairs up to a maximum of £100.
If repairs or replacements exceed £100 you as the landlord will be advised of the expense prior to work being carried in order to authorise the payment of such work.  Only in the event of an emergency will you not be notified.

Emergency Cover and Insurance

As a landlord we strongly advise that you take out the necessary landlord buildings and contents insurance. All claims made under insurance arranged by the landlord will be the landlords responsibility.

Platinum Landlords Emergency Cover
Emergency Cover for your Primary Heating System
Failure of your domestic water mains or electricity supply
Failure or damage to your property's locks, doors or windows
Failure of roofing, guttering or down-piping
Burst pipes or sudden leakage
An infestation of pests
Blocked drains or sewers causing water damage to your property
Inoperable toilet causing water damage to your property and where there is no other toilet available in the property
No excess and No call-out charges
24 hour cover, 365 days a year
Up to 5 claims per year (per property)
Nationwide coverage by fully qualified engineers
Maximum £750 per claim
Gold Landlords Emergency Cover
Emergency Cover for your Primary Heating System
Failure of your domestic water mains or electricity supply
Failure or damage to your property's locks, doors or windows
Failure of roofing, guttering or down-piping
Burst pipes or sudden leakage
An infestation of pests
Blocked drains or sewers causing water damage to your property
Inoperable toilet causing water damage to your property and where there is no other toilet available in the property
No excess and No call-out charges
24 hour cover, 365 days a year
Up to 5 claims per year (per property)
Nationwide coverage by fully qualified engineers
Maximum £500 per claim
Tenant turnaround deep clean
For Platinum and Gold landlords My Patch Lettings will arrange a full deep clean of your property when a tenant moves out.  This will require at least three days and therefore is only available when there is a gap tenancy.  Where there is a need for specific cleaning between tenants every effort will be made to bring the property up to a reasonable standard before a new tenant moves in.

Landlord Legal Obligations

Boilers & Gas Safety Certificated
For all levels of service offered we agree to arrange an annual Gas Safety Certificate in order to comply with Gas Safety Regulations 1994.  We also agree to have the boiler at your property serviced in accordance with the emergency cover agreement.
Electrical Testing
Under the Electrical Equipment (safety) Regulations 1994, landlords are obliged to ensure that electrical equipment supplied in rented property complies with the regulations. This involves carrying out a check prior to letting the house and on a yearly basis thereafter.
Platinum Landlords
Registered and Trained Portable Appliance Tests will be carried out annually on up to 5 appliances.  Additional appliances will be charged at £5 per appliance to the landlord.
All other levels of service can have PAT’s arranged at a cost of £15 per electrical item.
Energy Performance Certificate
As of the 1st October 2008 all rental properties are required to obtain an Energy Performance Certificate when a new tenancy commences. The EPC will be valid for a period of 10 years and is similar to that obtained from a Home Information Pack.

Platinum Landlords
EPC’s are carried out where necessary at no extra cost.
All other levels of service can have a EPC arranged at a cost of £150 +VAT.
The Fire and Furnishings
The definition of soft furnishings includes sofas, easy chairs, mattresses, loose covers, and sofa beds. If your furniture does not comply with safety standards, you might consider either letting your property unfurnished or purchasing new items where necessary. If your furniture has a label on it which states that it complies with the Fire and Furnishings regulations, then it will meet the necessary standards.
Platinum Landlords
Full checks of the fixtures and fittings will be carried out for Platinum Landlords who are letting their property with furniture.
All other levels of service do not include fire and furnishings checks.
Legionella Risk Assessment & Testing
Legionella bacteria have the potential to cause serious harm to people’s health if it is not carefully controlled. As a result, all owners of premises containing a man-made water system must ensure that the system is safe to use, regularly maintained and free from harmful bacteria.
Platinum Landlords
Full risk assessment is carried out if inventory shows there is a significant risk of Legionella. 

All other levels of service do not include risk assessment or testing for legionella.

Instruction of Solicitors
Where you wish to take legal action for breach of terms of the tenancy agreement you as legal owner of the property will be responsible for appointing a solicitor for this action to be carried out. We will provide your solicitor with all the necessary documentation and help that he or she requires.
Sale of Property
If you decide to sell the property while a tenant introduced by My Patch Letting is in place you agree to pay My Patch Lettings 1.5% plus VAT of the full sale price, upon completion of the sale.