Lettings Processes Manual:

A landlord may ask what are you doing as my agent? Signing a contract and collecting rent?

It may be worth showing them this list which is only a small aspect of what you do and the Terms of Business for the contracted terms.

Landlord Onboarding:

Rent Smart Wales or any licensing scheme –

• Landlords must be registered before all else

• Landlords must have linked agent to their account as their agent

• Landlords financial sanctions check completed

Landlord information provision before commencing agency activities:

• Agency Agreement

• Distance Selling notices

• Check again client registration and licencing

• Asbestos – guide attached

• Rent Smart Wales 29 point guide attached English equivalent HHSRS

• Complete a fire risk safety assessment before commencing letting activities if there are common parts to the demise of the property or if a purpose built flat then obtain a risk assessment from the landlord or block manager

NB Furnished Properties

• Landlord must evidence the fire safety of his soft furnishings – referred to in the agency terms of business clause 24.1

  
  

*Inventory clerk must be instructed to evidence the fire safety of any soft furnishings supplied as part of the let.

Advertising:

Adverts must list the following – plus any specifically relevant information for the property (flood risks etc)

• Location

• Rent and how paid

• Deposit amount

• Utility responsibilities

• EPC rating

• Heating & energy source

• Initial moneys required to be paid before start of the Occupation Contract

• Council Tax band

• Is the property managed by the agent or let only

• Cladding issues

• Parking?

• Broadband/phone network availability (Ofcom mobile checker)

• Likely length of availability for rent

• Availability date and is this subject to the current occupier vacating?

• Affordability required for this property – minimum income

Contract Holder/Tenant Onboarding:

• Holding Deposit agreement stage the following must be completed –

• Financial sanctions check

• Holding Deposit Agreement signed

• Draft Occupation Contract provided

• Complaints Procedure served

• Gas Safety Record served

• EICR served

• EPC served

• Tenant Guide served

Before the Inventory Stage-

• PAT testing

• Legionella risk assessment and education sheet served

• Asbestos risk assessment

At Occupation Contract signing stage –

§  Fully completed Occupation Contract and RHW2 form

• Waste disposal details

• Damp & Mould Leaflet

• Manuals for appliances supplied (previously evidenced on the inventory)

• Deposit handling – see below

Deposits:

At the start of occupation:

• Deposit Money will be taken

• Deposits money must be immediately protected

• Certificate, Prescribed Information and leaflet from the scheme provided to the tenant and signed on the receipt document

At end of occupation:

• Check out report completed and wear and tear considered

• Contract Holders informed within 10 days of any claims made by the landlord

• Any negotiations completed before releasing the moneys and handling any disputes

• When a dispute is adjudicated the sums will be immediately dispersed

Access arrangements for visits:

• Inspection Report – Use the RSW Template and report and action any issues found. The inspection should include a visual inspection of all appliances leads for fraying or bare wires.

  
  

Agreement in writing for access by Contract Holder is required to have been proven (email is accepted under the Occupation Contract) and accepted in writing.

Please Note! Even if access has been agreed then the Contract Holder changes their mind agreement for access the agreement will be deemed rescinded.

Occupation Contract 

Always use up to date occupation contracts unchanged.

Agency Diary Information:

The below MUST be diarised for follow up and a reminder date

1. Management of Managed Property List to be uploaded to RSW website every 10 months

2. CMP renewal date

3. PI renewal date

4. Rent Smart Wales agent licence renewal date (at least 2 months before the end date)

All landlords’ registration renewal dates

1. If landlord is not registered or registration expires then to inform Rent Smart Wales within 12 weeks All landlord’s licence renewal dates

2. If landlord is not licenced or licence expires then to inform Rent Smart Wales within 12 weeks

3. EPC, (2 months prior)

4. EICR, (2 months prior)

5. Gas Safety (instruct 2 months before end date and deliver a copy to the Contract Holder within 28 days)),

6. Contract Dates fixed term ends etc (1 month prior)

NB. Any changes to be actioned on RSW or licence site within 28 days including convictions and address changes etc

IMPORTANT! All of the above when completed must be evidenced and filed in the property file immediately