Marketing your property

After valuation and signing the terms and conditions, we will visit your property to snap photos and collect valuable information to compile property details that attract the attention of potential home seekers. We will erect a “To Let” board outside your property to increase visibility. Your property details will be uploaded to major internet property portals for exposure to the masses. We will also promote your property through SMS, email and other available media resources.

Selecting the right tenant

A member of James Chiltern will accompany prospective tenants to show your property. This gives us an opportunity to match their needs and requirements to your specifications. Once we identify the right tenant suitable for your property, we will notify you via phone/email. We will provide adequate information about the tenant(s) so that you can decide whether to accept the offer or not.

Accepting an Offer

Once you accept the offer, we will collect a holding deposit from the tenant and place your property “Under Offer”. We will conduct a tenant background and credit check on your behalf. We will also collect bank statements and identity proofs for record. We could even setup a meeting between the tenant(s) and yourself, which gives both parties an opportunity to discuss any nitty-gritty about the property and its belongings. Your decision to accept the tenant will be final and binding.

Drawing the tenancy agreement

Your acceptance is our go-ahead to draw up a tenancy agreement, which explains the tenants, agents and landlords obligations and any additional clauses as discussed. We will collect a security deposit and one month rent in advance before signing the tenancy agreement.

Checking in the tenants and Tenant Liaison

The keys to your property will be released to the tenant on moving-in day. As per your instructions we will carry out a full inventory check, note meter readings and notify utility suppliers of the new tenancy. We will also inform the council (at no cost) to initiate council taxes in the tenants’ name.
The security deposit will be kept in a government approved tenant deposit protection scheme.
Your property manager will be the focal point in negotiations between the tenant and landlord. He or she will monitor problems and ensure their swift resolution. Liaising with all parties involved with the property and mediating in disputes is an often thankless but key role of our property manager.

Collection and transfer of rent

A standing order mandate between the tenant’s bank and ours will be setup at the time of signing the tenancy agreement. This will ensure that rents are paid on time to our account. We will calculate and deduct our fees and transfer the remainder into your account within five working days.
As and when appropriate, we will take appropriate action to chase up and then recover arrears. We will notify you when the rent due under the tenancy agreement falls in arrears by more than 5 days. If it becomes necessary to take legal action, we can provide assistance or our own solicitor to begin proceedings against the tenant.

Account Statements

We will provide regular statements showing rental income received, fees charged and the overall net payment to you. Payment will normally be made to you by electronic transfer direct to nominated UK bank or building society account.

Tenancy renewals and terminations

Subject to your instructions, we will administer any renewal of the tenancy agreement or extension of the contract. If you stay with us for long enough, we will provide regular reviews of the rental level payable on your property compared against current market conditions. If you wish to end the tenancy at an appropriate time, then we will help with the serving of a termination notice.

Repair work and maintenance

We will respond to emergencies by taking whatever measures are considered appropriate. However, in order to comply with certain professional regulations, we will require a property management float account with us that has sufficient funds to cover the cost of the works. This holds true for routine maintenance and other repair work as well. The property manager will normally contact you about all work on the property, particularly when expenditure is above a set level. However, in cases of emergency where your property would be put at risk by a lack of action, the property manager may act without your consent.

Property Inspection

We will conduct an annual visit to your property in order to check on the general condition that the tenant is maintaining. If the property manager is not satisfied, we will inform you in writing of our concerns, the suggested course of action and when we plan to make a further and final visit. An inspection report will be provided after the final visit with actions taken.