We will visit your property and provide you with a professional rental valuation and FREE property ‘health check’.  This includes advice on how best to present your property for rent, i.e., maintenance, refurbishment or general upkeep that may be needed.  We know from experience that presenting your property in its best possible condition attracts quality tenants and sets the level of expectation on how it should be maintained during the tenancy.

We pride ourselves in sourcing the most suitable tenant for your property as quickly as possible.  An empty property is lost income to a landlord. We have a constantly updated database of pre-vetted tenants; this process can match a suitable tenant to your property immediately.  However, we also carry out proactive marketing of your property by listing it on rightmove.co.uk, our own interactive website and via our prominent high street window display.

We listen to your criteria for the type of tenant you want.  Our pre-application process matches prospective tenants to your property, the most suitable of which are offered a viewing.  Once a successful applicant has been accepted, we commence referencing.

Our fully comprehensive referencing process ensures that we carry out diligent checks on your prospective tenant.  This includes: affordability and insolvency checks, verified employment/accountant references, previous landlord references, credit scoring, identity and right to rent checks (required by law). Only when the tenant has passed all of the above will they be offered the tenancy.

We are delighted to offer our very own annual rent guarantee & legal protection cover (if required). This insurance policy is only available via tenants who have passed our referencing process.  In the event of tenants defaulting, our policy will cover unpaid rent and any legal costs involved in gaining possession of your property.  An added benefit is that the value of 75% of the rent will be covered for up to three months while the property is being re-let.  Whilst we hope this policy will not be required, it gives you complete peace of mind should the situation occur.

When we initially assess a property, we indicate to you what we believe to be a realistic rent.  Prospective tenants usually accept this figure.  Payments are due every calendar month, in advance, starting from the commencement of the lease.  We do encourage tenants to pay their rent by standing order.

On occasions unforeseen situations arise and rent arrears can occur.  In these circumstances our accounting system will quickly draw this to our attention and the problem can usually be resolved swiftly. We use a variety of methods to contact the tenant including text messaging, telephone calls, emails and visits to the property, if necessary, alongside warning letters advising the tenant of the likely consequences of late payment.  If after seven days we have been unable to resolve the situation the landlord is informed of the circumstances and a course of action is discussed and agreed.

Through our experience it is important to be thorough when detailing the condition of the property prior to the commencement of tenancy. We produce a full written and photographic inventory of your property.  However, we are now pleased to include in our premium package innovative video inventories.  This service has revolutionised our inventory process, as it provides tenants with clear and transparent evidence of the condition of the property before commencement.  This negates any disputed claims by the tenants of pre-existing damages when the tenancy ends.

We require the landlord to provide us with a set of keys to the property for each tenant. We also require a set of keys to be retained in our office for emergencies.

VIKINGS makes managing your property as hassle-free as possible; we ensure that your property is fully compliant with current legislation. Our in-house qualified team will arrange all the required certifications listed below on your behalf. (If you wish to obtain these yourself you will be required to provide us with the legal documentation prior to letting.)

* Your property will require:

• Energy Performance Certificate (EPC)
• Gas Safety Certificate
• Electrical Installation Condition Report (EICR)
• Smoke Alarm(s) installed
• Carbon Monoxide (CO) Alarms installed (as appropriate)

* Please see COMPLIANCE APPENDIX  for further information

Prior to commencement of tenancy, we require tenants to pay a tenancy deposit, usually equal to one month’s rent (the maximum allowed by law is five weeks). This helps ensure the tenant looks after the property and is a safeguard against unpaid rent.  Deposits must be registered by law with a government approved scheme.  VIKINGS is an affiliated member of The Tenancy Dispute Service (TDS) Insured Scheme. Deposits are held in our secure deposit account for the duration of tenancy.  

The deposit is refundable at the end of a tenancy after the tenant has vacated the property.  Return is subject to a satisfactory end of tenancy inspection as detailed in the signed inventory. If there are any discrepancies in terms of condition, we notify the tenant of intent to deduct and put right damages.  If the tenant disagrees, we use our own in-house mediation service to bring the matter to a satisfactory conclusion.  In the unlikely event no agreement can be reached, we notify the TDS who will act as arbitrators

All new tenancies commence under a minimum term on an assured shorthold tenancy agreement, which is usually twelve months (with a six-month break clause) unless otherwise specified. If you and the tenant are happy for the tenancy to continue, the tenancy will be renewed following the annual rent review

On the day of commencement, we provide the tenant with all legal documents for their signature.  Our Team will carefully guide them through the terms of the tenancy agreement before signing.  The tenant is presented with two copies of the Schedule of Condition & Contents and the video inventory will be sent electronically.

The tenant will also be provided with VIKINGS’ rental welcome pack explaining where to pay rent, reporting repairs and emergency contact numbers, etc.  By law they will be provided with the Government’s How to Rent Guide.  Once documentation is signed, the tenant will be given the keys to allow commencement. You will be provided with copies of tenancy agreement, inventory, deposit registration certificate and any other documentation for your records.

Rents are paid per calendar month in advance on the commencement date of tenancy.  Once the tenant has paid the rent into our account, we will make payment to you as detailed on your monthly statement, which will be automatically sent via email. On occasions, unforeseen situations arise and late payments can occur.  Our accounting team will act promptly to contact the tenant to resolve the situation. If, after 72 hours, we have been unable to resolve the situation, you are informed of the circumstances and a course of action is discussed and agreed.

At some point your property will need some maintenance or repairs to be carried out.  Our innovative report a repair procedure for tenants ensures any general repair is dealt with efficiently. Our trusted team of LOCAL independent tradespersons are notified of the repair as soon as it is reported. 

NON-URGENT repairs are dealt with within 14 days, the tenant being informed of proposed actions.  This ensures your property is well maintained in a timely manner.  For more urgent repairs we operate an emergency 24-hour callout service for tenants to contact our team of tradespersons directly, thus minimising any potential damage to your property.  We will contact you as soon as possible to inform you of the emergency callout along with cost.   

VIKINGS believes in the importance of regular property inspections, which will in turn give you, the landlord, peace of mind. You will be provided with a detailed inspection report.

These inspections serve the following purposes: 

• To ensure the property is being well looked after, whilst also allowing us to check for any maintenance issues that may have arisen during the tenancy. Should any maintenance matters be noted, we will then inform you of any works that need attention, thus helping to reduce the risk of the problem worsening and costs escalating.

• We also find these inspections most helpful in building a rapport with the tenant, which is mutually beneficial for all parties ongoing throughout the tenancy.

VIKINGS understands the importance of maximising your investment.  Therefore, we will review your property’s rent annually to keep it in line with current market rent levels.  If rent levels are not monitored regularly, they will quickly fall behind, which will make it more difficult to implement a realistic increase affordable to your tenant.

If you wish to regain possession of the property you will be required to give a minimum of two months’ notice to the tenant, which must not expire within the fixed period of the tenancy (usually six or twelve months).

If the tenant wishes to give notice, they are required to give a minimum of one month’s notice, likewise not within the fixed period (as specified in the tenancy agreement). 

Once a tenant has given notice, VIKINGS will arrange a pre-checkout inspection to advise the tenant on how to return the property in the same condition as at the commencement of tenancy (fair wear and tear notwithstanding).  The Schedule of Condition (inventory) is used as a guide for this process. 

When the tenant has vacated, we conduct a checkout inspection of the property.  Once we are satisfied that the property has met the required standard, the deposit is refundable to the tenant, which must be done within ten days of the tenancy ending, as we are bound by The Dispute Service (TDS) terms.

The Premium Management Package does not include management of the property whilst vacant.  If you would like us to manage the property whilst vacant, this would be an additional service.

As a landlord, you may decide to sell your property at any time.  VIKINGS has successfully been selling properties on behalf of landlords since 1986.  We will be happy to provide you with an up-to-date market valuation with a view to marketing the property on your behalf.  In many instances we are able to sell the property to another landlord with the tenant in situ, enabling you to receive rent up to the last day of your ownership.

VIKINGS, with over 38 years of sales and lettings experience, will offer you advice on how to get the maximum out of your investment.  Whether you are an experienced landlord, or new to the buy-to-let industry, we offer a free service in advising you on the best type of property to buy for the maximum return. 

We also partner with dedicated mortgage brokers, who specialise in buy-to-let mortgages.  They will be happy to advise you whether you are looking to re-finance, purchase additional properties, or simply wish to raise funds to improve your current property.

Income received from renting any property is subject to tax (we strongly recommend that you take advice from an accountant and/or tax advisor). 

We are required by the above regulations to have in place anti-money laundering controls in order to anticipate and prevent our business being used by criminals to launder money and fund terrorism.  Consequently, we are required to request that landlords provide the following documents:

• Proof of ownership of the property, e.g., solicitors’ letter and/or associated documents at the time of purchase
• Copy of landlord’s passport, driving license and utility bill

As landlords you are still responsible for buildings insurance.  Please note buildings insurance will not usually cover the costs of replacing or repairing carpets if they become damaged. It may be prudent to take out accidental damage cover.  Buildings insurance does, however, cover fixtures and fittings.  If the property is furnished or part-furnished you may also wish to consider contents insurance.

We are happy to refer you to our trusted broker, who will be only too pleased to assist you with a quotation for your insurance requirements.

VIKINGS is committed to providing a professional service to all our clients and customers.  When something goes wrong, we need you to tell us about it.  This will help us to improve our standards.

If you have a complaint, please put it in writing, including as much detail as possible.  We will then respond in line with the timeframes set out below (if you feel we have not sought to address your complaints within eight weeks, you may be able to refer your complaint to The Property Ombudsman to consider without our final viewpoint on the matter).

What will happen next?

• We will send you a letter acknowledging receipt of your complaint within three working days of receiving it, enclosing a copy of this procedure.
• We will then investigate your complaint.  This will normally be dealt with by the Office Manager, who will review your file and speak to the member of staff who dealt with you.  A formal written outcome of our investigation will be sent to you within 15 working days of sending the acknowledgement letter.
• If, at this stage, you are still not satisfied, you should contact us again and we will arrange for a separate review to take place by a senior member of staff.
• We will write to you within 15 working days of receiving your request for a review, confirming our final viewpoint on the matter.

If you remain dissatisfied, you can then contact The Property Ombudsman to request an independent review:

The Property Ombudsman Ltd
Milford House
43-45 Milford Street
SALISBURY
Wiltshire
SP1 2BP

01722 333 306
www.tpos.co.uk

Please note the following:

You will need to submit your complaint to The Property Ombudsman within 12 months of receiving our final viewpoint letter, including any evidence to support your case.

The Property Ombudsman requires that all complaints are addressed through this in-house complaints procedure, before being submitted for an independent review.

After having studied our Landlords Guide, we welcome you to contact us to discuss the management of your property in further detail, after which you will be ready to instruct VIKINGS ESTATE AGENTS.

Your final step is to complete and return our Landlords Sole Agency Agreement and Questionnaire once we receive your instruction.  Upon receipt of these completed documents, we will commence marketing your property.

VIKINGS relishes the opportunity to work with you for many years to come.