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Anna Harper Lettings Private landlords in Edinburgh letting agency for accommodation in Edinburgh -

Your Account | Tenants | Landlords


Landlords

landlord registration
new legislation and set-up costs
new lease (SPRT) coming 2017
yet more new legislation!
non-resident landlords
insurance
legionella
carbon monoxide alarms
terms and conditions
access your account to view statements etc


 

which letting agent??..

If you are trying to decide on a letting agent to use, please read on ..

Currently we manage around 200 properties, mostly in central Edinburgh, and we are always on the lookout for quality, well-located flats and houses.

Being a relatively small agency helps ensure we can deliver a personal service to all our clients, including landlords and tenants.

Our main business is providing long-term rental management at exceptional value, we also take on let-only, short term and festival lets.

 

What we charge our landlords and what they get in return.

Our 10% full management fee combined with more than 20 years experience in the letting business provides our current landlords, many of who live abroad, with peace of mind and a better investment. We would provide you with suitable tenants and a service that includes first rate day to day management of your property.
Our fees are very straightforward, only 10% (plus VAT) of the monthly rental for a full factoring service.
We will also show details in our office. We do not charge for lease renewal, however as of November 2012 there are charges relating to the tenancy deposit scheme (see below)
Our full management fee of 10% (plus VAT) ensures we find suitable and reliable tenants who will be fully vetted. A Short Assured Tenancy will be signed by both Landlord and Tenant, deposit money held until the property is checked at the end of the tenancy and all outstanding bills have been settled and any damage made good. Properties are checked at regular intervals and more often should the landlord require it.
A full written and photographic inventory will be carried out and we will be happy to give advice on matters such as fire safety, HMO regulations, investments and development opportunities.

 

Maintenance team

We have an extremely reliable and highly efficient property maintenance team who will carry out anything from major flat renovations to day to day repairs, gas and electrical safety checks and are on call seven days a week.
Although we are keen to take on flats of a high quality we would also be pleased to take on properties in need of renovation or redecoration.
If you are interested in using Anna Harper Lettings to look after your property and want to arrange for a visit or speak to us for any further information please contact us.

 

Our Charges:

What you get for your 10%
Our Monthly 10% (plus vat) commission charge includes the following :
Initial visit to property to advise landlord on rent. Photograph property for posting on web and advertising*. Inform tenants from our database. Links to all major website servers with tenants automatically informed.

Preparation of AT5 and Short Assured Tenancy lease to be signed by both landlord and tenant.
Set up standing order for tenants and PROMPT monthly payment into landlord’s bank account.*
Full photographic and written inventory of contents and decorative order.
Change Council tax into tenants names.
Carry out property inspections on request.
Chase rent on landlords behalf.
Monthly invoicing and account reconciliation.
Online account access for landlords including fully expandable statements showing rental income, fees and expenses.

*dependant on rental funds received from tenant

Advice on set-up costs and New Legislation

Anna Harper Lettings charge a once-only landlord’s set-up fee of £100.00 (including VAT), which would only be deducted from your account once the tenancy is up and running. This includes the initial marketing of the property, photography,
listing on our website, Lettingweb, and many other connected property sites and servers. It also includes all tenant viewings and vetting as above. The fee is not repeated and covers as many properties as the landlord or group of landlords have.

Costs to bear in mind when getting a property let for the first time include:

Gas safety check required annually, AHL normally charge £66.00 (plus vat). This includes Landlord’s Gas Safety Certificate. *This may be more if there are more than 3 different gas appliances or if remedial work is required.

Portable appliances test (PAT) recommended annually, now required 3-yearly, AHL charge £44.00 (plus vat). This includes testing of all moveable electrical appliances for earth bond, continuity and insulation, landlord’s electrical PAT report and logging of all appliance details and results in our database. There is no limit on the number of appliances.

EICR (formerly called PIR) Electrical Installation Condition Report required 3-yearly for HMO properties - but see new regulations below for non-HMO properties (recommended 5-yearly). AHL charge £120 - £130  plus 10% (plus vat). This includes testing of all house wiring and installation for earth bond, continuity, insulation, compliance with current regulations. Please note remedial work may be required following the EICR, to be costed accordingly.

Smoke detectors required if not present - see new legislation below - This is to provide minimum safety standards and does not apply to houses of multiple occupancy . Information on hmos is listed separately.

Smoke detectors - new legislation 2014

The Scottish Government has produced revised statutory guidance on the requirements for smoke alarms. A copy of the revised statutory guidance is available on the PRHP website by visiting PRHP

However, the main points relative to smoke detectors are as follows. The revised Domestic Technical Handbook guidance states there should be at least:
• One functioning smoke alarm in every room which is frequently used by the occupants for general daytime living purposes
• One functioning smoke alarm in every circulation space, such as hallways and landings
• One heat alarm in every kitchen
• All alarms should be interlinked.

POA.

EPCs all new tenancies from Jan 2009 require Energy Perfomance Certificates to be carried out and the report posted at the property.  AHL charge £66.00 (plus vat).

view sample EPC

Collect references and carry out intensive tenant vetting -(work or bank, previous landlord, parental guarantee if student.) Equifax credit checking.(£25.00 plus vat)

Collect deposit. Returned to tenant at end of tenancy when all outstanding bills are paid and any breakages or damages replaced or repaired. Tenancy Deposit Scheme setup fee: registration, application and  transfer of funds to Letting Protection Scotland, including management of release of funds at end  of tenancy, not including dispute management.(£88.00 plus vat)

 

SPRT

The Private Housing (Tenancies) (Scotland) Act 2016 has been passed by the Scottish Parliament. The new Scottish Private Residential Tenancy, (SPRT) which is expected to be introduced at the end of 2017, will deliver improved security of tenure for tenants, including students in smaller purpose built and mainstream private rented accommodation, and also the power for local authorities to designate rent pressure zones within their jurisdiction. There will also be streamlined procedures for starting and ending a tenancy and a model agreement for landlords and tenants.

The Act contains transitional provisions to deal with the move from assured and short assured tenancies to PRTs. An existing tenancy which is extended by agreement between the landlord and the tenant – for example, a short assured tenancy which runs for an initial six months and is then rolled over by agreement between the parties on a six monthly basis – will continue to be effective as a short assured tenancy until it finally ends, or until the landlord and tenant decide that, with effect from a date to be agreed between them, the tenancy is to become a PRT. If a new tenancy is entered into, however, then that new tenancy will be a PRT.

Key features of The Act include:

improved security of tenure for tenants, including (some) students

powers for local authorities to impose rent caps in designated areas

simplified procedures for starting and ending a tenancy

a model tenancy agreement containing compulsory and other common clauses.


The SPRT will become the standard tenancy agreement between residential landlords and tenants and will replace the most common types of residential tenancies in Scotland – the Short Assured Tenancy and the Assured Tenancy. The main points to note in the Act are as follows:

There will be no minimum period of let and no pre-tenancy notices will be needed.

There will be a model tenancy agreement which may be used by landlords and tenants. Some of the clauses will be compulsory including, initially, provision for receipts for cash payment of rent, notification of adults other than the tenant occupying the property, a prohibition on sub-letting without consent and access for repairs.

A number of tenancy agreements have been excluded from the effects of the Act including agricultural tenancies of more than two acres, social housing tenancies and holiday lets.


Key points:

  • Purpose built student accommodation will be exempt but only if the planning permission for the accommodation stipulates that it has to be used predominantly for housing students and the provider of the accommodation has at least 30 bedrooms in one building or as part of a complex again predominantly used to house students. All other student tenancies in smaller purpose built and mainstream private rented accommodation will fall within the new regime. Landlords subject to the new regime will be unable to end the student tenancies at the end of the 10 month academic term time as many do at the moment.
  • Tenancies will continue indefinitely unless the tenant wants to leave or the landlord can on one of the prescribed grounds for repossession. The grounds for repossession include the landlord or lender looking to sell the home or extensively refurbish it or a breach of the tenancy agreement by the tenant or change in the tenant’s status: the ‘no fault’ ground for termination will be removed.
  • Only one notice to leave will be needed to end the tenancy. Tenants must give four weeks’ notice to leave no matter how long the tenancy lasted. When a landlord may use one of the grounds for repossession, the notice periods are as follows:
  • if the tenancy lasted for six months or more, usually 12 weeks’ notice;
  • if the tenancy lasted for less than six months, four weeks’ notice; and,
  • regardless of the length of the tenancy, four weeks’ notice where the tenant:
  • -is not occupying the property as their home; or
    -has failed to pay three consecutive months’ rent in full or is in breach of the tenancy agreement; or
    -has behaved antisocially or committed a relevant criminal offence or associates with a person in the let property who has a relevant conviction or engaged in anti-social behaviour.

     

  • Rents may be reviewed once a year; the landlord must give the tenant at least three months’ notice of the increased rent. Tenants can challenge the proposed rent increase by seeking an order determining the rent from a rent officer. The rent officer must determine the open market rent which is “fairly attributable”; appeals can be made against such orders to the First Tier Tribunal.
  • Local authorities can apply to the Scottish Ministers to designate areas as rent pressure zones to regulate existing but not initial rents. If the local authority is successful, the rent pressure zone can be put in place for a maximum of five years. Landlords within the area affected will be able to raise rents by at least a minimum of CPI + 1%.
  • If certain conditions are met, partners, family members aged 16 and over and resident carers may succeed to a private residential tenancy on the death of the tenant.
  • The Act is expected to come into force at the end of 2017. At that point, existing assured and short assured tenancies will continue on the same terms and conditions. The parties to any such tenancy could agree to convert it to a private residential tenancy but, as yet, the legislation does not require them to do so. If, however, an existing tenancy is inherited by a successor (under existing succession rules), it will become a private residential tenancy and become subject to the new legislation.

     

 

Yet More New Legislation!

EICR - formerly called PIR

(courtesy of NLA)The Scottish Government has finalised its guidance on mandatory electrical testing. Note that this is for ALL rented properties, not just HMO properties. 


Although the term used by the government is “guidance” this is a statutory regulation which will come into force from 1st December 2015. All Scottish privately rented property covered by the Repairing Standard will require to comply as below, regardless of tenancy type.

Under the new requirement landlords will have to have fixed wiring (Electrical Installation Condition Report or EICR) checks carried out at least every five years. This will apply from the following dates: -

1st December 2015 - for any new tenancies entered into on or after this date (this includes current tenants signing a new lease)

1st December 2016 - for existing tenancies.

It is advisable to have the checks carried out more frequently than five yearly if recommended by an electrician.

It is a requirement that landlords ensure that the electricians they use are competent. Electricians should be a member of SELECT or NICEIC or be able to complete the checklist in Annex A of the guidance. AHL hold NICEIC certification and use NICEIC certified subcontractors.

Enforcement of the electrical testing requirements are the responsibility of the Private Rented Housing Panel (PRHP). The PRHP can issue a “Repairing Standard Enforcement Order” and ultimately a rent penalty for non-compliance, which is a criminal offence

For more information visit

http://www.landlords.org.uk/news-campaigns/news/mandatory-electrical-check-requirements-december-2015#sthash.S1ZTr6fz.dpuf



guidance notes
 

Legionella

All residential lettings must now have a legionella risk assessment carried out to assess the risk of the property, which then allows for a suitable control scheme to be implemented. The new changes in law stipulate that all water systems require a risk assessment but not all systems require elaborate control measures. A simple risk assessment is likely to confirm that there are no real risks from legionella, but if there are, implementing appropriate measures will prevent or control these risks; simple, proportionate and practical actions should be taken, including identifying and assessing sources of risk, managing the risk, preventing or controlling the risk; and periodically checking that any control measures are effective.

Legionnaires Disease is potentially a fatal lung infection caused when individuals inhale legionella bacteria. The bacteria can exist in any man made water systems eg water storage systems, taps, pipework etc.

The assessment will report on whether the conditions are right for the bacteria to multiply, areas where stagnant water occurs, infrequently used outlets, debris in the system that could provide food for the legionella, thermostatic mixing valves that set a favourable outlet temperature for legionella growth.

Once you have completed your risk assessment you may decide that the risks are insignificant. If you do, you need take no further action other than to review the assessment regularly in case anything changes in your system.

It is anticipated that an assessment may have to be repeated every 3 to 5 years but there is no information on this currently.

Our charge for Legionella Risk Assessment: £55.00

For more information visit http://www.hse.gov.uk/legionnaires/faqs.htm

CARBON MONOXIDE DETECTION

Under requirements introduced by the Housing (Scotland) Act 2014, landlords must have - as explained below - carbon monoxide (CO) detectors fitted in their properties.

Landlords must have sealed-life battery OR mains powered detectors in any space which contains a carbon based fuel appliance (excluding cooking appliances) e.g. a gas/oil boiler, gas/oil fire, wood burning stove or open coal fire. There should also be one in any bedroom or living room which is bypassed by a flu.   Removable-battery type units are not acceptable and should be phased out.

Our charge to supply and fit CO alarm:  £ 38.84



Landlord Registration

From April 2006, all private landlords with long-term properties in Scotland must have applied for registration in the register of landlords so the local authority can be satisfied that they are fit and proper persons to let property.  The registration lasts for 3 years so you have to renew after 3 years from your first registration.

You should receive a reminder from the council before your registration expires. Clearly in many cases this may still be a long way off.

Please note that most landlords with HMO licences had their details entered on to the register by Council staff when Landlord Registration was launched and received a 100% discount on the registration fee. It is understandable that if you did not enter the information originally, and have not looked at it over the past 3 years, it may no longer be accurate. Now is the time to check that all details are correct. It is the landlord’s responsibility to ensure their registration details are kept up to date and, when notified by the Council, to renew their registration.

The 100% discount on the registration fee still applies. However if a landlord fails to renew before the expiry date a £110 Late Application Fee can be charged.

If you are unsure of your user name and password to go on-line and renew then these can be re-issued by phoning the council on 0131 469 5293 or e-mailing landlordregistration@edinburgh.gov.uk

However if you think we registered on your behalf originally you may want to email us at  info@annaharperlettings.com in the first instance in case we have your details
Any agent the landlord employs must also be registered.

Our Registration no is: 03601/230/13400

To find out more about the landlord register please visit their website at:

www.landlordregistrationscotland.gov.uk
 
Registering on line is fairly straightforward, and our advice would be for you to do this as soon as possible, as failure to register will result in a fine which could be as much as £5,000.

If you want us to do the registering/renewal for you please let us know as soon as possible.

Cost: (AMENDED)

If you register by post £ 55.00 plus £ 11.00 per property = £ 66.00

If you register online £ 49.50 plus £ 9.90 per property = £ 59.40

If we register for you (1 property) £59.40 plus £ 16.00 (+vat £ 2.40) = £77.80

If we register for you (2 properties) £69.30 plus £ 32.00 (+vat £4.80) = £ 106.10

If we register for you (3 properties) £79.20 plus £ 48.00 (+vat £7.20) = £ 134.40

If we did the registration for you we would deduct the above amount
from your rental income as an expense.

Please let us know how you get on with registering/renewal or if you want us to help.

Paying tax on rental income

Paying tax on rental income....

Each year we have to declare details of properties we manage, landlords and rental income. If you are not a non-resident landlord i.e. you pay tax in the UK then you have to declare your rental income along with any other income. If you are not sure you will need to ask your accountant. All of your expenses eg mortgage interest, agent's fees, repairs etc. are deductable and you only pay tax on the profit.

Non-resident status...

If you are away from the UK this does not neccessarily mean that you are non- resident. To qualify for non-resident status you need to be resident and declaring taxable income in another country OR be away from UK for more than 180 days, or various other stipulations including "normal place of abode", see http://www.inlandrevenue.gov.uk/cnr/nr_landlords

If you are non-resident, we have to deduct basic rate (20%) tax from the rental income less deductible expenses. This is called the Non Resident Landlords Scheme. To avoid this, you need to apply to the Revenue for an approval number to receive rental income without tax deducted.

To apply on line or print a form out to send to the Revenue, see https://www.gov.uk/government/collections/non-resident-landlords-forms 
Our registration number....
Our registration number as agents within this scheme is: 922/NA 034859

Insurance

It's important to let your insurance company know you are renting your property out.  Not all insurance companies do this type of cover.  We cannot arrange insurance for you but would recommend Letsure  

http://www.letsure.co.uk/landlords/insurance.aspx

Alternatively you can phone for a quote on 08700 770 880.  They may ask for an agency reference number, ours is 13348.

Terms and Conditions

DEFINITIONS
“Agent” means Anna Harper Lettings.     “Landlord” means landlord/s, owner of property,flat,house or accommodation provided by the Landlord to the Tenant in return for rent.    “Tenant” means nominated tenant, representative tenant or sole tenant.   "Co-tenant/s" means further co-occupant tenants, non-nominated but named in the Lease.   "Subjects" means the property,flat,house or accommodation provided by the Landlord to the Tenant in return for rent.  "Resident Landlord" means landlord resident or not resident in UK and paying tax in UK, or not paying tax in another country.  "Non-resident Landlord" means landlord not resident in UK and paying tax in another country. (for clarification please refer to "tax" or contact Inland Revenue.  "Landlord's responsibilities" means landlord's undertakings to the Tenant and as detailed in the Lease and to the Agent as part of these terms and conditions.  "Tenants responsibilities" means tenant's undertakings to the Landlord and as detailed in the Lease and to the Agent as part of these terms and conditions. 

2    -    GENERAL
These Terms and Conditions are the property of and pertain to Anna Harper Lettings, Letting Agents and Property Managers, 63 St Stephen Street, Edinburgh EH3 5AH and may not be copied or reproduced in whole or part for any commercial purpose by any person or persons.  Anna Harper Lettings reserve the right to expand, delete or alter in any way any part of these Terms and Conditions without prior notice.  These Terms and Conditions are displayed in the public domain and on the website/s and in the office/s of Anna Harper Lettings and are distributable on request.  Any person or persons using the services of Anna Harper Lettings is deemed to have read and understood these Terms and Conditions.  These Terms and Conditions supplement and take precedence over any conditions contained in leases or other arrangements or agreements.

3    -    LANDLORD’S RESPONSIBILITIES
The Landlord undertakes :
(a)  To pay all premiums for insurance of building and contents belonging to him. The Landlord will have no responsibility for damage to or  insurance of any furnishings, personal effects and contents brought into the property by the tenant who will be responsible for insuring same.
(b)  To maintain the building in a wind and watertight condition.
(c)  To keep in repair the structure and exterior of the house ( in conjunction with other owners if appropriate ) and keep it fit for human habitation including the following where appropriate:
.   drains, gutters and external pipes ( this does not include the clearance of blockages caused by the tenants negligence)
.   the roof
.   outside walls, outside doors, window cills, window catches, sash cords, and window frames, and internal staircases and landings ( including painting and decorating )
.   chimneys, chimneystacks and flues
.   pathways, steps and other means of access
.   plasterwork
.   internal garages and store
.   boundary walls and fences
.   making good damage causes by acts of vandalism/criminal activity by a person or persons other than the tenant , any member of his/her household or tenant’s visitor(s) provided they have been notified to the police within 24 hours of occurring, or a soon as is reasonably practicable, by the tenant or by someone acting on the tenants behalf.
(d)  To keep in repair and proper working order any installations for the supply of water, gas, electricity, sanitation, space heating and water heating in compliance with current safety legislation including the following where appropriate.
 .   Basins, sinks, baths, toilets, flushing systems and waste pipes, showers, water tanks
 .   Electric wiring, fireplaces, fittings, fires and central heating installations, door entry systems,  extractor fans.
(e) To follow due legal process when seeking to terminate the tenancy and recover possession of the property.
(f)  To provide the tenant with a copy of a valid gas safety certificate which can be retained by the tenant.
(g) To provide the tenant with only furniture and furnishings that comply with Furniture and Furnishings ( Fire ) ( Safety ) Regulations 1988.
(h) Except in cases of emergency, to give the tenant a minimum of 24 hours notice in writing that the Landlord or his agents wish to inspect the property.  The Landlord also undertakes, where appropriate, to maintain fire safety precautions and installations and exterior routes.     
(i)  The Landlord must give notice in writing two months prior to the end of the initial period of the Lease (normally 6 months) should the Landlord wish to end the tenancy at the end of the initial period of the Lease (normally 6 months).  Thereafter the Lease develops into Tacit Relocation whereby the  Landlord must give two months notice in writing(or other period as specified in the Lease) prior to ending the tenancy.

4    -    TENANT'S RESPONSIBILITIES
The Tenant accepts the property in its present condition as being in good and heritable condition; will maintain it in that condition and leave it in like condition at the end of the tenancy; will be responsible for any damage ( other than fair wear and tear) to, or dilapidation of, the house,  its fixtures and fittings, furnishings ( including carpets );  or damage to, or loss of any moveable items as may be evidenced by the inventory.
(a)  Keep the Subjects clean and properly aired
(b)  Use the Subjects as a residence for the Tenant and co-Tenants,  other assignees, lodgers and paying guests being specifically excluded.
(c) Keep the garden or grounds where applicable in a neat and tidy condition.
(d)  Not to alter any part of the Subjects.
(e)  Not do anything which may result  in inconvenience to the Landlords or neighbours.
(f)  Not to keep pets without prior consent from the Landlords and then only on condition that they cause no nuisance or inconvenience to the Landlords or neighbours.
(g)  Take all reasonable precautions adequately to secure the Subjects and their contents and also to prevent freezing pipes in cold weather.
(h)  Give the Landlords or their agent written notice of any damage or defect to the subjects.
(I)  Permit the Landlords or their agent to inspect the Subjects at any reasonable prior notice(except in cases of emergency) and to permit any carrying out of work for which the Landlords are responsible.
(j)  Indemnify the Landlord against all liabilities for which the Landlord may become responsible as a result of anything done or omitted on the subjects by the Tenant or those who may have been invited onto the subjects by the Tenant.
(k)Settle all accounts for electricity, telephone, gas and other services and supplies, and not to allow these services to become disconnected.
(l) Any redecoration is to be made with the prior consent of the Landlord (or the Agent).
(m) The Tenant agrees to replace all broken glass in doors and windows damaged during the tenancy in a timely fashion.
(n) The Tenant agrees not to alter or change or install any locks on any doors or windows in or about the property or have any additional keys made for any locks without prior written consent of the Landlord.
(o)The Tenant agrees to pay all  fees expenses and costs ( including solicitors fees ) incurred by the Landlord in preparing and serving notice on the Tenant of any breach of any of the covenants on the part of the Tenant herein contained.
(p)To notify the Landlord ( or the Agent )  promptly after any event which causes damage to the property or which may give rise to a claim under the insurance of the property.
(q)  The Tenant agrees to have the property cleaned to a professional standard or by a professional cleaner at the end of the tenancy.
(r)The Tenant shall become responsible for the insurance of his own personal belongings kept in the property.
(s)One Tenant shall become administratively responsible, being nominated by the Agent.  The due rent and other costs shall nevertheless be recoverable from each one of the occupants of the property and the joint and several liabilities of the Tenant in respect of the other obligations of this Lease shall be unaffected. Each occupant of the property shall be liable jointly and severally to implement the obligations as set out in the Lease.
(t)Any disputes arising during the tenancy, which are not agreed between parties, shall be referred to a single arbiter, and the award of the arbiter shall be final and binding on the parties.
(u)The Tenant agrees not to use any fireplaces in the property.
(v)The property windows must be cleaned every six months
(w)  The Tenant must give notice in writing two months prior to the end of the initial period of the Lease (normally 6 months) should the Tenant wish to leave at the end of initial period of the Lease (normally 6 months).  Thereafter the Lease develops into Tacit Relocation whereby the Tenant must give two months notice in writing (or other period as specified in the Lease) prior to leaving.

5    -    AGENT'S UNDERTAKINGS AND FEES (LANDLORD)
The agent undertakes to/fees etc
(a) Make initial visit to property to advise Landlord on rent.  Photograph property for posting on web and advertising*.  Inform tenants from Agent's database and third party databases. * A once-only £100.00 set-up fee is payable by the Landlord to the Agent.  This is not payable again however many Lease renewals are required during the term of engagement between the Landlord and the Tenant.  Further advertising costs incurred by the Agent during the above term on the Landlord's behalf are chargeable to the Landlord plus 10%(plus VAT) fee addition.
(b) Collect references and carry out intensive tenant vetting -(work or bank,  previous landlord, parental guarantee if student).  Carry out credit checks and test ratings on tenant reference databases.
(c) Collect deposit.  Returned to Tenant at end of tenancy when all outstanding bills are paid and any breakages or damages replaced or repaired.
(d) Prepare AT5 and Short Assured Tenancy lease to be signed by both Landlord and Tenant.
(e) Set up standing order for Tenant(s) and monthly payment into landlord’s bank account.
(f) Carry out full written inventory.
(g) Change Council tax into Tenant/s name/s.
(h) Carry out property inspections on request.
(i) Pursue rent arrears on landlords behalf.  Demand and recover all rents and amounts due from Tenant/s not including court action.
(j) Carry out monthly invoicing and account reconciliation.
(k) The agent will not assist with any service agreements arranged by the landlord with a third party in contacting the supplier of the agreement or attending at the property for the supplier of the agreement or its engineers or maintenance staff or in any other way.
(l) Pay monthly rental amount less 10%(plus VAT) fee deduction and any other deductions into Landlord's account or by other means within 5 working days of cleared funds being received from the Tenant.  Deductions resulting from repairs or otherwise being factored or arranged or organised by the Agent are subject to 10%(plus VAT) fee addition.
(m) Inform the Landlord of any impending works, amounts or repairs required to be deducted amounting to more than £100.00 before fee addition or any amount by special arrangement with the Landlord, unless the amounts resulted from works or repairs of an emergency nature or as deemed by the Agent to be necessary to be carried out or deducted prior to informing the Landlord.  In all cases the Agent will attempt to inform the Landlord as above but reserves the right to continue as above without informing the Landlord if this is unavoidable or if the Landlord cannot be contacted.
(n) Enter into an arrangement with the Landlord if the Landlord wishes and only if the Agent wishes to supply part-management or no-management or supply of Tenant only or of Tenant and Lease or Let-only or some other service or combination of the above for a once only fee.  This Finders Fee would normally amount to between 30% and 80% of one month's rental depending on the level of service required.
(o) Advise Landlord on Furniture and Furnishings (Fire) (Safety) Regulations and carry out necessary works if required.
(p) Advise Landlord on Gas Safety (Installation and Use) Regulations and carry out necessary works if required.
(q) Advise Landlord on Electrical Equipment (Safety) Regulations and carry out necessary works if required.
(r)  The Landlord may finish the term of engagement with the Agent at any time, fees being charged to the end of the month during which the termination was requested.  If a termination is requested during the period of a current lease with the Tenant in situ the arrangement reverts to Let-only and the Agent may charge to the Landlord a Finders Fee, normally amounting to half one month's rent.
(s) Hold the Tenant's deposit in a separate deposit account and return the deposit to the Tenant in full but not including any accrued interest and after deductions as agreed by Agent, Landlord and Tenant and pending any outstanding issues.
(t)  Erect to let sign/s outside the property where deemed appropriate unless instructed not to by the Landlord or other third party.
(u) The Agent may pass on any information regarding rental income or any other details pertaining to the Subjects to the Inland Revenue but will give prior notice to the Landlord.
(v) Advise the Landlord if required of any insurance obligations.
(w)  The Landlord must give notice in writing two months prior to the end of the initial period of the Lease (normally 6 months) should the Landlord wish to end the tenancy at the end of the initial period of the Lease (normally 6 months).  Thereafter the Lease develops into Tacit Relocation whereby the  Landlord must give two months notice in writing(or other period as specified in the Lease) prior to ending the tenancy.
(x) The Agent may deduct tax from Non-resident Landlords if they are not part of the Non-resident Landlords no-deduction scheme. For clarification see "tax" or contact Inland Revenue.
(y) Advise Landlord on Energy Performance Certificates and carry out necessary works if required.
(z) Advise Landlord on Landlord Registration regulations and carry out registration if required.

6    -    AGENT'S UNDERTAKINGS AND FEES (TENANT)
The agent undertakes to/fees etc
(a) Collect references and carry out intensive tenant vetting -(work or bank,  previous landlord, parental guarantee if student).  Carry out credit checks and test ratings on tenant reference databases.
(b) Collect deposit.  Returned to Tenant at end of tenancy when all outstanding bills are paid and any breakages or damages replaced or repaired.
(c) Prepare AT5 and Short Assured Tenancy lease to be signed by both Landlord and Tenant.
(d) Set up standing order for Tenant(s) and monthly payment into landlord’s bank account.
(e) Carry out full written inventory.
(f) Change gas/electricity and Council tax into Tenant/s name/s.
(g) Carry out property inspections on request.
(h) Make one free maintenance call out per month if requested by the Tenant or the Landlord or if deemed necessary by the Agent. 
(i) Advise Tenant on Furniture and Furnishings (Fire) (Safety) Regulations and carry out necessary works if required.
(j) Advise Tenant on Gas Safety (Installation and Use) Regulations and carry out necessary works if required.
(k) Advise Tenant on Electrical Equipment (Safety) Regulations and carry out necessary works if required.
(l) Hold the Tenant's deposit in a separate deposit account and return the deposit to the Tenant in full but not including any accrued interest and after deductions as agreed by Agent, Landlord and Tenant and pending any outstanding issues.
(m) Keep a set of keys to the Subjects for general access and emergency access. The Agent reserves the right to gain access to the Subjects at any time for whatever reason or for general access or for emergency access and without prior warning.  The Agent does however undertake to contact or attempt to contact the Tenant either to give warning that access is required or to gain permission for that access.  In the event of the Tenant not being contactable or responsive or being absent or in the event of an emergency or in the event of general access being required the Agent reserves the right to gain access notwithsanding the above.
(n) Advise the Tenant if required of any insurance obligations.
(o)  The Agent does not charge any fees to the Tenant.
(p)  The Tenant must give notice in writing two months prior to the end of the initial period of the Lease (normally 6 months) should the Tenant wish to leave at the end of initial period of the Lease (normally 6 months).  Thereafter the Lease develops into Tacit Relocation whereby the Tenant must give two months notice in writing (or other period as specified in the Lease) prior to leaving.

ANNEX
HOUSING (SCOTLAND) ACT 1988 : SECTION 18 (6) AND SHEDULE 5 PARTS 1 AND 2 CONDITIONS 1(C) OF LEASE
Grounds 1 –8 set out in Part 1 below are mandatory grounds: that is , if they are established the Sheriff must grant order for possession.
Grounds 9 – 17 set out in Part 2 are discretionary grounds, that is even if they are established, the Sheriff will grant an order for possession only if he believes it is reasonable to do so.
Part 1
Ground 1 :  The landlord requires the property for himself or for his spouse for use as the  principal home of one or both of them.
Ground 2  The house is subject o a heritable security ( a mortgage) and the lender is entitled to sell the house because of the landlords failure to keep to the condition of the loan.
Ground 3 :   The house is let under a tenancy for a specified period not exceeding eight months off season holiday let.
Ground 4: The tenancy  is provided by a specified educational institution and is let during vacation time of a property normally let o students.
Ground 5 :The house is held for the purpose of being available for occupation by a minister or a full lay missionary.
Ground 6 :   The landlord intends to demolish or reconstruct or carry out substantial works to all or part of the house.
Ground 7 :  The tenancy has devolved under the will or intestacy of the former tenant.
Ground 8 : At least three months’ rent  is in arrears both on the date on which the notice of Proceedings was served and at the date of the court hearing.
Part 2
Ground 9 : Suitable alternative accommodation is available for the  tenant or will be available for him when the order for possession takes effect.
Ground 10 : The tenant continues to occupy the premises having given notice to quit to the landlord.
Ground 11 :  The tenant has persistently delayed paying rent.
Ground 12 :  Some rent is unpaid at he start of the court proceedings and at the time of serving the notice of proceedings.
Ground 13 :  Any obligation of the tenancy (other than the obligation to pay rent ) has been broken by the tenant.
Ground 14 :  The tenant r anyone living with him has allowed or caused damage t the house or common parts of the building in which the house is situated.
Ground 15:   The tenant or anyone living with him  has allowed or caused a nuisance or annoyance to neighbours or has been convicted of immoral or illegal use of the premises.
Ground 16 :The tenant has damaged the furniture or allowed it to become damaged.
Ground 17 :  The house is let to the tenant in consequence of his employment and the employment has now ceased.