Northfields Estates Vacant Rental Property Management for Landlords

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Day-to-Day Maintenance

We will deal, without further prior notification, with day-to-day management matters, including minor repairs up to a maximum figure of £300 inc VAT for any one item, except in an emergency (where the risks to your premises or the life of an individual are significant) where the amount is unlimited.

Except in the case of any emergency or to enable you to comply with the statute, wherever practical, an estimate is obtained and submitted to you for approval for works of redecoration, renewal or repair, likely to cost more than £300 inc VAT.

By signing this agreement you agree that we can instruct contractors on your behalf and deduct the cost of repairs and maintenance from the rent or the fund held against your property. Please note that you shall always remain liable for the payment of all invoices to tradesmen.

Repair Fund (Float)

We shall retain from the first payment made by the occupier after all commission, fees, costs and expenses have been paid, the sum of £300 (for UK based Landlords), which will be held to create a repair fund. We will continue to retain enough money from subsequent payments with such monies again being added to the repair fund to ensure it is maintained at the same level throughout the tenancy.

If your tenant pays their rent in advance, ie. 6 or 12 months in one lump sum at the start of the tenancy, the float amount will be £500 (as there will not be any rent coming in on a monthly basis to pay for repairs and it is not possible to instruct contractors to carry out work unless money is held against the property to cover the final bill).

If the cost of the repair is in excess of funds held we will request additional funds, payable upon demand.

If you are a non-resident landlord (ie. you are out of the UK for more than 6 months per year) we may require a higher float to be held against the property as it may be harder to reach you in an emergency. We cannot withhold from carrying out urgent works at your property and we cannot proceed with works at your property until the relevant funds are in place.

Annual Gas Safety Certificate and Boiler Service

For the avoidance of doubt, we shall automatically instruct a contractor to carry out an annual gas safety certificate and service the boiler, the cost of which will be charged to your account, without further prior notification to you. Should you wish to make alternative arrangements you will need to ensure that you make us aware of this at least one month prior to expiry and a valid certificate is provided to us prior to the expiry of the previous certificate otherwise we shall reserve the right to obtain a new certificate on your behalf.

Portable Appliance Testing (PAT ) Electrical items

For the avoidance of doubt, we shall automatically instruct a contractor to carry out an annual PAT test, the cost of which will be charged to your account, without further prior notification to you. Should you wish to make alternative arrangements you will need to ensure that you make us aware of this at least one month prior to expiry and a valid certificate is provided to us prior to the expiry of the previous PAT certificate otherwise we shall reserve the right to obtain a new PAT certificate on your behalf.

EICR Electrical Installation Condition Report

For the avoidance of doubt, we shall automatically instruct a contractor to carry out an EICR every 5 years, the cost of which will be charged to your account, without further prior notification to you. Should you wish to make alternative arrangements you will need to ensure that you make us aware of this at least one month prior to expiry and a valid certificate is provided to us prior to the expiry of the previous EICR certificate otherwise we shall reserve the right to obtain a new EICR certificate on your behalf.

General Maintenance

We reserve the right to arrange for any cleaning and garden maintenance necessary to put the property in order before or after the tenancy (additional charge). Where we manage a property it must be professionally cleaned prior to occupancy.

Notification of Defects

We have an emergency phone number to receive calls out of office hours and a full spectrum of qualified and insured contractors on standby all year round so that tenants are able to notify us of any issues or problems immediately and these can be rectified swiftly.

Property Visits

We shall endeavour to visit the premises approximately every 6 months. Visits can be carried out more frequently if requested in writing and deemed necessary by you or us. Additional visits will be subject to a charge of £72 including VAT provided that the tenant grants us access.

If the tenant does not grant access we shall inform you, but it will be your responsibility to take legal advice and advise us of the appropriate action. These visits are of a limited nature in order to verify the general good order of the premises and the proper conduct of the tenancy by the tenant. A visit will not constitute a complete check of every part of, or every item, in the premises, but will enable us to note any lack of repair or maintenance, which should be brought to your attention. A visit will only note repairs of which we are informed, or which are clearly visible. We are not liable for any loss or damage due to hidden or latent defects.

General Outgoings

We will pay out of rents received current outgoings such as ground rent, insurance premiums, service charges and/or maintenance charges or similar contribution to shared expense and account to you regularly. You are expected to instruct your insurance company, the local authority, the utility companies, your block managing agent etc, to send their accounts to us. Although we shall do our best to query any obvious discrepancies it must be understood that we are entitled to accept and pay without question demands and accounts which appear to be in order. In particular, we cannot accept responsibility for the inadequacy of any insurance cover or for the verification of service/maintenance charges demands or estimates where applicable. It is important that we receive full written instructions regarding any insurance premiums you wish us to pay.

Contractors

We shall use a particular contractor if requested by you, provided we have copies of their professional qualifications, public liability insurance and that they are readily available. We shall try to arrange a mutually convenient time for contractors to meet the tenant when attending the premises to undertake work on your behalf. Where this is not possible, we may be able to arrange to meet the contractor at the premises ourselves. We will charge a waiting time at the premises of £36 inc VAT (£30 plus VAT) per half hour or part thereof in addition to the invoice of the contractor. Alternatively, if the tenant is in agreement the contractor may access the property using the supplied set of management keys. We do not meet contractors if we do not manage the property on your behalf. We will hold a set of keys to the front door of the property to allow ease of access to the property for repairs and maintenance. The Landlord is responsible for providing this set of keys in addition to one set per tenant.

Our Liability for Contractors

All contractors, whether arranged by us or by you, are engaged on your behalf. Although we will, on request, supervise the works (subject to £72 inc VAT (£60 plus VAT) per hour or part thereof) we cannot accept responsibility or liability for them. In addition, we are not liable for any loss or damage suffered by you if we are unable to carry out repairs or maintenance, because we do not hold any or sufficient funds unless the loss or damage is due to our negligence or breach of contract.

Additional Services - Landlords Northfields

*Subject to additional charge and funds being available

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