Landlords Guide

Step by step for Landlords

Letting your property is a fantastic way to invest however we know that the process can sometimes seem challenging. Not to worry, as DBK Estate Agents are here to help you from beginning to end. We have broken the process down for you to better understand what to expect. Here are just a few reasons why Landlords choose us …

Why choose DBK to Let your Property?

• We are a long established independent Lettings and Sales agency since 1982 with offices in Hounslow, Heston and Southall
• A trusted community agency with a proven track record of successful lettings and property management.
• Awarded Best Lettings and Sales Branch 2023 for all branches and recognised by Best Estate Agent Guide 2022 - 2020, meaning we are in the top 3% of estate agents in the UK.
• A large and happy landlord portfoilo who entrust DBK to manage their properties year after year - see Landlord Reviews and our Awards page.
• We successfully let out properties within the shortest time frame.
• We operate on a no let, no fee basis
• We provide wide coverage across all major property portals – enabling the best exposure for your property.
• Diligent Tenant Referencing is carried out to ensure only the best suited tenants are placed in your property.

“First impressions count! It only takes a minute for a prospective tenant to decide whether they like a property, so it’s essential for your property to look it’s best as it could ultimately pave the way to a faster rental”

1. Get your property ready for the market

• Make your property as presentable as possible by decluttering, this creates space thus making it visually pleasing.
• The front of your property should be tidy as this is the viewers first impression.
• Ensure the front garden and rear gardens are well maintained and free from rubbish.
• A fresh coat of paint can give your property a new lease of life.
• Fix any cracks in walls or ceilings, plus anything else that could impact the tenant’s final decision.
• Fragrances, candles and airing out the property creates a fresh and inviting atmosphere for viewers.

2. What’s your property worth?

The next step is to arrange for a property valuation. You can do this by contacting either of our branches. DBK provide free non-obligation market appraisals with no obligation to use us for letting or management. Please refer to Landlord Services and Fees to see the range of flexible services available to you.

3. Placing your property on the market

The following steps will take place:

• Photography: We will arrange for professional photography to market your property.
• Floor Plan: We always ensure that each property we list includes a proficient floor plan.
• EPC: You will need a valid Energy Performance Certificate, if you haven’t already obtained one, DBK can arrange for this (standard fees apply). Certificates are valid for ten years.
• Your Property Brochure: Our specialist team will then put together a customised brochure including all the above, along with a detailed description.
• Your Approval: Before making the property live, we will provide you with a draft brochure for you to approve.

We are now ready to showcase your property and find you a suitable tenant!

4. Finding a Tenant

Sit back and relax, it’s over to our Lettings team to do what they do best! We provide wide coverage across all major property portals as well as our website and office window display – enabling the best exposure for your property. As soon as viewings commence, we will provide you with timely feedback. Once we have found a suitable tenant, we will then carry out due diligence and ensure the necessary referencing are in place.

5. Let Agreed

Once we have found a suitable tenant, there will be some paperwork to fill out before the tenancy can start, however our trusted lettings team members will take care of this and guide you throughout the process. DBK will carry out due diligence and ensure the necessary referencing are in place prior to the tenancy agreement being signed.

6. Tenancy Agreement

Our next step is to draw up a tenancy agreement, which outlines all the exact terms of the contract between you and your tenant. DBK have a thorough template which fully covers all aspects of the tenancy. Our Lettings team will provide both you and your tenant, a copy to check and sign before the tenancy can begin. You will both receive a fully signed tenancy agreement.

7. Inventory

An inventory is a detailed record of all contents and the condition of your property, assessed and drafted by a professional external company, this is typically carried out on the day of your tenant moving in. Although not mandatory, we strongly advise that an inventory is arranged and can recommend an impartial, specialist inventory company. Note that this will ultimately cover all aspects of the property contents and condition if damaged. Mid-term and end of tenancy inventory inspections can also be carried out to check that nothing is missing or damaged. A copy of the inventory will be provided to both you and your tenant. Fees apply.

8. Deposit

Before the tenancy starts, a deposit will be taken on your behalf from the tenant. Once we have confirmed receipt of this, your tenant can move in. If you have arranged an inventory, the clerk will make sure your tenant receives the keys on the day of moving in.

Landlord Services & Fees

We provide a range of flexible landlord services. Your personal Lettings Consultant will discuss these with you, to help establish which service is right for you. Please feel assured that you are in safe hands as DBK are members of UKALA with Client Money Protection (CMP) and the Government approved Property Redress Scheme (PRS). These allow our team to follow the correct Codes of Practice and provide our customers with assurance and protection with their money, plus free and fair redress in the unlikely event of an unresloved dispute involving our agency. 

Client Money Protection Certificates

UKALA DBK Lettings

UKALA DBK Estate Agents

PRS DBK Estate Agents

Client Money Handling Procedures

To comply with the law, agents taking client money must:

• Get a certificate confirming membership of the scheme you join, and provide it to anyone who asks, free of charge.
• Display the certificate in all offices and website

To comply with requirements set by UKALA for handling of client money an agent must:

1. Have set up a separate bank account for clients ‘money.
2. Have the title of their Clients money bank account easily distinguished from other accounts of their business.
3. Have in writing from their bank confirmation that all money is held by the business as an agent.
4. Have the banks written confirmation that the bank is not entitled to combine the clients` money account(s) with any other account or to exercise right of set-off or counterclaim against money in that accounting respect of any sum owed to it or any other account of the business.
5. Have and maintain systems and controls which enable you to monitor and manage clients` money transactions and any credit risk arising.
6. Have accounting systems and client data securely controlled and protected.
7. Obtain client`s written approval to make payments from their account.
8. Bank all clients` money at the earliest reasonable opportunity.
9. Nominate authorised staff to handle money.
10. Ensure that records show any and all cash transactions.
11. Reconcile client accounts together with bank and cash balances at regular intervals in order to demonstrate control over the accuracy and completeness of accounting records.
12. Ensure there are always sufficient funds int he account to pay all amounts owing to clients.
13. To pay amounts owing to clients as they fall due without delay.

Under our Fully Managed service, we include all of the services listed below, at 10.5% (12.6% incl VAT). We also offer a Rent Collection service at 8.5% (10.2% incl VAT).

Services	Fully Managed	Rent Collection
Up to date market appraisal and advice
Professional photography
EPC arrangements*
Marketing – Rightmove, Zoopla, Prime Location, DBK website, Social Media, Shop front displays, Personalised brochure and matched against our extensive list of applicants
Accompanied viewings where needed
Negotiating tenancy terms
Tenant referencing and credit checks*
Drawing up the tenancy agreement*
Inventory arrangements*
Registering deposit monies with the DPS
Ensure you comply with changing legislation
Tenancy renewal, negotiation and documentation
Rent collection
Chasing rent arrears
Arrangement of check out inspections*
Provide monthly and annual invoices and statements
Sole point of contacts for rental enquiries
Arrangement of gas and electrical certificates*
Transfer of utilities
Arrange any necessary repairs and maintenance with our approved contractors*
Pay contractors and other invoices on your behalf*
Bi-annual inspection*
Agree and negotiate end of tenancy deposit

EPC

What is an EPC?

An EPC provides information on the estimated energy efficiency of a property and rates this on an alphabetical scale A (most efficient) to G (least efficient).

When is an EPC required?

• It is legally required whether you are buying, selling or letting out a house / flat or another residential property.
• It is needed before a Seller or Landlord markets their property to sell or rent.

What are the benefits of having an EPC?

• An EPC can be a very useful selling point for new or recently updated properties in particular, as they are more likely to have new boilers, loft insulation or solar panels perhaps. This makes the property cheaper to run.
• If you have made changes to a property resulting in substantial improvements to it’s energy consumption, it’s worth getting a new EPC particularly if you are thinking of selling.
• You will receive recommendations on how you can improve your property’s energy efficiency and an indication on how much money can typically be saved.

Note that properties with low ratings such as F, G are going to be a lot more expensive to run, and would indicate that there is hardly any insulation, windows are likely to be single glazed etc. Making the recommended changes are going to add value to the property.

Rental properties

From April 2018, new legislation states that rental properties much have a rating of E or above to attract new tenants, before the property is marketed to let. From 1st April 2020, the new minimum energy efficiency standards (MEES) will also affect continuing residential leases – so as well as prohibiting new leases below the EPC baseline of E, leases already in progress will have to comply with the regulation too from this date. Failure to comply could lead to fines of up to £5,000.

How long is an EPC valid for?

• It is valid for 10 years and can be used for multiple tenancies within that period.

Who conducts the EPC assessment?

• Only an accredited assessor can assess your property and provide an EPC. DBK can arrange this on your behalf to avoid delays letting your property. The cost of an EPC will be £95 including VAT.

For more information on how we can arrange your EPC immediately, please contact your local DBK office.

Landlord Reviews