LANDLORD INFORMATION PACK

Unit 9 Highgate Farm, Over Road, Willingham, Cambs CB24 5EU

Tel: 01954 260200 Fax: 01954 260777

e-mail: website:

VAT registration: 759965944

ICO Registration: Z786916X

Thank you for requesting our brochure, which we hope you will find useful. As Residential Letting and Managing Agents we provide a comprehensive property letting service and for first time landlords we offer a free no obligation advice session. This will provide an opportunity to discuss the basic requirements of letting your property and also any pitfalls, which may be encountered. If you are thinking of buying a property to let we will be happy to advise you about its suitability.

We receive regular enquiries from prospective tenants and local employers, these are monitored and matched to properties that our Landlords have available to let.

The residential lettings industry is very active and many people are still renting rather than buying; In addition there are always house owners seeking a short term let as part of a move added to which Cambridge’s transient society helps towards the high demand for good quality rental housing.

The following pages contain a Landlord’s guide to property letting along with details of our terms and conditions. If after reading the brochure you have any queries, please feel free to call the office and we will be happy to assist in any way we can.

Thinking of letting your property?

Letting your property can be extremely profitable, but it is important to safeguard your interests by doing it through an established organisation that will both look after it for you and protect your legal rights.

Cambs Property Bureau Ltd is a member of The Property Ombudsman (TPO) and adheres to the code of practice for Residential Letting Agents effective from 1st August 2014, which includes the need for Professional Indemnity and also to ensure that Tenant’s deposits, following the change in legislation on 6th April 2007 are now submitted to the Government backed Deposit Protection Scheme.

The Code of Practice encapsulates the objective of raising the professionalism of Letting and Managing Agents by offering an efficient and responsible service to Landlords and Tenants.

Be assured that Cambs Property Bureau Ltd have Client Money Protection in place and all Client monies are kept in a separate Client Account.

Please note that under whichever Service you opt to use, Cambs Property Bureau will require copies of relevant paperwork regarding the Gas Safety Check; Electrical check including PAT testing of the portable appliances and the Energy Performance Certificate which is required in order for us to commence advertising. We shall also require a copy of the Buildings Insurance and should this be relevant, confirmation from your mortgage lender that you have their permission to rent your property. A full Landlord’s checklist can be found to the rear of this brochure.

Cambs Property Bureau does not discriminate on the basis of race, creed, colour, ethnicity, national origin, religion, sex, sexual orientation, gender expression, age, height, weight, physical or mental ability, veteran status, military obligations, and marital status.

OUR AVAILABLE SERVICES

Upon receipt of the Landlord's written instructions to proceed and following selection of the ideal Service, along with the completed Checklist,once provided with the Energy Performance Certificate, we will prepare particulars of the property for immediate circulation to suitable prospective Tenants and will begin advertising the property. Not only will our Website be updated with a colour photograph and full description of the property, we will advertise via the internet using Zoopla, Prime Location, FindaProperty.com and other many affiliated Websites. Our domain name is also registered with search engines and has links from many property portals. We also continue to advertise through the Cambridge Evening News and their website, we make contact with all suitable potential applicants on our Database and should you so wish, a ‘To Let’ board will also be erected.

Management forms will be provided prior to the moving in date (for all services) and these must be fully completed and returned with any accompanying paperwork as quickly as possible in order that we can carry out your Instructions.

LET ONLY

In the case of the Let Only Service, once all standard Landlord criteria has been provided, Cambs Property Bureau Ltd will not commence any application for a Tenancy from a prospective Tenant until the Landlord has provided proof that they have registered with a “Custodial Scheme” and once the move in has been completed, copies of the relevant registration numbers will be required as proof that the Tenant’s Deposit has been lodged correctly.

This Service includes:

  • Advising as to the likely rental income
  • Advertising and Marketing of the Property once the Energy Performance Certificate has been provided
  • Accompanied viewings with prospective Tenants
  • Upon submission of their application for Tenancy, arrange for Full References to be taken by a Specialist Agency including if necessary a Guarantor
  • Once prospective Tenant has been accepted, confirmation will be sent to all Parties, including advising Tenant that Deposit to be initially made payable to the Landlord for submission into the relevant Custodial Scheme
  • Prepare the Assured Shorthold Tenancy Agreement and corresponding Notice(s)
  • Arrange to meet with Landlord and Tenants on day of move in to assist with property hand over and full completion of Tenancy paperwork
  • Collection of the initial Rent
  • Provide Landlord with all necessary paperwork relating to that Tenancy

It is at this point and having paid the Rent to the Landlord, less the agreed Commission that full and on-going responsibility for the Landlord’s obligations with regard to all Tenancy matters and legislative changes are the sole and entire responsibility of the Landlord. However, Cambs Property Bureau Ltd can be available to act on a Consultancy basis and shall charge accordingly.

RENT COLLECTION

This level of Management Service includes the items within the Let Only Service however, we receive the Deposit from the Tenant and place it into the Deposit Protection Scheme (DPS) under our Registered Account. We also receive all future Rental payments from the Tenant which is subsequently paid to the Landlord less the Management Fee plus VAT. The Tenant is provided with relevant contact information to deal direct with the Landlord or his Representative for any Maintenance issues. Should you wish us to conduct Property Inspections, these can be charged per Visit.

FULL MANAGEMENT

This Management Service is designed for those who wish to leave all maintenance, supervisory and administrative tasks in our capable hands.

These services are in addition to those offered in Let Only/Rent Collection service and include:

  • Regular, usually quarterly, inspections of the property with written reports provided to the Landlord and Tenant whereby any issues are brought to the attention of either or both parties.
  • The collection of the monthly rental and chasing up of any late rental payments.
  • Payment to the Landlord via Internet banking of the balance rent less any deductions for Invoices and our fees.
  • Payment of any regular outgoings (if authorised) i.e Ground Rent, Service Charge, Garden Maintenance and Insurance(s).
  • Provision of full and detailed Inventory.
  • Dealing with all maintenance issues in the first instance
  • End of Tenancy Management.

All maintenance issues are dealt with subject to our holding sufficient funds on the Landlord’s behalf and on the condition that the relevant parties have been requested to forward their invoices direct to us, copies of that correspondence are required for our file.

Cambs Property Bureau does not and never will add a “mark-up” fee to any Invoices and copies of any deducted Invoices can be provided upon request.

Please refer to the Scale of Fees page further on for pricing of each Service

LEGAL REGULATIONS

The property must be a safe environment for Tenants and we will assist you in checking all safety aspects of your property prior to the Tenants moving in.

There are strict regulations relating to the fire resistance of soft furnishings that are included in the lettings. There are some exemptions but a breach of these regulations can result in criminal proceedings. If you propose including soft furnishings, please refer to the more detailed information provided further on in our Brochure but the Regulations make it clear that there must be no non-compliant furniture in any part of the property including the garage, attic or cellar.

If any appliances are included in the letting, it will be the Landlord’s responsibility to ensure that they are all safe when the property is let and throughout the tenancy unless otherwise stated prior to commencement. We advise excluding very old or defective appliances such as Cookers from the letting. Plugs and Socket Regulations apply and it must be ensured that all plugs, leads and sockets are checked for safety and correctly fused before a Tenant takes possession.

Where electrical appliances are included, Safety Instructions should be supplied and we can arrange this within the Inventory which is provided with our Full Management Service or should you employ us under separate cover with regards to the Rent Collection or Let Only Services.

INVENTORY

It is strongly recommended that a full Inventory be provided at the time your Tenants move in. This must contain a full Schedule of Condition to include the condition, colour and décor of ceilings, walls, fittings, fixtures etc and be signed by both parties. Without a very comprehensive Inventory, which has been agreed by both parties, it can be difficult to prove dilapidations at the end of the tenancy. If opting to use our Let Only or Rent Collection Service, we can arrange on the Landlord’s behalf to draw up an Inventory and Schedule of Conditions but please see our Schedule of Charges for this additional service.

Landlords are reminded that in the event of Deposit deductions, an Inventory shall usually be required by an Arbitrator as evidence of condition at the commencement of a Tenancy.

ATTIC, CELLAR AND EXCLUDED AREAS

We do not inspect the above areas but we will ask you to confirm the contents of these areas, if any, as this may affect safety issues. Should we attend on a Quarterly Inspection, we will not visit these areas unless specifically requested to do so. In the case of an Attic Inspection, arrangements can be made that this is completed on an annual basis by a competent Contractor but this additional service is chargeable and the Invoice will be deducted from a rental payment in the usual manner. It is strongly recommended that you do not store any items on the property once let.

TENANT'S REFERENCES

On completion of our Application Form, all Applicants are requested to provide the following information for our Specialist Agency Referencing Company to approach:

  • Current Employer
  • Previous Employer
  • Current Landlord
  • Previous Landlord
  • Guarantor's references – if there was any question of doubt about the ability to pay the Rent, or perhaps job security, we would only advise upon proceeding if a suitable Guarantor could be provided

Unless otherwise instructed a Full Credit Reference is obtained via the Specialist Agency Referencing Company for every Applicant which details:

  • Credit Score
  • Bankruptcy/County Court Judgements (if in place)
  • Income Reference
  • Landlord Reference
  • Matched Addresses
  • Linked Addresses

Personal or Character References are not obtained as it is most unlikely that anyone would give the name of a Referee who would not give a glowing reference.

Every care is taken in selecting a suitable tenant for your property; we do not allow pets or smoking in any of our properties unless otherwise advised by the Owner.

Landlords are also consulted on what type of Tenant they would ideally prefer in the house, it may be that the Mortgage Company or Building’s Insurer, under their Terms, prohibits letting to people who wish to share, Diplomats, Students or people who are in receipt of Housing or any other Benefits and this would need to be brought to our attention from the outset.

THE TENANCY AGREEMENT

We use a Tenancy Agreement which is updated immediately any legislation changes occur and is prepared by a recognised Letting Specialist and their Solicitors who work closely with the Office of Fair Trading. Together with the Tenancy Agreement, we prepare the relevant Grounds and Notices as provided for under the provisions of the 1988 Housing Act (Amended 1996), if applicable to the Landlord, to be attached to the Agreement and signed by the Tenant prior to the commencement of the Tenancy.

All Tenancies are Assured Shorthold Tenancies, with the initial tenancy being for an initial period of six months. Whilst it is possible to grant an Assured Shorthold Tenancy for less than six months, it must be noted that it is not possible to gain possession through the courts until the initial six month period has expired. Assured Shorthold Tenancies can only be used for Individuals wishing to occupy the property as their main residence. If a Company wishes to rent your property, then a Company Agreement is used; this is a simple Contractual Tenancy for a fixed term. Companies can change the occupants of the property at any time and often place employees into the property on a short-term basis.

If you require the property returned to you at the end of a tenancy period, notice must be served at least two months before the expiry date. On request, we will deal with this and also the necessary procedures should you decide that the term may be extended.

RENT

Under all of our offered Services, we will collect the initial Rental payment and Deposit in cleared funds on the day that the Agreement is signed by the Tenants. Subsequent rental payments from the Tenant shall be paid either direct to the Landlord or to Cambs Property Bureau Ltd (depending on Service required), by Standing Order Mandate.

Any payment to the Landlord from Cambs Property Bureau Ltd will be via Internet banking direct to a nominated Bank Account as we no longer use cheque payments.

Payment to a Landlord normallytakes place about 10 to 14 days after the rent has been received and is net of our Commission Fees and any agreed repairs/maintenance costs. We have twopay days a month for Landlords, so depending on when the rent is received you will receive payment by either the 10th or the 25th of each month. We would point out though, that when either of these dates fall on a weekend or 25th December there may be a slight delay purely due to the general Banking system.

DEPOSIT

The Deposit will be held within the “Custodial Scheme” operated by one of the Government appointed Operators, The Deposit Protection Service (DPS), against dilapidations to the fixtures and fittings of the property. This is equivalent to a minimum of one months’ rent plus £100, or 6 weeks if sharers, and is returnable between 5-10 days after the expiration of the Tenancy, subject to a satisfactory final inspection by Cambs Property Bureau (and/or the Landlord) being a full Inventory check (where provided) and return of all keys to the property. After which the Landlord will be invited to carry out an Inspection.

Deposits for visiting overseas Tenants shall be equivalent to six weeks rental plus £100. For more information on the Custodial Scheme please visit

Deposits for those Tenants who have been allowed at Pet with them in the property start at £100 per animal – please refer to our Pet Friendly? Section for further information.

ROUTINE VISITS

With our Full Management Service, we make regular visits to the property on your behalf and advise you of any potential problems. The main purpose of such visits is to check if there are any matters that require your attention. We also seekto check that the Tenant is abiding by the Agreement and not damaging the property. We also give the Tenant advice, if necessary, on any defects we may find. However, Tenants do have a right of privacy and we and you as Landlord can only enter the property with their consent. Similarly, we are not able to comment on the Tenant’s lifestyle or cleaning ability unless the property is being adversely affected.

PET FRIENDLY?

Our standard Agreement provides that a Tenant may not allow pets in the property. However a Tenant is entitled to ask the Landlord for consent.

Should you consent to your property being pet friendly, we use the Guidelines provided to both Landlord’s and Tenants provided by the Dog’s Trust. Further information can be obtained from their website,

We also request an extra Deposit from the Tenant and will insist on a full deep carpet clean at the end of the Tenancy including proof that the carpets and any soft furnishings have been treated for flea and mite infestation and the removal of Dander (the combination of dead cells and hair) which can set off Allergies and/or Asthma for the next occupants of the property.

UTILITIES

It is usual for the Tenant to pay charges for Council Tax, electricity, gas and water. Under our Full Management Service only, we will notify the relevant Authorities and Service Suppliers and, where necessary, provide meter readings. Tenants are, of course, entitled to change suppliers for Gas and Electric although we always encourage them to remain with the existing suppliers.

Under our Let Only or Rent Collection Service, it is the responsibility of the Landlord to take meter readings and notify the relevant Utility Companies of the change of Occupier. We will advise the Tenant of their Utility suppliers and give them the meter readings at their move in appointment.