DeMachin Property Asset Management
020 7607 1712
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FAQ’s

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You are here: Home » FAQ’s
  • How many properties can you manage?

    Any number. Whether you have just one or over fifty, we’ll manage each property with equal care and attention. However, to guarantee the best possible service to our clients, your personal assistant will be limited to a fixed number of properties managed overall.

  • How many inspections can I expect?

    Your personal property assistant will conduct the initial inspection, taking notes and photographs as well as looking around the local area. This should provide a good idea of what type of property it is and what condition it’s in. Thereafter we’ll provide a regular half-yearly inspection of the tenancy and further inspections in cases of eviction, renovation or emergencies.

  • What about inventories, check-in and check-out reports?

    We employ a qualified inventory clerk to provide a blueprint of the property. This is updated with every change of tenancy to provide an historic record of the property and its contents and further ensures that you are not paying for damages or repairs unnecessarily. Should any compensation be due to the landlord, the quotes for the work will be invoiced directly to the tenant and you’ll receive a copy. You’ll also receive photographs of the works before and after to aid decisions and provide reassurance that the work has been done to a good standard. This ensures quick turnaround periods between tenancies and minimises void periods. As an optional service that provides peace of mind, it can be provided at an extra cost, in accordance with the landlord’s wishes.

  • How do you manage my properties all over the country?

    The most important aspect of property management is establishing a strong and thorough foundation regarding the running of the property, along with good communication between the landlord, tenant and managing agent. A proactive approach to management is key to a smooth running tenancy. We have a pool of contractors in each area of the country whom we trust to resolve maintenance issues swiftly and cost effectively. These would be our preferred contractors in order to ensure value for money and quality of work but we’ll be happy to work with any company or contractor the landlord requests. The same goes for letting agents. For any specialist requirements we will provide a selection of quotations and ask that the work is guaranteed and that the landlord is happy with the estimation before the work goes ahead. On completion of all major works and alterations we’ll check the property and provide the option of conducting a new inventory to reflect the changes.

  • How many updates will I receive?

    During a letting period usually a minimum of two a week, though we’ll contact the letting agents daily for feedback and to maintain pressure. During the tenancy, we’ll contact you as soon as any problem occurs and explain how we intend to tackle it. If there is an issue of repair that requires payment we’ll provide you with full details. Regarding maintenance and day-to-day management, we’ll compile a diary of events and renewal prompts and forward it to you together with your monthly statement.

  • How can I cut down on repair bills?

    We can shop around to find you the best warranty deals on all your appliances. We’ll then consolidate them to minimise what you spend every year on repair bills. We will also thoroughly investigate any expenses on the property to identify: a) if they are necessary, b) how much they would cost and c) who is responsible for the cost, ie, whether it can be claimed under an insurance policy.

  • What is a rental guarantee?

    The great thing about rental guarantees is that they remove any financial pressure on the landlord in cases where the tenant stops paying rent. There are numerous rental guarantees available, so be sure to read the small print. Many schemes require the tenant to go through their own credit checks and there are various conditions attached to ensure the policy is valid. In some cases the guarantee will also cover you for malicious damage and repairs.  PPM Ltd can  source the best value for money guarantee on your behalf and organise the necessary credit checks in accordance with its rules.

  • What happens if my tenant loses their job and stops paying the rent?

    Evictions can be a painful experience for any landlord. You must take action quickly and ensure that your managing agent knows the necessary procedures so that your tenant is not in a position to counter claim.
    A series of notices must be served. Each notice gives landlords different rights over the property and the correct notice must be served each time in order for the courts to uphold the eviction.
    It is important that certified letters are sent to the tenant, notifying them that rent has not been paid and explaining what action will be taken if they persist in not paying. You must also check that the agent is calling the tenant and inspecting the property at the earliest opportunity to ensure it’s not empty and that there is no malicious damage. A solution might also be reached by talking to the tenant and formulating a payment plan. Eviction procedures can take up to 4 months to process and it is wise to take out a rental guarantee for any loss of income during this period.
    PPM Ltd has thorough and proactive eviction procedures that the PA follows to ensure action is taken swiftly with a minimum of stress and expense to the landlord. And if the eviction goes to court, we will represent you.

  • Isn’t it cheaper to take the letting and management service from a High Street Agent?

    The cheapest deals don’t always offer the best value for money. PPM Ltd manages your property proactively and thoroughly, so you will often end up saving money. You’ll also enjoy greater control over the property, which will be managed in line with your priorities rather than than those of a letting agent.
    Commission based fees can work out more expensive for higher yielding properties. It’s important to weigh up the level of service you pay for and check what individual services are included.
    In particular, you should consider what responsibilities you have and how much time you wish to spend fulfilling your obligations.

    • Are you instructing the marketing of your property early enough to minimise void periods and would you know what to do if the tenant withheld the rent due to job loss or maintenance issues?

    • Is it better to market your property through a pool of letting agents to maximise your rent and minimise void periods?

    • If so, are you prepared to collate all the management information to pass over to the new agent at the end of each term, cut keys for each agent, chase information and negotiate the tenancy terms?

    • Will any of this information be lost in the transition period to a new agent and will you know the how it will approach the management of your property prior to taking their services?

    • Would you benefit more from your property being run as a business or a maintenance service?

    It could be that you are getting more value for money and greater benefits from a specialist agent.

  • What steps do I take to ensure my property is compliant with the new EPC rules?

    Landlords will be legally required to show prospective tenants the Energy Performance Certificates EPC prior to letting the property. From the 1st October 2008, failure to do so may result in a £200 fine.

    If we manage the property we’ll ensure it is compliant and source out the best value-for-money inspection that can provide a certificate. This certificate is valid for ten years.

  • What do I do with the tenancy deposit?

    From 6 April 2007 landlords or agents can only take a deposit from a tenant if that deposit is protected by a Tenancy deposit scheme. The landlord has 14 days to provide the tenant with information about the scheme safeguarding the deposit. At the end of a tenancy both landlord and tenant must agree on the amount of deposit to be returned. The scheme must then repay the agreed amount within 10 days of the agreement. PPM Ltd takes care of this for you.

  • Do I need to tell my mortgage provider that I am going to rent out my property?

    Yes. Most mortgages have a clause preventing you letting out your property without the approval of the lender.

  • Do I need to let my insurance company know I am renting out my property?

    Yes. Your policy may become void if all the information is not disclosed. You will also need to advise your insurer whenever your property is empty. PPM Ltd will take care of this on your behalf. If you don’t have time to shop around for insurance, we’ll sort out the ground work with a number of brokers so that you can quickly choose the most suitable policy.

  • What could happen if I do not get a tenancy agreement signed when I let out my property?

    A signed agreement between you and your tenant is essential. It’s very difficult to prove any terms or agreements without one, especially if you want someone to vacate or pay arrears. If you don’t have a signed agreement a short-hold tenancy will be created. This means the tenant will have a fixed term of 6 months within which you cannot ask them to move out unless they break the terms of tenancy.
    To ensure costs are kept low but are approached sensibly, PPM Ltd will agree a minimum contract of 12 months with a 6 months break-clause. The tenant’s earliest notice period will be 2 months at the 6-month stage. This means a minimum stay of 8 months. The break-clause serves to guard the landlord against tenants who stop paying rent due to loss of work or change of circumstances. The landlord can then terminate the tenancy at the break-clause stage in accordance with their wishes.
    In some cases we can provide you with tenants through local councils, cutting out the costs of the letting agent and also guaranteeing your rent and any damages to the property.

  • Once the tenancy agreement has expired do I need to get another agreement signed?

    If the initial fixed term has expired there’s no need to get another agreement signed unless you want to lock the tenant in for another fixed period. If another agreement is not signed the tenant then becomes a “statutory periodic tenant” meaning the rights and obligations of both landlord and tenant remain the same. However, PPM Ltd will approach the tenant two months before the end of the agreement to formulate a rent review and establish if they wish to renew their contract. In some cases, where you have a good tenant, it might be worth renewing the tenancy at the same rental price to serve as an incentive for them to stay and save you the cost of re-marketing the property. However, this should be discussed in more detail with your PA.

  • Who is responsible for repairs to the property?

    The tenancy agreement should state who is responsible for repairs and maintenance, however, PPM Ltd will facilitate this on the landlord’s behalf. Under section 11 of the Landlord and Tenant Act 1985 and other safety legislation such as the Defective Premises Act 1972 there are certain items for which the landlord is responsible:
    Gas appliances and flues
    These must be tested annually by a CORGI registered installer and a certificate issued to the tenant.
    Heating and hot water systems
    These must be checked annually.
    Electricity
    Both the system and any appliances should be safe.
    Smoke Alarms
    Hard-wired smoke alarms must be fitted.
    Furniture and furnishings
    These must meet fire safety standards.

  • Do I need to get the gas appliances serviced?

    Gas appliances should be serviced by a CORGI registered installer annually. PPM Ltd will check that this is sufficient to meet maintenance regulations for the appliance. PPM Ltd will always use a CORGI installer and follow his instructions. A safety check on all gas appliances must be carried out within one year before any new lease starts. You must provide a copy of each safety check to your tenant within 28 days of completion and to a new tenant prior to them moving in.

  • What gas appliances am I responsible for?

    You are responsible for any portable or fixed gas appliance in the property unless owned by the tenant. PPM Ltd will facilitate these checks for all appliances although there is no standard for electrical items as there is with gas regulations. However, the landlord may be liable for compensation should a tenant be injured by an appliance. This eventuality is covered by Landlords Indemnity Insurance or by conducting a PAT test on portable appliances.

  • What if an appliance fails a safety check?

    The safety check record will list any defects and the appropriate action required. You must rectify any defect before it is used again. In the case of a gas appliance, this must be done by a CORGI registered installer. PPM Ltd will facilitate this on behalf of the landlord.

  • What will happen if I don’t maintain the gas appliances?

    You can be prosecuted, which could result in a fine or even imprisonment. There is also the very real risk that your lack of maintenance could result in a death. However, PPM Ltd will let you know in good time when the checks are due for renewal and will facilitate this according to your wishes. Should you not wish us to carry out the inspections, you will be solely responsible for all resulting consequences.

  • Who pays council tax?

    An owner-ccupier or tenant over the age of 18 is usually responsible for paying council tax.   However, all too often we see these bills being sent to the property in the name of the owner which leads to disputes over who is liable. We will take the necessary steps on your behalf to ensure you only pay for what you legally owe. This service extends to any disputed utility bills or other costs incurred by the tenant.

  • Who pays for the TV licence?

    If you own the TV then you are responsible for the licence. If the tenant owns the TV then they should obtain the licence.

  • Can I just increase the rent my tenant pays?

    You cannot increase the rent during an Assured Shorthold Tenancy. If it is an assured tenancy then you can increase the rent but must follow a legal procedure which requires you to serve a notice to the tenant allowing them the chance to object. If you’re unable to agree then the rent assessment tribunal will inspect the property and make a binding decision.

  • What if I just want to rent out a room?

    Your tenant is a licensee; this means they do not have security of tenure. If you want them to move out you’ll still need to give them reasonable notice (usually 4 weeks).

  • Do I have to declare my rental income for taxation?

    You must declare all income from rental properties within the UK and abroad or face severe penalties. We’ll help you complete your tax return.

  • My tenant wants to terminate the AST agreement early. Can he do this?

    If the tenant just walks away you can sue them for the rent owing . Speak to your tenant(s) and ask them to come to an agreement for payment. They could pay the rent until a suitable replacement is located (you can ask the existing tenant to cover the cost of locating their replacement) or you could decide on a cash settlement for some of the rent remaining. However, PPM Ltd will manage anything relating to tenant evictions or debt collection on your behalf

Latest Testimonials

  • “superb service”

    Michael

  • “Professional”

    Hamed Kazim

  • “Reassurance”

    Beth

  • “Efficient and wholly reliable”

    Christine

  • “Very helpful”

    Lucy

  • ‘Excellent’

    Mr Rae

  • “Responsible and who will go above and beyond”

    Maurizio Vitale

  • “Your only regret is you didn’t do it years ago”

    Hugo Craggs, Associate Partner, St James’s Place Wealth Management

  • “Thank you looking after us so well”

    Henry Garle

  • “I do feel confident”

    Vince Raison

Recent Blog Posts

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    September 4th, 2020

    There is a moderately untapped market of pet owners looking to rent properties. Forty percent of the households in the UK are pet owners, while only 7% of landlords advertise their property as pet friendly. Earlier this year, the government… Read more

  • Top Tips: 5 most common leaks in a property and what to do in an emergency? No.4 A Neighbour’s leaking property

    August 7th, 2020

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    August 7th, 2020

    The rental market for June has shone a light of hope for property inside and outside London. The market is primarily being driven by those with secure finances, who are able to act on the desire for a home that… Read more

  • Lettings market up from last year

    July 31st, 2020

    According to Letting Agent Today, the latest snapshot of the lettings market from PropTech firm Goodlord suggests that activity is much stronger now than a year ago, with rents rising in most regions and typical void periods on the way… Read more

  • Top Tips: 5 most common leaks in a property and what to do in an emergency? No.3 Boilers

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  • Stamp Duty – How much will I pay?

    July 29th, 2020

    If you purchase a residential property between 8 July 2020 to 31 March 2021, you only start to pay Stamp Duty Land Tax (SDLT) on the amount that you pay for the property above £500,000. You can use the table to work… Read more

  • Top Tips: 5 most common leaks in a property and what to do in an emergency? No.2 Toilets

    July 15th, 2020

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  • Why we think Rent Guarantees are a landlord’s new best friend?

    July 15th, 2020

    The government recently announced that the suspension of court hearings for possession proceedings has been extended until 24th August, which means given the notice period having already been extended to 3 months, the backlogs at the courts because there has… Read more

  • Stamp duty holiday to boost housing market

    July 9th, 2020

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  • Top Tips: 5 most common leaks in a property and what to do in an emergency

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