Landlords Guide

Landlords Guide to Letting

Being a residential landlord is time-consuming and you need to be aware of the key points to address:

  • The lettings market is highly regulated and includes a growing amount of rules, including Landlord Registration and the Tenant Deposit Scheme.

  • Marketing your property on your own can be expensive.

  • Selecting good tenants is essential but mistakes are easy to make.

  • It is essential that the legal aspects of letting are properly in place, the correct notice and a robust lease.

  • Maintaining your property can be expensive and time consuming.

Choosing a letting agent

When choosing a letting agent for your properties, you need to consider the key issues and check that your chosen agent addresses all of these effectively. You need answers to the following questions:

  • How quickly are properties let? Void (empty) periods are expensive!

  • How effective is the approach to promoting properties, both on the internet and on the street?

  • How robust and understandable is the lease, and how thorough are the letting processes?

  • How are properties maintained? Can significant improvements be carried out?

  • How regular is client and tenant communication?

Read the full Ogilvy Chalmers Landlords Guide to Letting here.

More information

Moving in

Certification: We shall arrange to hold on record up-to-date certification for the property linked with oil/gas, electricity and legionella for safety compliance and a current Energy Performance Certificate (EPC). When required to, copies will be issued to tenants.

Cleanliness / Repairs: We ensure the property has been professionally cleaned (if required) between tenancies, and any outstanding maintenance items reported and instructed.

Inventory: We use an independent inventory clerk to prepare the property inventory in advance of the tenancy starting and as close as possible to the date of entry.

References: For every tenant we carryout reference checks; employer, character reference, and a previous landlord (if applicable).

Lease documentation: We issue a lease for signing to the tenant by email in advance of them coming in to the office to sign it in the presence of a witness. Any outstanding questions are dealt with at this time. If the tenant is not able to attend the office for any reason, a lease is sent via 'Signable' for digital signature.

Rent and Deposit: The first rent payment and deposit are taken a minimum of 2 working days before of the entry date. The deposit is then registered with MyDeposit Scotland prior to entry; we then have 30 days from the date of entry to pay the deposit to them though in practice this usually happens within a week. Once finalised, the tenant will be sent a Deposit Protection Certificate for their records.

Inspections: Between 2-4 days prior to a new tenant moving in, we will check the property is clean and ready for at tenant to move in.  We will visit the property around 6 weeks into the tenancy to ensure the tenants are settling in okay and that the property is being kept well.  Thereafter inspections will continue annually, or as otherwise requested in writing by the landlord.

Moving out

Notification: Once intimation is received for a tenancy to end and a date agreed, we issue the tenant with a note of what is expected from us. The tenant is responsible to notify the utility providers and local council as well as to intimate to us, to our satisfaction, that this has been done and provide us with a forwarding address.

Inspections: We issue a detailed list to clarify the expected condition on departure to ensure the property is left at an appropriate standard. We endeavour to check over the property either on the day of a tenants’ departure or otherwise within 48 hours of it. We shall thereafter report to you as Landlord and to the Tenant, cross referencing the current condition of the property with the inventory.

Keys: Keys form part of the inventory and should be returned to the Ogilvy Chalmers office at the end of the lease.

Deposit: After reporting on the condition of the property and recommending treatment of the deposit, we expect to hear from you as Landlord within a further 48 hours. If we are unable to receive confirmation from you after repeated attempts to make contact, we will follow the recommendation of the report since we are required to return the deposit within 30 days of the tenant leaving the property. MyDeposit Scotland will then write to the tenant to confirm the amount being released and their bank details. Pending agreement from the tenant, MyDeposit Scotland will return the deposit within 3-5 working days thereafter. If the tenant does not agree then a dispute will be raised with MyDeposit Scotland requiring evidence from both parties; this process can take 8-12 weeks to be resolved. If the tenant does not respond to the correspondence from MyDeposit Scotland, the deposit will be authorised for release as per the recommendations submitted.

Case Studies