Rent in Scotland.com - Landlords Checklist 2

Landlords Checklist (2) - Preparing a Property for Rent
by David Wheater

Preparing a property for rent can be a long and time consuming business and a checklist can be helpful. Please feel free to download it as a PDF file and make any changes you wish.
Download checklist as a PDF file here
Landlord's Tenancy Checklist (Scotland)
Property:........................................................................................... Date:............................
A - PREPARING THE PROPERTY
Clean thoroughly Install/check Smoke alarms Install/check CO2 alarm Install Fire Extinguisher Install Fire Blanket Put up all Safety Certificates Check locks work & oil Check all doors work Check taps all work Check toilets flush Check shower - leaks? Check bath/shower sealant Check windows function Check all appliances work Check elec. cords & plugs Check all sockets Check GCH & hot water Bleed Radiators Replace Light-bulbs All Soft furnishings comply? Folder of Instructions Safety Folder Check Gas Certificate Check PAT Certificate Periodic Inspection Cert. Check E.P.C. Check Insurance valid Carry out Fire safety check Put labels on all cut-off taps Write up Inventory** Prepare the Lease Take PHOTOS	[ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ]	(From Sep 07- must be mains wired)* (Is it correctly pressurised?) (Must be close to hand in kitchen) (Frame the EPC/Gas/PAT & PIR) (Must open easily for fire escape!) (esp. for fire-escape!) (Leave all the instructions in a folder) (Replace any damaged ones) (esp. if any radiators are cold at the top) (Energy-saving) (Check for fire safety labels!) (Appliance instructions/GCH/alarms) (Cut off points/fire-safety/candles etc.) (Check date & for outstanding work) (Display Energy Performance Certificate) (Have you Public Liability Insurance?) (Write up a fire safety assessment) (Gas/Water/Electricity etc) (In duplicate - 1 for you/1 for tenants) (As above - duplicate all doc's)
Photograph:-		1. Front Door 2. Flooring in each room 3. Walls in each room 4. Ceilings in each room 5. Fire-places 6. All windows 7. Bathroom suites 8. Bathroom fixtures 9. Ceramic hob & oven 10. All appliances (in & out) 11. Boiler & Radiators 12. Fuse box 13. Gas meter 14. Kitchen cupboard doors 15. Settee & all furniture 16.All internal doors 17. Light fittings 18. Smoke & CO2 Alarms 19. Fire Blanket & Extinguisher 20. All Safety Certificates	[ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ]
Print two sets and number each photo. Sign and date each and have the tenants do the same. List/refer to the "photographic inventory" in the Inventory.
B - MARKETING Place Advert Use initial enquiry forms Ring back the prospective tenant to verify their Tel no. Ask lots of questions:-	[ ] [ ] [ ] [ ]	(for essential tenant details etc.)
- Why are they moving ? - Where are they staying just now ? - How many tenants will there be apart from them ? - Smokers/ pets? - References from a previous landlord ? (the best reference!) - What is their "occupation" - unemployed/ student/ professional ? (Note: Check your insurance and mortgage terms to see if they place any restrictions on the type of tenant you may put in the property) - How long have they been in employment ? - Is their employment full-time and permanent ? - Are they on probation or a short term contract ? - How long do they intend to rent for ?
Arrange viewings Ask them to bring photo ID Must phone 1hr in advance	[ ] [ ] [ ]	(e.g. Passport/driving licence) (To save you a wasted journey)
C - VIEWINGS
It is adviseable not to show properties alone. At least let someone know where you are going and how long you will be. You may want to keep the front door open and avoid putting the viewer between you and the door. It is also sensible to have a personal alarm in your hand. Always check the viewers PHOTO ID such as a passport/ driving licence/ workplace ID card (which you should have asked to bring with them.) Be positive when showing the property. Explain the benefits of your property over the competition and the benefits of the area, particularly transport and amenities.
- Check viewers photo ID - Take your mobile phone - Get a friend phone you at set times	[ ] [ ] [ ]	Times: .....................................................
Take with you:- Initial enquiry forms Application forms Identification Certificates Deposit receipt Copies of all Safety Certs Steps to rent the property Statement of Rental Policy Direct Debit Mandate Copy of Lease Copy of Inventory	[ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ]	(So you have all their details) (Self addressed envelopes too) (To verify their identity, e.g. passport) (If you take a deposit) (Write down the steps involved to rent) (Write down your renting policy) (An example will do to show tenants)
QUESTION PROSPECTIVE TENANTS:-
Verify Identity Current full time employment? For how long? Salary? Where living now? Why leaving? Previous landlord? How long? Why left? Ever been late with rent? Smokers/ pets? Date they need pty?	[ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ]
Take a Reservation Fee Take an Admin Fee Issue Receipt for each fee Issue Application Forms Issue I.D. Cert Issue D/D Mandate Issue all other "info" forms Issue envelope for return	[ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ]	(Must only be a reasonable amount) (Must again be reasonable) ("Steps to rent" & your "Rental policy)
D - TAKE UP REFERENCES/ CREDIT CHECK
Receive Applications back Receive ID Cert back Receive cert'd passport Receive D/D Mandate back Write to Employer Write to Previous Landlord Bank reference 3 payslips/ bank stat's Character reference Credit Check (essential) Accountant (self-emply'd) Tax return (self-emply'd) Inform Tenant of success Letter specifying details Confirm Move-in date Confirm Rent & Deposit Send out a copy of lease Send out AT5 Notice x 2 Send out Grounds for Possession Notice x 2 Send out Repairing Standard Letter x 2 Get Notices back signed Arrange to execute Lease Arrange Witness Obtain rent & deposit Receipt for rent & deposit Execute/ sign Lease Prepare Smoke Alarm Release Prepare Key Agreement	[ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ]	(Proof of identity !) D/D Mandate sent to Bank [ ] Employer Ref obtained [ ] Previous Landlord Ref Obt'd [ ] Bank Ref Obtained [ ] Received [ ] Character Ref Obtained [ ] Credit Check Obtained [ ] (or failure) (Spell out all the terms of lease!) ............................. £..................... £...................... (So tenants are aware of terms of let) (Executed before signing the lease) AT5 [ ] & Grds for pssn rec'd [ ] (If not doing on the move-in day) (Adviseable to have cleared funds) (AT5 Notice must be signed before the lease otherwise lease is not valid) (In duplicate) (In duplicate)
E - MOVE IN DAY Date:............................ Take Keys Take "Instructions" Folder Take "Safety" Folder Take Safety Certificates Take Lease & a witness if signing lease today Take Notices (AT5 etc.) Take receipts Take Inventory Take Smoke alarm release Take Retention of keys form Ask for Rent & Deposit Issue receipt - rent/deposit Sign AT5 & other notices x 2 Sign Lease & witness x 2 Record Meter Readings Insert readings in Inventory Show "Instructions" folder Show GCH operation GCH breakdown Tel. no. Show windows function Show extractor fan Gas cut off lever Elec cut off switch Water cut off tap Show & test Smoke Alarms Show & test CO2 Alarm Sign Smoke alarm release Show "Safety" folder Transco emergency no. Go through Inventory & sign Go through Photos & sign each Sign retention of keys form	[ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ]	(Should already be framed in the pty) (If not sent out already) (For rent & deposit) (a Declaration that they have been tested and checked today) (a Declaration that tenants permit you to hold keys) (If not already received) (If not already done/specify the time of signing next to the signatures) (AT5 must be signed before the lease/ specify the time next to signatures) GAS..................... ELEC.................... (Give instructions) (It will happen!) (Explain fire-escape procedure) (Give instructions to tenant) (Give instructions to tenant) (Candle safety/ fire escape etc.) (For gas leaks) (Sign all photos & give one set to tenants)
F - AFTERWARDS Phone in Meter Readings Contact Council Tax Office File everything away Settling in letter to tenants Send any copies to tenants Carry out inspections Inspections:- Check smoke alarms & clean Check C02 alarm & clean Check Fire extinguisher Check Fire Blanket Check Fuse-box visually Check Gas meter visually Check all windows function Check all appliances function Check electrical cords & plugs Check all sockets & switches Check any extension leads Check heating & hot water Check boiler & flue visually Check all doors work properly Check for trip hazards Check fire escapes Check all locks work easily Check bath/shower sealant Check for plumbing leaks Check common stairs Check outside of building	[ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ]	(Tenants often don't - beware!) (You must let them know right away) (Be organised) (Shouldn't be necessary as everything should have been signed in original duplicate) (Perhaps every 3 months) (Correct pressure ?) (Is it still there?) (esp Gas appliances e.g. cooker) (Check for visual damage) (Any cracks/charring ?) (Must not be overloaded) (Bleed rad's if necessary) (Must open for fire-escape) (And outside the property too!) (Oil too) (Clear for fire escape ?) (Slates missing/loose aerials) defective masonry etc)

* Note on Smoke Alarms Under the new Repairing Standard Housing (Scotland) Act 2006, all let property, let since September 2007, should have at least one mains-wired smoke alarm. However, a landlord is still allowed to have battery powered smoke alarms, that were installed in a let property prior to September 2007, but, as soon as they expire or break - they must now be replaced with a mains powered alarm. **Inventory Notes Remember to add these items to your Inventory: 1. All Smoke & CO2 alarms [ ] 2. Fire Blanket & Extinguisher [ ] 3. All keys issued [ ] 4. All safety certificates [ ] 5. Your "Safety" Folder [ ] 6. Your "Instructions" Folder [ ] _____________________________________________________________________ David Wheater is a property developer, landlord and non-practising solicitor based in Edinburgh. He can be contacted at www.rentinscotland.com or emailed at mail@rentinscotland.com. Copyright David Wheater 2009 The moral right of the author has been asserted. This checklist is for personal use only. Any commercial use or financial gain made from its unauthorised use howsoever arising will result in civil legal action. All rights reserved. This article and checklist is intended to be a general guide only. The author cannot accept liability for any errors or omissions contained herein nor liability for any loss to any person acting as a result of the information contained in this article. This article offers advice on the basis that readers contemplating letting their property obtain further professional advice tailored to their own needs and requirements.

Landlord's Tenancy Checklist (Scotland)