Gatehouse Estates Property Management

Gatehouse Estates Property Management have been finding tenants and managing properties from offices in Bedford and Godmanchester  for the past 10 years with a portfolio now in excess of 300 properties. The company offers both a Tenant Finding Only Service to a Full Property Management option.  We are constantly increasing the number of properties that we manage and are proud that this continued success is due to staff commitment and loyalty, and of course professionalism

The Bedford Office handles all types of properties within the town as well as Putnoe, Brickhill, Goldington, Southfield Park and Abbeyfields. Additionally, the villages of Biddenham, Bromham, Gt.Barford, Clapham, Oakley across to Sharnbrook and into North Bedfordshire are covered.

The Godmanchester office handles flats and houses in the towns of St.Neots and Huntingdon including Eaton Socon, Eaton Ford, Eynesbury, Stukeley Meadows and Hinchingbrooke Park. Villages outside the towns such as Buckden, Brampton, Lt. and Gt. Paxton, the Offords, Hail Weston and villages across towards Cambridge City like Abbotsley and the Gransdens are also catered for.

Free Rental Valuations & Property Appraisals

An experienced member of the team will visit your property to provide you with a market and property appraisal including the expected monthy rental return. This is free of charge and with no obligation.

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Finding The Right Tenant

Gatehouse Estates Property Management makes every effort to ensure that your property is promoted to the largest possible audience. By pro-actively marketing your property we aim to achieve the best possible price regardless of market conditions.

• Local Newspaper Advertising within the Hunts Post and Beds Times & Citizen
• Internet Advertising on gatehouserental.co.uk, gatehouserental.com, rightmove and other sites
• Window Display within our eye catching property displays
• Database Of Waiting Tenants that are contacted by telephone, email or by sms text messaging upon instruction
• A colour prospectus of all properties available to rent is updated daily to be presented and discussed with prospective tenant enquiries.
• All viewings are accompanied in order to secure a suitable tenant as soon as possible with regular feedback to each landlord.

Referencing A Tenant

On your behalf we will take references on every individual tenant who is to be named in the tenancy agreement, which will include everyone over the age of 18 intending to reside in the property. To ensure this vital process is carried out as objectively and thoroughly as possible we use an independent professional referencing company - any fees involved are paid by the tenant. The report sent to us by the credit referencing company will be actioned on the basis that the conclusion deems the applicant to be a suitable tenant and acceptable to underwriters for legal and rent protection policies. This process will include full referencing and, providing they can be obtained, various financial references such as current and previous employment references, current lender or previous Landlord reference. To further strengthen your position we may decide to also take a Guarantor to back up the tenants' ability to meet their commitments to you.

Rental Contracts

We will prepare the tenancy agreement for you.  Usually we will create an Assured Shorthold tenancy, which is the industry "norm" and entitles the Landlord to possession of the property at the end of the fixed term. The tenancy agreement details the areas of responsibility between you, your tenant and ourselves as your agent, basically confirming to all parties who is liable for what in connection with the property. It also clarifies what can or cannot be done to the property, such as who is liable for repairs or damages, maintenance and utility type charges.  The signing of a tenancy agreement is not sufficient in itself to regain possession of your property, and we will prepare various Housing Act notices, which must also be served in conjunction with the agreements.  Execution of all documents, both initially and on any renewals, is all part of the service we provide on your behalf, including signing such documents for you as Agent of the Landlord. With all tenancies, the minimum initial period is normallya six-month let, the maximum we would advise at any one time is twelve months. Renewals can be for any length of time, although for control purposes we would only advise a twelve-month maximum. However if you wish to entertain a longer let and the tenant is in agreement, then we would discuss this and proceed on the basis of your instructions to us.

Security Deposits

On taking occupancy, the tenant pays a security deposit equivalent to six week's rent. This deposit is held in a Government Protected Tenancy Deposit Scheme as provision, after allowing for the length of the tenancy against anything what could reasonably be regarded as fair wear and tear.  When tenants are checked out of a property an assessment is made, by comparison against the original inventory, of any redecoration or minor repairs, which cannot reasonably be accepted as fair wear and tear. We will negotiate and agree with the tenant the amount that will be withheld, obtain estimates by way of confirmation and the net deposit then remaining will usually be released to the tenant. We will arrange for any necessary work to be carried out prior to installing the next tenant.

Inventories

As part of our comprehensive service to Landlords, we arrange a written and photographic Inventory and Schedule of Condition. Even if the property is unfurnished there should be a Schedule of Condition for the property itself. Carpets and curtains can be very expensive to replace and unless the condition of these soft furnishings and interior décor is properly documented, you will be unable to claim compensation for any damage at the end of the tenancy.

Property Inspections / Check Ups

Depending on which service you require, we regularly inspect the property during the tenancy and provide a written report to you. These inspections are usually carried out every 3/4 months. From our extensive experience we know that if the tenant understands that the property and their occupancy of it is being closely monitored they are more likely to maintain a higher standard of care in that property.  The tenancy agreement makes reference to the fact that we have the right to visit the property at times acceptable to the tenant, provided reasonable notice has been given. If you want to visit the property yourself during the tenancy we will arrange this for you, but again the tenant is entitled to prior notice.

Repairs & Maintenance

Repairs are of course necessary to each and every property throughout the length of the tenancy and Landlords must be prepared for this eventuality plus of course repair and/or replacement of major electrical items such as cookers, washing machines, fridges; freezers and boilers as they age.  We will make arrangements, on your behalf, with our local contractors or contractors of your choice to carry out any such necessary works.  We will agree in advance the level of responsibility you wish us to have in arranging repairs and replacements and then proceed accordingly, without further reference to you, or as discussed and agreed. Some Landlords are prepared to accept responsibility themselves for such matters once they have been reported to them by us, and this is perfectly acceptable to us.  Where there is an emergency repair, such as a burst pipe or a gas leak, there are different legal obligations on all parties and we may well need to instruct on the work immediately to prevent any further damage to the property or health and safety risk to the tenants. In such circumstances we may need to act first and then report to you, and common sense has much to do with such decisions. However, it is also made clear to tenants that only in the most extreme of circumstances should they consider instructing their own contractor and that should they do so they may be liable themselves for the full costs.  Major repairs will, of course, be discussed with you first, estimates obtained for your approval and the subsequent works supervised by us and reported to you as necessary.

Renewal Of Contracts

About three months prior to the end of the tenancy we will contact you to discuss your further instructions.  We will then take the appropriate action with the Tenant to renew their tenancy or schedule their check-out. The property will be re-marketed if the current tenants are not renewing.

Rent Guarantee & Legal Expense Cover

Gatehouse Estates Property Management can upgrade your management to include rent guarantee and legal expenses, for a monthly or annual fee payable to Homelet. Should you wish to take advantage of this service then we are able to set this policy up on your behalf.

About The Policy

Costs are 3% plus IPT (Insurance premium tax 5%) of the monthly rent or a one off annual payment is payable.Total piece of mind for landlords if the tenant fails to pay the rent, Homelet will pay the rent you are expecting from your property until vacant possession is obtained (for up to 12 months), but excluding the first months loss of rent. Additionally, Homelet will pay 50% of the rent for up to 3 months after vacant possession has been obtained, whilst a new tenant is being found. Full legal expenses are included up to £50,000. Please note that Homelet reserve the right to amend their terms and conditions at anytime. Gatehouse Estates Property Management will not be held liable for any changes. Please note it is your responsibility as a landlord to inform us if you would like the policy to be renewed. Rent Guarantee is not compulsory, but as a company we do recommend that the policy be taken out, as it will protect your interests with regards to rent payments and also the property.

Full Management Service

Full Management is a service that is provided to the landlord, by Gatehouse Estates Property Management in the day-to-day management of the landlords property. The landlord will provide Gatehouse Estates Property Management with authorisation to act on their behalf.
Full Management Includes: Marketing of the property via the office, local newspaper and website; Arranging references, Assured Shorthold Tenancy Agreement and an Inventory; Receiving a deposit (equivalent to a month and a half rent); Demand rent and upon receipt, payment to the landlords account; Moving in of the tenant; Routine inspections carried out approximately every quarter; Day-to-Day enquiries from both the landlord and tenant, such as maintenance requirements.

Tenant Finding Service Only

This service is set up for landlords who have decided to manage their own property, once a suitable tenant has been found.
Tenant Finding Service includes: Marketing of the property via the office, local newspaper and website; Arranging references, Assured Shorthold Tenancy Agreement and an Inventory; Receiving first month’s rent and a deposit (equivalent to a month and a half rent).

The Guild of Letting & Management

As you may already be aware all Letting Agents at some point will need legal advice from a specialising firm dealing with residential lettings.  Membership is only available to firms specialising in residential lettings and property management.  The principal association is to ensure that its members conduct their business to a high professional and ethical standard.  Gatehouse Estates Property Management is a member of this association.

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