Crucial Documents to Serve Your Tenants at Move-In: Making a Smooth Start

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  • Crucial Documents to Serve Your Tenants at Move-In: Making a Smooth Start

Welcoming new tenants is exciting, but it’s crucial to start the relationship on the right foot with clear communication and proper documentation. This includes providing them with essential information about the property, responsibilities, and legal requirements. To ensure a smooth move-in and avoid future misunderstandings, here’s an overview of what you must and should serve your tenants:

Essential Documents:

  1. Tenancy Agreement:

This signed document forms the backbone of your relationship. It outlines terms like rent, deposit amount, length of tenancy, and responsibilities of both parties. Ensure both you and your tenants have a signed copy.

  1. Inventory and Schedule of Condition:

Inventories are crucial for new tenants.

Protecting your deposit:

This is arguably the most important reason. The inventory serves as a snapshot of the property’s condition and contents when you move in. When you move out, it will be compared to the initial inventory to assess any damage beyond normal wear and tear. This helps ensure you get your full deposit back, as you have documented proof of the condition you received it in.

Preventing disputes:

Without a detailed inventory, there’s no objective record of the property’s condition at the start of your tenancy. This can lead to disagreements with the landlord about pre-existing damage, making it harder to resolve issues and potentially costing you money.

  1. Energy Performance Certificate (EPC):

This mandatory document showcases the property’s energy efficiency, informing tenants about potential energy costs. Click here to read our previous article in more detail.

  1. Gas Safety Certificate:

If your property has gas appliances, a recent (within 30 days) gas safety certificate is crucial for tenant safety and legally required. We have previously outlined why landlords need to ensure these are carried out, click here now.

  1. Electrical installation certificate report (EICR):

An EICR stands for Electrical Installation Condition Report. It’s a formal document that assesses the safety and overall condition of the electrical wiring in a building. It’s essentially a health check for your home’s electrical system.

  1. Deposit Protection Information:

All tenant deposits in England, Wales, and Northern Ireland must be protected in a government-approved scheme. Provide details of the chosen scheme and how to reclaim the deposit.

  1. How-to Rent Guides:

Consider offering basic guides for using appliances, maintaining the property, and reporting repairs. This helps tenants settle in comfortably and ensures proper care of your property.

  1. Your Contact Information:

Provide accessible contact details for emergencies, repairs, and general inquiries. This promotes good communication and timely resolution of issues.

Harringtons Lettings are able to offer a free review of your paperwork to ensure you are compliant. Call our Lettings Manager Beth Roberts today on 01273 724000 or click here.

Additional Helpful Documents:

  • Meter Readings: Record initial readings for utility meters (electricity, water, gas) to ensure accurate billing.
  • House Rules: Clearly outline any specific house rules regarding noise, guests, parking, etc., fostering a harmonious living environment.
  • Local Information Guide: Offer information about nearby amenities, public transport, waste disposal procedures, etc., aiding their integration into the area.

Remember:

  • Local Regulations: Laws differ across regions. Research and comply with specific requirements in your area for tenant documentation.
  • Clarity and Accessibility: Ensure all documents are clear, concise, and readily accessible to your tenants.
  • Timely Response: Respond promptly to tenant inquiries and address any concerns efficiently.

By providing these essential documents and fostering open communication, you can lay a strong foundation for a successful and positive landlord-tenant relationship.

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google-review Review
Jayden Charles-Frempong
Jayden Charles-Frempong
01:20 18 Apr 24
Every interaction I've had so far with Harrington has been positive with workers responding to calls very quickly and addressing any queries efficiently.
severin severinov
severin severinov
10:05 11 Apr 24
It is very good that they do their job professionally and take care of the customers.
kate quick
kate quick
13:15 09 Apr 24
I am very happy and extremely grateful to have found Harringtons lettings and the beautiful flat that I am now living in. Not only is the flat perfect for me, ticks all the boxes and is in a great location; the whole communication/admin process was so fast and efficient. I spoke to many of the team, but the two main contacts initially were Georgie and Beth. Great personalities, friendly and fast at replying to emails and phone calls. It was all turned around very quickly and everyone at Harringtons seems to appear to really be happy in their jobs. Great letting agent and I would recommend them to others looking for a new home.
Michael Hollamby
Michael Hollamby
12:32 09 Apr 24
Having worked with many many lettings it has been refreshing to deal with such a dynamic and energetic team. From start to finish the team have outstanding. Special mention to Beth who has been fantastic. I can thoroughly recommend using Harringtons.
Celyn James
Celyn James
17:08 27 Mar 24
Great experience, Georgie was so knowledgeable and kind with any enquiries I had. Really put me at ease while house hunting, amazing service thank you so much!!
Madison Harris
Madison Harris
14:29 27 Mar 24
Georgie was so helpful and really kind very appreciative x
Amber-Rose Cook
Amber-Rose Cook
08:58 22 Mar 24
easy to use and navigate as a first time user
Buffy Vaughn
Buffy Vaughn
18:06 21 Mar 24
Harringtons have been so helpful so far. Everyone we’ve spoken to on the phone including Georgie have been so warm and receptive and easy to communicate with. As a couple renting together for first time me & Danny couldn’t have found better people to help us out, they’re clear and concise. We discovered them through Rightmove and would highly recommend anyone to use their services to rent with.Thanks guys!Buffy & Danny
Sajan Raja
Sajan Raja
01:48 21 Mar 24
Kerryn Johnson
Kerryn Johnson
16:58 18 Mar 24
Georgie was absolutely amazing! Very helpful, easy to talk to and all in all an absolute sweetheart. Made the process of renting and finding a property less stressful. Always happy to help and lovely to chat to!Thank you again for everything!
Julia Reinstein
Julia Reinstein
11:22 18 Mar 24
5/5 - Everyone I’ve spoken to on the phone has been so friendly and patient with our move in documents. We found Harringtons through Rightmove, and have been really happy with our interactions. The team respond to queries efficiently and are happy to answer any and all questions.
Andrew Brown
Andrew Brown
07:09 15 Mar 24
A really excellent agency, who are very easy and friendly to deal with. Highly recommended.
Rob Rainbird
Rob Rainbird
18:04 13 Mar 24
Lovely staff and all round positive experience - Georgie is an absolute diamond and a credit to the team!
Tori Tor
Tori Tor
11:15 08 Mar 24
Harringtons have been really helpful and very swift with their responses. Georgie was very proffesional and really friendly when she did the viewings with me and Beth on the phone was again really helpful and gave me hope when I was explaining my eagerness to find somewhere new to live. Thanks Harringtons!
christos papanicolaou
christos papanicolaou
09:33 07 Mar 24
Staff were brilliant. Very helpful
Yasmin Bright
Yasmin Bright
20:54 01 Mar 24
I'm in a difficult situation at the moment with my landlord wanting to sell the flat that myself and my 3 children have been living in for 7 years. I came across Harringtons Viewings by applying to view some properties outside of my area.Unfortunately I haven't been able to sort anything with Harringtons, however I wanted to write this to say that they have been nothing but kind, warm and very understanding of my situation. I've been really impressed by their customer service (namely Georgie & Beth) and hope that they are able to find me something eventually!Thanks so much.Yasmin
Tegan
Tegan
17:30 22 Feb 24
Have been very accommodating and helpful when calling agents. They have been very helpful in being able to secure a house for students.
TheFlyingCrocodile
TheFlyingCrocodile
16:42 21 Feb 24
Went above and beyond to get things sorted for me
Brittany Stace
Brittany Stace
11:18 24 Jan 24
Harringtons have been incredibly helpful and supportive of us as new renters and they have been super efficient in getting all of the documents sent through and signed in such a short period of time. Thank you!
Georgie Prebble
Georgie Prebble
20:36 05 Jan 24
Jade Innes
Jade Innes
10:24 04 Jan 24
So far the service has been good. The staff are very friendly and quick to respond to any questions and requests.
Polly Smith
Polly Smith
11:17 28 Dec 23
we chose this letting agents as they chose a good bills company that is much cheaper than other agents. When viewing houses the staff were very friendly and have been very helpful in answering our questions and making the process as easy as possible.
Emma Howe
Emma Howe
16:06 14 Nov 23
I would rate Harringtons Lettings a 5/5. Very lovely on the phone and very quick and easy to communicate with via email. Any problems have been resolved in no time at all. So far so good!I found Harringtons via Rightmove.
Akwisitions Feedback
Akwisitions Feedback
16:25 30 Oct 23
Very responsive and super helpful throughout the process. Highly recommended!
Chloe Ballard
Chloe Ballard
17:28 02 Oct 23
Although I have only been renting with Harringtons for a short period of time, I have had nothing but a positive experience. From viewing to admin updates. The admin team especially are very polite and quick to respond and I have no doubt that the rest of my tenancy will run smoothly. I would recommend to anyone considering renting in brighton.
Matthew Ball
Matthew Ball
11:46 19 Sep 23
Professional communication with tenant although entirely impersonal. There was a bigger disconnect in their communication with the landlord in most cases, which seemed to be either slow or non-existent (discovered after contacting the landlord directly).Property was full of spider webs on day 1 despite apparently being professionally cleaned. Took a day off of work to clean it on move out day, leaving it cleaner than when it received but still had to pay part of the deposit for professional cleaning.It has been a while since I have rented, but I'll avoid letting agencies completely now if this is anything close to the average renting experience.
Ronan SK
Ronan SK
12:38 12 Sep 23
Great professionalism/communciation from the start up until the end of my tenancy. Definitely set the standards for what agencies should be like. Highly recommend to those within Brighton.
Daniel Sutton
Daniel Sutton
10:29 24 Aug 23
I have rented with Harringtons Lettings before and have always found the agents to be quick, efficient, friendly and helpful. I loved their service so much I have chosen to rent with Harringtons again. Faultless 😊
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