Landlord Preference & Legal Requirement Form

To come on board for our full management service simply complete this form, you have the option to upload your ID and proof of ownership however you can email this to your property manager if easier.
1.Landlord Personal Details:
Name (if LTD co. put director name) *

First Name Last Name
Maiden name
if applies (required for HMO applications)
LTD Company Name
if applicable
Home Address/registered office *

Street Address

Street Address Line 2

City State/Zip code

Postal / Zip Code
Contact number *
Email *
for correspondence/rental statements
Date of Birth *

Day Month Year
Place of Birth *
Emergency Contact Person *
Emergency contact number *
Joint Owner Details
if applicable
Date of purchase for rental property: *

Day Month Year
Date
Mortgage Lender *
Type n/a if not applicable
Approval from lender *

Yes No NA
Do you require a mortgage letter advising on rental potential? (if yes your property manager will email within 1 working day of your completed forms)

Yes No
2.Property Details
Address *

Street Address

Street Address Line 2

City Post Code

(any other address format e.g flat 1 also known as 1F1
Type of property:
e.g Flat/studio/house
Level/Floor: *

Basement level Ground Floor 1st floor 2nd floor 3rd floor 4th floor 5th floor Top floor Unknown
Number of bedrooms: *
No. Bathroom/Ensuite: *
Any other rooms: *
Parking: *

Private Allocated parking Space Private unallocated parking space No private parking Private Garage Private Driveway Unknown
Garden Access: *

Private Garden Communal Garden No Garden unknown
Lift access *

Yes No Unknown
Property Status *
Furnishings *

Fully furnished Part furnished Unfurnished with white goods Unfurnished without white goods
Furnishings comments
if applicable provide any comments on furnishing e.g anything that will be removed or still to be provided
Approximate date property last decorated: *

Day Month Year
Date
Approximate age of flooring: *
Type of heating: *
Current utility providers:
SPM will notify the providers for the change of tenancy so your liability will end when the tenancy starts, this also applies for council tax notifications. We will request final bills to be forwarded to our office and we will pay these and deduct from the rent.
Is the property factored?
if yes please provide company name. SPM are happy to receive factor fees and deduct these from your rental. If you would like this you will need to notify your factor that we manage the property and add our contact details for correspondence. All correspondence received from your factor will be forwarded to you from your property manager.
Please detail any intended works prior to new tenancy
e.g replacing carpets/painting etc
Property keys: *
SPM require 2x full sets for our office + an additional set per tenant, please advise if you will provide appropriate number of sets or if you require SPM to arrange to get additional sets cut
Key details
If there is any relevant/useful information for keys please detail here e.g fob required for main door, bin store key in property, 1xparking fob available etc
3. Letting requirements
Property Status *

Occupied (e.g tenants/guests/landlord staying) Vacant
Contact details for access (other than landlord)
Should you have guests or tenants in the property that require to be notified for access e.g mainetnance/viewings please advise their contact details
Letting Requirements *

SPM to market property for Let I have found own tenants therefore marketing not required
If you have found your own tenants please detail here the contact details, the move in date and the rent agreed. SPM will complete reference checks on all tenants and confirm to you the results prior to preparing the tenancy agreement. If you do not want reference checks carried out please confirm here.
For marketing photos the photographer typically visits on a Wednesday so your photos will take place on the next Wednesday from when your forms are received. They can do adhoc visits when required. Please advise below if your property is ready for photos NOW and they will be booked for the next available date or the date the will be ready from. - If you have found your own tenants we can still arrange photos as can use these in the future.
Property ready for photos? *
Ready now or Date ready from
Earliest date available for tenant entry: *

Day Month Year
Date will be displayed on advert (if found own tenants just put their entry date)
Preferred Rent to advertise *
If found own tenants put rent agreed here
Ideal type of tenants *

Professionals Students Family Company let DSS Any
Please specify below any conditions to be noted/anything you would like to be highlighted in the advert
e.g any areas to be excluded or included with the let (garage excluded, garden maintenance paid by tenant, wifi included)
4.Maintenance procedure & Any warranties/guarantees
SPM have an Approved Contractor List which includes various trades with negotiated rates, this is updated annually and sent to you with your December statement. You can find the latest ACL in your Landlord Pack. Should you prefer to use your own contractors please state their details and their trade below, we are happy for them to invoice us directly and deducting the cost from rent. Please note SPM do not take any kickback or commission from any trades.
Preferred contractor details
if applicable
Cost authorisation *
Typically you will receive notification of any maintenance booked with a cost estimate provided that is within your cost authorisation. Please advise above what cost authorisation you would like set and should any works be over and above this you will be contacted for permission on how to proceed. Please note that in an emergency or urgent situations we will override the above if necessary to resolve the situation as appropriate.
Warranties/Guarantees/Homecare Agreement/Policies *
Please detail above anything under warranty or any policy cover in place. Should you have any homecare/policies in place your property manager will send a link so you can provide full information for us to be able to manage on your behalf. Should no information be provided which results in a contractor being instructed and costs incurred these will be liable to the landlord to pay.
Getting the property ready for move in

SPM strongly recommend having a 3rd party inventory & condition report completed prior to check in. We tend to use Edinburgh Inventory Services as they include a checkout free of charge should you continue to use them for the follow up inventories. Their prices (vat inncl) are (cost in brackets is for unfurnished) - 1 Bed £99 (£75), 2 bed £119 (£95), 3 bed £139 (£115) (add £20 per bedroom thereafter for fully furnished, add £10 for unfurnished. Part furnished is additional £10 of the unfurnished price.
Inventory Requirements *

SPM to arrange 3rd party inventory Will arrange own inventory
It is important that the property is cleaned to a professional standard prior to check in, including the windows (internal & external) this not only starts the tenancy on a positive note but ensures the tenants are liable to leave the property in the same level of cleanliness when they leave. We use a cleaning company who charge £13.95ph + £5 for cleaning materials and a window cleaner which costs £22.50 for 1-3 bed, £27.50 for 4 bed +
Cleaning Requirements *

SPM to arrange clean of property Will arrange own clean SPM to arrange window clean Will arrange own window clean
Optional Services

Please tick below if you would like any further information on a particular service
prices inclusive of VAT

Marketing floor plan (2D & 3D) £60 1st floor, £30 per additional floor Marketing video on advert & youtube £180 Rent guarantee service - conditions apply Refurbishment/Improvement works Feasibility study/survey for property alterations
6.Bank Details (for transfer of rent)

Payments typically arrive in your account on 5th,6th,7th working day of the month provided the tenant has paid on time on the 1st.
Please confirm name of bank/building society, account name, sort code & account number *
Should you require rent to be split between joint owners please include details above along with the payment breakdown
Legal Requirement Form (LRF)

The legal requirements that follow are dependant on your property, some are mandatory & some are strongly advised. SPM make no money from this and any costs are deducted from your 1st/2nd months rent, there is no need to pay in advance. (HMO properties will require additional compliance which your Property Manager will confirm)
Below is the list of compliance for renting your property, if you tick all that you require SPM to arrange (generally if more than one check is being carried out by the same contractor there will be a saving passed onto you, the confirmed cost will be emailed to you when the job is booked in by your property manager) We have summarised below the legal compliance required for your information.
Energy Performance Certificates (valid 10 years) (EPC) required to have before marketing and to be displayed in the property. If you have purchased your property in the last 10 years you should have a valid EPC on www.scottishepcregister.org.uk we will check here in the first instance as well. Please note legislation regarding minimum energy efficiency standards will be coming into effect in April 2020. This requires minimum rating of E by October 2020, you can find out more information on the legislation on our website.
Battery operated Carbon Monoxide Detector (sealed for life unit with 7-10 year life) required in all rooms with a gas appliance - price below is for when already on site.
Fire Blanket (life of existing) - cost is to supply & install in accessible location in kitchen (we do not recommend a fire extinguisher unless it is an HMO as then legal requirement)
Prices incl VAT *

SPM to arrange EPC (provided not on register) £48 EPC - Will arrange own/already in place so will provide SPM to arrange CO detector(s) £29 CO - Will arrange own/already in place SPM to arrange Fire Blanket install £22 FB - Will arrange own/already in place
Below are the Landlord Safety Certificates that are required for letting your property and are to be renewed annually. Again a reduction may apply if more than one check is carried out while on site. If SPM instruct initially we will automatically arrange the renewal in future.
Prices incl VAT (at time of checks the fire detection system will automatically be checked) *

1. SPM to arrange Portable Appliance Test (PAT) (£48) 2. SPM to arrange Legionella Risk Assessment (LRA) £48 3. SPM to arrange Gas safety Certificate - £48 4. SPM to arrange Boiler Service (not legal requirement but recommended to prolong life of boiler, if boiler new it will invalidate warranty if not done) - £48 SPM to arrange 1-4 - £150 SPM to arrange 1-3 ( no boiler service)- £105 SPM to arrange 1 - 2 as no gas in property - £84 SPM to arrange 1-2 however there is gas but have a preferred contractor/agreement policy in place - details to be sent to Property Manager Any items not ticked above landlord will arrange own/already have in place and will forward valid certificates Should SPM not have arranged the initial certificates please tick here if you want SPM to arrange the renewals in future - this includes using your preferred contractors/agreement policy should we be provided with the details
Below are the legal electrical requirements for letting your property. It is a legal requirement to have a functioning heat detector in every kitchen, a functioning smoke detector in the hall of each level and in any day rooms. The alarms are required to be interlinked - either mains wired or wireless is accepted. Below are the individual costs and package costs, the cost may vary depending on the number of alarms required. The electrician will only install to meet the current regulations so if you have selected to have additional alarms that aren't required then they won't install these, if you have selected too little they will install to meet the current regulations. (Individual prices - Mains smoke detector - £75, mains heat alarm £90, wireless package also available)
Prices incl VAT (smoke & heat alarms are referred to as fire detection) *

SPM to arrange Electrical Installation Condition Report (EICR) valid 3-5 years £95 (20% electrics) if prefer 100% EICR - £250 Valid EICR already in place/will arrange own SPM to arrange 1x mains smoke detector, 1x mains heat alarm + 20% EICR £215 SPM to arrange 2x mains smoke detector, 1x mains heat alarm + 20% EICR £275 SPM to arrange 3x mains smoke detector, 1x mains heat alarm + 20% EICR £335 SPM to arrange 1x radio link base, 1x wireless smoke, 1x wireless heat + 20% EICR £325 (additional £40 per extra alarm) EICR already in place/will arrange own Fire detection already in place/will arrange own
If you require any additional electrical services please tick below (if anything is not listed please advise your Property Manager)
Prices incl VAT

Mains CO Detector £90 1x Double socket £50 Bathroom fan cored through wall £200 Kitchen fan cored through wall £240 RCD Fuse Board - £240
Landlord Legal Requirements

Due to legislation rules and personal information required for landlord registration, this and the insurance are the only items landlords have to do themselves. It takes 5-10 minutes to complete online. www.landlordregistration.gov.uk. It is legally required for you to add SPM as your agent using our LARN 1806025 (if you have asked SPM to arrange all compliance you can tick yes for points 12-15 & 17 - 19 on the application form)
Landlord Registration Number *
if only received application reference please type this
Registration expiry *

Day Month Year
Valid 3 years from approval
Insurance (Landlords Building, Contents & Liability) if property is factored you need to inform the factors that the property is being let out. It is very important to have specialists landlord insurance for your property. If you are not in a factored development we recommend you contact an insurance broker or your current provider who will search the best deal for you. We have used Boyd Insurance in the past www.boydinsurance.co.uk/contactus who come highly recommended for any insurance needs and they are able to offer advice in accordance to FCA regulations.
Confirmation that you have or will arrange appropriate insurance cover *

Yes
As per the Letting Agent Code of Practice, SPM require proof of ownership and photo ID before we can commence management. A mortgage letter, copy of the title deeds or solicitor letter is sufficient. If you can't provide these SPM can pull the deeds from the land registry for a cost of £9 inclVAT.
Landlord Identification

Browse Files

Cancel of
SPM to pull Title Deeds for proof of ownership *

Yes No
Proof of ownership

Browse Files

Cancel of
Non Resident Landlord Scheme - please note when you are living abroad you are eligible to complete a NRL1 form in order to receive rental income without deduction of UK tax. The form is downloadable from www.hmrc.gov.uk/cnr/nrl1.pdf For advice you can also call 01514726208. Where an NRL1 is not in place and sent to HMRC, 20% of the net rent will be deducted prior to sending to the landlord. If you already have an NRL1 reference in place and you are moving across to SPM please not that you will need to reapply. SPM Scheme Number: 922N A0 46859 11 (some instances you may just need 46859)
NRL1 form completed if applies

Yes Not yet but will complete
Full Management Service Fees

Full Management 9%+VAT (10.8% incl) or minimum fee £67.50+VAT (£81 incl), if tenants already in situ and/or no marketing required this is reduced to 6%+VAT (7.2% incl) or minimum fee £37.50+VAT (£45 incl) for the duration of the let. If individual room let it is 12%+VAT(14.4%incl) min fee £97.50+VAT (£117 incl) No management fee applies when property is vacant.
SPM do not pass on the cost that we incur in advertising or re-letting your property on all major portals on the basis that you are coming on board for the long term management. If your property is outwith Edinburgh City Council district we have set costs for the marketing of your property die to the extra time involved such as travel, please refer to Ts&Cs for relevant costs. Should you withdraw your property from the market after we have received instruction it will depend on the level of service provided for the costs you will incur, these are details in the Ts&Cs. At any point throughout SPM management should you take your property back we request you cover the costs we have incurred (these costs will reduce over time and depend on the length of the active tenancy, costs are fully detailed in the Ts&Cs.
Terms & Conditions

Please ensure that you have read through and understood the Terms & Conditions on this link (also found in your Landlord Pack). Terms & Conditions are updated annually in December and take effect from 1st January to reflect any changes in legislation.
Declaration

I can confirm that the information provided is correct and I will inform SPM of any changes in details or personal circumstances which may affect my property. I understand that SPM will commence management of my property once this form has been completed and signed and submitted with a copy of my ID and proof of ownership.
Signature *
Print Name *

First Name Last Name
Date *

Day Month Year
Date
Should be Empty:

1.Landlord Personal Details:

2.Property Details

3. Letting requirements

4.Maintenance procedure & Any warranties/guarantees

Getting the property ready for move in

Optional Services

6.Bank Details (for transfer of rent)

Legal Requirement Form (LRF)

Landlord Legal Requirements

Full Management Service Fees

Terms & Conditions

Declaration