Landlord Preference & Legal Requirement Form

Hi there, please select below for which forms to complete to come on board with us, if you have any questions or need help with completing the forms give us a call on 01315100051:

1.Transfer property from another agent then please click this link to complete the relevant forms -https://form.jotform.com/221014317190341

2.All others please click next below to continue these forms

SPM Landlord Preference & Legal Requirement Forms

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. At the end there is also a section to upload anything you feel is helpful e.g house manual, photos showing location of parking space or private garden (if not clear) - feel free to do this or email separately.
1.Landlord Personal Details:

Please ensure the name of the legal owner of the property is put below, if it is a LTD company that owns the property please include that below & the name of the director (s)
Is the property owned by a LTD Company? *

Yes No
LTD Company Name *
Is there more than one owner on the title deeds? *

Yes No
If you are not the legal owner but completing these forms on behalf as hold permission to do so please confirm here (otherwise skip question):

Yes
As you are not the official owner we will require a document confirming the permissions held by you. If it is an informal arrangement between you and the owner then a letter from the owner will suffice, if it is a formal arrangement then a solicitors letter/confirmation is required.

Within the form we do require the official owners names as this will be the names added to our system so the tenancy agreements are in the correct names as well as rental statements for accounts purposes so please do provide those details where requested. The email address and phone number can be your details so that all correspondence is issued to you.

At the end you can upload a copy of this or email to your Property Manager when you hear from them. At the end it also asks for copies of ID, we will require this for both yourself and the owners.
Please confirm your full name, correspondence address, email address and phone number *
Please note official documents will be addressed to the official owners however the contact details listed above will be where correspondence is issued.
Please confirm registered correspondence address for company *
Please confirm the full name +maiden if applicable, personal addresses, place and date of birth of all company directors *
Please confirm the full name +maiden if applicable, personal addresses, place and date of birth of all owners *
Please confirm contact numbers and email addresses (if applicable put the name of person beside) *
Email addresses provided will receive all correspondence including maintenance notifications and monthly rental statements
If you have an emergency contact to use where you cannot be reached please provide name, phone number & email address below - *
Do any owners have any criminal convictions *

Yes No
If yes please provide details *
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.Rental Property Details
Full 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
Council Tax Band
if known
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
Is a permit required? *

Yes permit will be provided for tenants Not required
Garden Access: *

Private Garden Communal Garden No Garden unknown
Garden access details: *

Key required & will be provided to SPM Key required - left in property No key required
Garden details: *

To be maintained by tenant - equipment will be provided Arrangement in place -not tenant responsibility to maintain
Lift access *

Yes No Unknown
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: *
Security Alarm Code *
put NA if none in place
Is their a factor for the building/development *

Yes No
Please provide factor name and point of contact if there is one *
Factor payments & correspondence *

I will forward any payments required to SPM to deduct from rent I will update the factor to send all bills and correspondence to SPM to arrange payment I will deal with all bills myself directly & forward any correspondence to SPM that the they/the tenants may need to know
If you have selected that all bills and correspondence will be issued to SPM to deal with these must be issued by email using accounts@southsidemanagement.com
Please detail any intended works prior to new tenancy
e.g replacing carpets/painting etc
Are you managing this yourself or do you require SPM to be involved *

Self SPM
Property Keys - SPM require 2x full sets for our office + an additional set per tenant *

I will provide required number of sets SPM to cut required number of sets and deduct from rental
Please note we do require the keys ASAP as with limited sets available this can cause issues e.g if the photographer is using but contractors need access or viewings are happening when contractors need access this can cause delays if required sets aren't available.
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
The tenancy agreement asks to detail any items/areas that are to be included or excluded from the tenancy agreement. Please detail here anything that applies e.g attic excluded, internet included *
3. Letting preferences
Letting Requirements *

SPM to market property for Let I have found own tenants therefore marketing not required
As you have found own tenants please confirm what you require: *

Full vetting & reference checks of applicants, preparation and signing of tenancy agreement (1st group included in management fee however if they do not progress an additional cost of £135inc VAT per group of applicants applies thereafter) Preparation and signing of tenancy agreement only (included in management fee) Nothing required all in place already
As you require reference checks to be carried out please provide the contact details of the 'lead' tenant and we will contact them to provide all details and supporting documents to carry this out.

Please bare in mind that the cost for the vetting and referencing is per group that you provide for us to contact (1st group is not charged as included in management fee). If the group withdraw before referencing has started then there will be no cost for that group incurred.
Please confirm tenancy start date, monthly rental amount and deposit amount agreed here. if you have already protected the deposit with a scheme please confirm the name of the scheme as well *
Does anyone require to be notified for access prior to a tenancy starting *

Yes No key access anytime is fine
Please provide name and contact details (if it is you that needs to be notified you can just put 'landlord') *
For professional photos and video the photographer typically visits on a Wednesday so yours 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 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 these as can used these in the future. (this costs SPM £180 and on the basis you are a long term landlord of at least 3 years do not pass this cost onto you)
Property ready for photos & video? *
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
Accept Pets *

Yes Consider depending on type No
Tenant Applications: *

I would like all applications received to be shared with me for consideration if SPM receive over 10 applications only send the most suitable ones for my consideration I give SPM permission to choose the most suitable tenants provided they pass all referencing & checks (without having to receive consent from me direct)
I understand that if I am going to choose the applicants that i will respond with a shortlist within 48 working hours (or contact to discuss further) to allow us to keep to the timescales offered to applicants for a response *

Yes
What is important to you to help us choose tenants: *

Students preferred Professionals preferred Any type of tenants preferred Tenants who advise they are looking to let 12 months + Length of tenancy advised doesn't matter
4.Utilities & Council Tax

Please confirm below how you want the utilities and council tax to be managed. Going forward at any change of tenancy SPM will notify the utility providers & council of a change of tenancy and request the bills to be sent to our office, we will verify these are correct and arrange for payment which will be deducted from the rent.
To help us manage the notifications for liability on utilities & council tax we need your permission/authorisation to be able to discuss your account with the providers direct. Without this unfortunately the companies will not speak to us so we cannot inform them of changes in liability or query incorrect bills, this then tends to lead to debt collection letters being received as they ignore any correspondence from us.

If you confirm below that you authorise SPM to discuss these accounts on your behalf we will be able to manage them much more efficiently for you.

Please note that if you have advised below that you will sort the closing of your accounts this time, we would still need authorisation for future changeovers.
Please tick here to confirm that you give permission for SPM to discuss your utility and council tax accounts on your behalf with immediate effect or from the next tenancy changeover *

Yes
Please Confirm *

Utilities & council tax currently in my name and I will close down and settle final balance myself (SPM can provide meter readings from inventory for you to close down) SPM to set up utility & council tax ASAP and update accordingly when tenants are found. Payments to be arranged by SPM where possible and deducted from rent Current tenants liable for utilities & council tax - at changeover SPM to notify as per company procedure
Current utility providers: *
put unknown if do not know
Location of Gas Meter *
Location Electricity Meter *
5.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.
6.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 incl) are (cost in brackets is for unfurnished) - 1 Bed £99 (£79), 2 bed £129 (£99), 3 bed £159 (£119) add £30 per additional bedroom for furnished. unfurnished additional £20.
Inventory Requirements *

SPM to arrange 3rd party inventory Will arrange own inventory As I will arrange own inventory I am aware I will arrange own checkout at end of tenancy
Mattress protectors *

I will provide my own SPM to arrange as required NA as beds not provided
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 £14.00ph + £5 for cleaning materials and a window cleaner which costs £38.50 fixed cost. The tenants have the right to report cleaning issues within 48 hours of the tenancy starting, if we have arranged the cleaners will attend to rectify at no extra charge. If you have arranged the cleaning we will advise you of this and reasonable steps to rectify must be arranged.
Cleaning Requirements *

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

Please tick below if you would like any further information or a particular service carried out- If you have a floor plan from the sale of the property this is useful to have on file so you can provide
prices inclusive of VAT

Marketing floor plan (2D & 3D) £60 1st floor, £30 per additional floor Refurbishment/Improvement works Feasibility study/survey for property alterations
6.Bank Details (for transfer of rent)

Tenant rent payment date is the 1st of the month, payments typically arrive in your account on 5th,6th,7th working day of the month provided the tenant has paid on time. When the start date or end date are part way through a month then the rent is pro rata'd.
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) If you have ticked for SPM to arrange any of the below items, typically where the same contractor is carrying out more than one check/test there will be a reduction in the overall cost for you.

Please confirm (prices inc VAT)

	SPM to arrange	Already in place	Will arrange own
Energy Performance Certificate -£57.60 - £48 if already on site.
Carbon Monoxide Alarm (if gas in property) £29
Fire Blanket £22

Please confirm (prices include VAT)

	SPM to Arrange	Already in place	Will arrange own
Gas Safety Certificate £48
Portable Appliance Test (PAT) £48
Legionella Risk Assessment £48
All of the above £102 (includes fire equipment check)
Interim boiler service - £54 (£30 if adding to above package or if done with GSC)
There is the option to use a different engineer to do the checks and they offer a more in depth boiler service. The full package cost for this is £168 (they do not offer individual items)

Do you require SPM to automatically book the renewals for all your certificates when due: *

Yes No will arrange myself
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. There is a reduction in the overall cost where more than one alarm is required to be fitted on the same visit.
- 1x smoke alarm, 1x heat alarm + 20% EICR = £227
- 2x smoke alarm, 1x heat alarm + 20% EICR = £287
- 3x smoke alarm, 1x heat alarm + 20th EICR = £362

Please confirm (prices incl VAT)

	SPM to arrange	Will arrange own	Already in place	Not required
Mains smoke detector as required £78 each however reduced the more required
Mains heat detector as required £90 each however reduced the more required
EICR 20% electrics £99

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)
Please provide landlord registration number & expiry date for ALL owners
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/contact-us 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 £15 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
Confirmation of permission to act on behalf of landlord

Browse Files

Cancel of
Does your property have an HMO License (House in Multiple Occupancy) *

Yes No
If yes please confirm current expiry date

Day Month Year
Date
If yes please upload copy of license

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
Upload photo of recommendations section on paper forms from appraisal so we can keep on file

Browse Files

Cancel of
Upload anything you feel may be helpful for us to have a record of for the property e.g house manuals, photo showing parking space or private garden areas

Browse Files

Cancel of
Full Management Service Fees
A.Full long term management (marketing required) - 9%+VAT (10.8% inc VAT) minimum fee £81inc VAT (£118inc VAT for HMOs) - this option is applicable where you are looking for long term management of at least 3 years, we do not charge any marketing or letting fees on this option however if you do withdraw the property from the market or take your property back within 3 years the relevant letting/marketing fees will be recovered on a pro rata basis (full details on Ts&Cs)
B.Full long term mamangement (no marketing required) -6%+VAT (7.2% incVAT) minimum fee £54inc VAT - This applies where you transfer the management to us with tenants in place or if you have found your own tenants and we don't need to market the property. This will be valid for the duration of the tenancy. (there are no fees for transferring management) - if found own tenants and require referencing then the 1st group is included however any additional groups thereafter requiring reference checks is charged at £135inc VAT per group.
C.Let Only/Management of tenancy combo - monthly management fee of 6%+VAT (7.2%Inc) minimum fee £54 + one off cost at start of £378inc VAT for the professional photos, video, creation and uploading of advert to all portals & to let board + 54%inc VAT of the normal monthly rent for the letting fee (viewings, tenant references, negotiations, creation and signing of legal tenancy documents etc) - This option applies where you are looking management of less that 3 years - the fee would apply at each changeover however as photos or video wouldnt be required again the initial fee is reduced to £198inc VAT + 54% of the normal monthly rent
D.Full management of room lets - 12%+VAT (14%inc VAT) minimum fee £118 - This applies where you are renting out by the room to sole occupants with bills included
Please confirm your management fee option: (please note if it is not selected correct we will advise you) *

9%+VAT (10.8% inc) Min fee £81inc VAT (£118nc VAT for HMOs) 6%+VAT (7.2% inc VAT) Min fee £54inc VAT - SPM not required to market as already got tenants (duration of tenancy only) 6%+VAT (7.2%inc VAT) Min fee £54incVAT + pay fixed marketing fee upfront (combo service or let only & management) 12%+VAT (14%inc VAT) min fee £118inc VAT - Individual Room Lets Not looking for full management just Let Only (if selected you will be contacted by Danny to make arrangements)
Additional options - please select below if required.

If you have a parking space/garage/storage unit that you wish to be rented separately from the property there is a one of cost (per let) of £198 inc VAT for this and the income is added to the rental income and above management fee % is deducted off the combined amount.
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. Can view Ts&Cs below and on the link.
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.
Signature (on behalf of all owners if applicable) *
Print Name *

First Name Last Name
Date *

Day Month Year
Date
Should be Empty:

SPM Landlord Preference & Legal Requirement Forms

1.Landlord Personal Details:

2.Rental Property Details

3. Letting preferences

4.Utilities & Council Tax

5.Maintenance procedure & Any warranties/guarantees

6.Getting the property ready for move in

7.Optional Services

6.Bank Details (for transfer of rent)

Legal Requirement Form (LRF)

Landlord Legal Requirements

Full Management Service Fees

Terms & Conditions

Declaration