A Landlord’s Guide to Getting Everything Ready for Brand New Tenants 3rd Dec 2024

As a landlord, getting everything in order before welcoming new tenants is crucial to ensuring a smooth, stress-free experience for both you and your tenants. Whether you’re renting out a property for the first time or you’re a seasoned pro, taking the time to prepare your property properly can save you time, money, and potential headaches down the line. Please read the below guide in which I walk you through the essential steps to take before your new tenants move in.

1. Ensure Your Property Is Safe and Compliant with UK Laws

Before your new tenants can move in, it’s your legal responsibility to ensure the property is safe and meets all the necessary requirements. Here’s a checklist of safety and legal obligations landlords must meet:

• Gas Safety Certificate: You must arrange for a Gas Safe registered engineer to inspect your gas appliances (boiler, cooker, etc.) annually. You must provide tenants with a copy of the certificate before they move in.
• Electrical Safety Check: Since 2020, landlords must have an electrical safety inspection at least every five years. A qualified electrician will inspect the wiring, sockets, and appliances to ensure everything is safe.
• Energy Performance Certificate (EPC): An EPC rating of at least ‘E’ is required for all rented properties. You must provide your tenants with a copy of the certificate before they sign the lease.
• Smoke and Carbon Monoxide Alarms: You must install smoke alarms on every floor and carbon monoxide alarms in rooms with solid fuel burning appliances (e.g., log burners, open fires). These alarms should be checked regularly.

2. Make Sure Your Property Is Clean and Well-Maintained

A clean and well-maintained property not only creates a welcoming environment for new tenants but also helps you maintain the long-term value of your property. Before your tenants move in, make sure to:

• Clean Thoroughly: This includes carpets, windows, walls, and kitchen appliances. If necessary, hire a professional cleaning company to give the property a deep clean.
• Address Repairs: Go through the property and fix any issues, whether it’s leaky taps, faulty light bulbs, broken door handles, or peeling paint. A well-maintained property reduces the chances of disputes and improves tenant satisfaction.
• Inspect Plumbing and Heating: Check that the plumbing works as expected, and ensure the heating system is fully operational. No tenant wants to move into a cold, drafty house.

3. Create a Clear and Detailed Tenancy Agreement

A well-written tenancy agreement is essential for setting out the terms of the lease and ensuring both you and your tenants are clear on their rights and responsibilities. Your tenancy agreement should include:

• Rent Amount and Payment Terms: Include the amount of rent, due date, how it should be paid, and any penalties for late payments.
• Duration of the Tenancy: Specify whether the tenancy is a fixed term or a periodic tenancy, and include start and end dates if applicable.
• Deposits and Deposit Protection: If you’re taking a deposit, it must be protected in a government-approved tenancy deposit scheme within 30 days of receipt. The agreement should clearly state the deposit amount and conditions for its return.
• Repairs and Maintenance: Outline the tenant’s responsibility for maintaining the property and your responsibility for larger repairs.
• Use of the Property: Clarify whether tenants can sublet the property, keep pets, or make alterations to the property.
• Notice Period: State the length of notice required to terminate the tenancy for both the landlord and the tenant.

Make sure the agreement is clear, fair, and legally sound to avoid future misunderstandings. You can have your agreement reviewed by a legal professional to ensure it’s compliant with the latest regulations. Or instruct a local letting agent to do a Tenant Find where the Tenancy Agreement is included in this fee.

4. Prepare the Inventory

An inventory is a detailed list of the condition and contents of the property at the start of the tenancy. This document is vital for protecting both you and your tenants and can help avoid disputes over the return of the deposit. Include the following:

• Condition of Furniture and Fixtures: List all furniture, appliances, and fixtures in the property, noting their condition (e.g., brand new, worn, damaged).
• Photos: Take high-quality photos of each room and important items to serve as visual evidence of the property’s condition when the tenancy began.
• Room-by-Room Breakdown: Include details of each room, listing fixtures, fittings, and any items provided.
• Tenant Acknowledgment: Have the tenants sign and date the inventory to confirm their agreement to its contents. A copy should be given to the tenant, and you should keep one for your records.

5. Arrange Utilities and Council Tax

It’s essential to clarify who will be responsible for paying utilities and council tax. In most cases, tenants will be responsible for these costs, but you may want to include specific clauses in the tenancy agreement regarding:

• Gas, Electric, and Water Bills: Make sure the utility companies have been notified of the new tenants. You’ll need to provide the utility companies with the meter readings on the first day of the tenancy.
• Council Tax: Confirm who is responsible for paying the council tax (typically the tenant). Ensure the local council is aware of the new tenants moving in.
• Broadband and TV License: If the property has broadband or a TV service, make sure the tenants know who is responsible for these services. If you’re offering a furnished property with included services, this should be clearly stated in the tenancy agreement.

6. Prepare for the Tenant Move-In

Once all the paperwork is in place, and the property is ready, it’s time to prepare for your tenants to move in. This includes:

• Meet and Greet: Schedule a time to meet your new tenants on the first day of the tenancy. Use this opportunity to go over the inventory, explain any key house rules, and answer any questions they may have.
• Provide Contact Information: Let tenants know how they can contact you in case of an emergency or repair needs. Be clear about the procedure for reporting issues.
• Keys and Access Codes: Make sure to provide the tenants with all necessary keys, fobs, or access codes (e.g., for security gates or intercom systems).
• Tenant Welcome Pack: Consider putting together a welcome pack for your new tenants. This can include useful information like emergency contacts, the location of stopcocks and meters, local amenities, and instructions for operating appliances.

7. Keep Records and Maintain Communication

After your tenants have moved in, maintaining good communication is key to ensuring a positive relationship and addressing any issues promptly. Keep all paperwork and documentation related to the tenancy safe and easily accessible.

• Document Everything: Keep records of all communications, inspections, repairs, and payments throughout the tenancy.
• Regular Inspections: While tenants are entitled to quiet enjoyment of the property, it’s advisable to conduct periodic inspections (at least once a year) to ensure everything is in good order.
• Stay Available: Be responsive to tenant queries and address any maintenance issues quickly to keep your tenants happy.

Getting your property ready for new tenants is a significant responsibility, but with the right preparation, it can be a straightforward and rewarding process. By ensuring your property is safe, clean, and compliant with UK laws, providing a clear and fair tenancy agreement, and maintaining open communication with your tenants, you can establish a positive, long-lasting landlord-tenant relationship.

Following these steps will not only help you comply with legal requirements but also foster a positive and professional reputation as a landlord in the UK. Happy renting!

As always thanks for reading and feel free to contact me if you have any questions

Sandie