Northumberland 01670 85 50 50

Newcastle 0191 261 7411

Hayes 020 8848 899 69

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Landlord Information 

Here at Clarke Holland we appreciate that letting your property is a big decision, so it is important that you are aware of all the implications and that you are in the hands of professionals who give good informative advice. We understand how daunting the rental process can be and will endeavour to make the whole process as easy and 'hassle free as possible'.

​Read through the whole page or click on the contents to quickly go to the information you require.

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Our service to you:

We offer three levels of service, the options are as follows:

1. Tenant Find

This is the most basic level available and is better suited to those Landlords who are experienced in managing their own properties. The service includes:

  • Advertising the property for rent.
  • Contacting suitable applicants on our comprehensive mailing list.
  • Accompanying viewings of the property.
  • Carry out a thorough credit check of the prospective tenant.
  • Arranging for the preparation of the tenancy agreements and arranging for the execution of the same.
  • Collecting the first month's rent and deposit/bond.

2. Fully Managed

This service includes the basic Tenant Find together with:

  • Preparing a Schedule of Condition or inventory prior to the start of and at the end of the tenancy.
  • Regular internal check of the property.
  • Rent Collection each month.
  • Dealing with all enquiries from tenants and contractors.
  • Organising any repair/maintenance work required.
  • Ensuring that your privacy is maintained.
  • Taking meter readings at the start and at the end of the tenancy.
  • Escorting the tenants out of the property and collecting keys at the end of tenancy.

3. Fully Managed - with Rent Guarantee Scheme

As fully managed, but with the peace of mind of your rent will be paid in the event of non-payment by the tenant.

How we will manage your property

Upon receipt of your instructions we will conduct an inspection of the property and advise upon the steps that are necessary in order to successfully let your property. One of the most important points will be to agree upon the level of rent that is appropriate for the area and your type of property.

How much rent can you ask for

There are many factors that will influence the rental value. These include the standard of furnishings, size of the property, the location and the prevailing market conditions. We will do our utmost to get you the best price possible.


Once you decide that you wish to proceed we will visit the property to discuss your individual requirements and explain our terms and conditions, then take exact details and photographs of your property. We shall then be able to advertise your property using available means, including-

  • Our extensive applicant list.
  • Our high street branch presence.
  • Our own website.
  • Other regional, national and international websites.
  • Local and regional newspapers.
  • Eye catching 'To Let' board for all properties.

Once a tenant has been found they will be fully credit checked using our insurance company referencing service. When a successful credit and reference check has been made, we will contact you for your approval. Only then will the tenant be allowed access to the property.

Furthermore, we shall also carry out a further inspection of the property and prepare the schedule of condition or Inventory before the tenant moves in (fully managed only). Both parties will sign this.

Credit Checks

All credit checks are carried out by a national insurance company for your protection and peace of mind. This is a professional reference servicing company not an in-house 'done between calls and other tasks' like some agents!

Inventory and schedule of condition

A good and accurate inventory or schedule of condition is vital for any letting. Even in the case of an unfurnished property, it is important to record the general state of the property, and take note of the meter readings for the different services.

This will act as an aid if there are any disputes at the end of the tenancy. Utilities only cover gas, water, electricity and council tax. This service is inclusive of fully managed properties, but can be arranged for tenancy find only service (a fee is payable).

Internal Property Checks

With our fully managed service, we endeavour to visit the property at regular intervals. It must be stressed that we are not surveyors but we will examine the property to the best of our ability and will advise if the state and condition of your property has deteriorated beyond what is expected of day-to-day wear and tear. We will be unable to carry out any form of invasive examination. If we feel that there are any problems then we will report this to you as soon as possible. A report of our observations will be sent to you.


We strongly advise that the property be cleaned thoroughly before the commencement of the tenancy. This is general practice and will assist the preparation of the Schedule of Condition or Inventory. This then sets the standard for the tenant to adhere to at the end of the tenancy. We can arrange for this service to be carried out at cost.

Gas/Electrical Appliances & Equipment


- Annual safety check: Under the Gas Safety (Installation and Use Regulations 1998) all gas appliances and flues in rented accommodation must be checked for safety within 12 months of being installed and thereafter at least every 12 months by a competent engineer (e.g. Gas Safe registered gas installer). There is a duty to ensure that all gas appliances, flues and associated pipework are maintained in a safe condition at all times. Full records must be kept for at least 2 years of the inspections of each appliance and flue, of any defects found and of any remedial action taken. A copy of the safety certificate issued by the engineer must be given to each new tenant on commencement of their tenancy, or to each existing tenant within 28 days of the check being carried out.


- There are several regulations relating to electrical installations, equipment and appliance safety, these affect landlords and their agents in that they are 'supplying in the course of business'. They include the Electrical Equipment (Safety) Regulations 1994, the Plugs and Sockets Regulations 1994, the 2005 Building Regulation - 'Part P' and British Standard BS1363 relating to plugs and sockets. Although with tenanted property there is currently no specific legal requirement for a qualified electrician to carry out an inspection and issue a safety certificate (as exists in the case of gas appliances), it is now widely accepted in the letting industry that the only safe way to ensure safety and to avoid the risk of being accused of neglecting your 'duty of care' or even of manslaughter is to arrange such an inspection and certificate.

Furniture & Furnishings

The Furniture and Furnishings (Fire) (Safety) Regulations 1988 (amended 1989, 1993 & 1996) provide that specified items supplied in the course of letting property must meet minimum fire resistant standards. The regulations apply to all upholstered furniture, and beds, headboards and mattresses, sofa-beds, futons and other convertibles, nursery furniture, garden furniture suitable for use in a dwelling, scatter cushions, pillows, and non-original covers for furniture. They do not apply to antique furniture or furniture made before 1950, bed clothes including duvets, loose covers for mattresses, pillowcases, curtains, carpets or sleeping bags. Therefore all relevant items as above must be checked for compliance, and non-compliant items removed from the premises. In practice, most (but not all) items which comply must have a suitable permanent label attached. Items purchased since 1.3.90 from a reputable supplier are also likely to comply.

General Product Safety

The General Product Safety Regulations 1994 specify that any product supplied in the course of a commercial activity must be safe. In the case of letting, this would include both the structure of the building and its contents. Recommended action is to check for obvious danger signs - leaning walls, broken glass, sharp edges etc. It is also advisable to leave operating manuals or other written instructions about high risk items, such as hot surfaces, electric lawnmowers, etc. for the tenant.

Rent guarantee conditions

  • The ultimate cover for Landlords! This includes all the features of our Rent Guarantee & Legal Expenses cover...
  • Loss of Rent paid for up to six months.
  • Excess of only one month's rent.
  • 50% of rent paid on vacant possession for up to a further two months.
  • Up to £15,000 paid for Rent Guarantee & Legal Expenses.
  • Available for both Managed and Let Properties.
  • DSS tenants acceptable subject to satisfactory pre-tenancy determination and reference pass.
  • Students acceptable subject to satisfactory guarantor reference pass.
  • Payment within 7 days (after first month).
  • All tenants must be satisfactorily referenced.
  • One policy per annum per dwelling.

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