Tenancy agreement software

One of the most important tasks in renting a property which needs to be completed is the signing of a legally binding contract between the landlord and tenant.  This is known as the “tenancy agreement”, “letting agreement” or “lease”. The objective of the contract is to highlight the rights and responsibilities of all parties – landlord, tenant and letting agent.

As a letting agent or property manager, generating a tenancy agreement is normally quite routine, yet time-consuming. The majority of the tenancy agreement remains the same,with the first couple of pages tailored to that of the property and majority of terms or clauses set in stone according to local law. 

Tenancy agreement software

Tenancy agreement software created here; at Rentview we have looked at how to save time for you, the letting agent, by streamlining the whole administration process around the letting of a property. Not only will the auto generation of the tenancy agreement save you time, but now all your documents can be stored securely online. Being cloud-based, your data is backed up every hour on multi-site servers, so your data is kept secure and up to date at all times. The tenancy agreement can be shared online with both landlord and tenant.

Through our letting agency software, each process within the cycle is streamlined to save you time when you arrive at your next task along the cycle. Take a look at the overview video on our tenancy agreement software to see exactly how easy Rentview makes this process.

tenancy agreement software rentview

 

If at this time you prefer not to use the tenancy agreement software and want to continue generating your own tenancy agreements, that is fine. Below we have provided a link to free blank tenancy agreements.

Tenancy agreement UK – AST Blank lease

Tenancy agreement Scotland – AT5 Blank lease

& Tenant information pack Scotland

Tenancy agreement Ireland –   Fixed Term blank residential lease

 

by Rentview

Tenancy agreement software

New feature roll outs

As always, the development team are busy at Rentview pushing out new feature roll outs and improvements on our property management software. As always, our users have a big part to play in our feature updates as it is our customers that request them.

 http://www.youtube.com/watch?v=qwgwOb6yT6o?rel=0

Feature Updates

1) Deposit Receipts – are now generated and downloadable from the schedule and they can now also be downloaded when tenants login to access their account.

2) Agency Base Rate – will automatically be used to calculate the management fee when you are adding a new property or starting a new lease. This defaults to a % but can be changed to a figure. Each new property can have a different rate than the base rate.

3) Editing the Rent – if you need to change the rent amount during a lease you can do this now, select ‘Lease’, amend the rent amount, and all future rents will be updated on the remaining unpaid rents.

4) Editing the Management Fee –this change will also apply if you need to change the landlord’s management fee, Select ‘Lease’, amend the rent amount, and all future management fees will be updated on the statement.

5) Tenants’ details – we have also tidied up the tenant’s view page to our new bootstrap style and we will be rolling out a delete option next week here.

6) Total Properties – when checking out your property portfolio we now allow you to see how many properties you have under Management, Let-only or inactive. We also now display how much you charge for your management fee on each property and we will be developing better reports so you can forecast recurring fees.

7) Lease Terms – lastly in this update, when you are starting a lease, the end date will automatically calculate if you select the start date and term.

If there is something you would like to see on the platform, please let us know!

by Rentview

Rental marketing video

Following on from our previous video blog on creating your Letting Agency Video Channel, here we can see how to publish a property marketing video on your YouTube station. (by Rentviewsoftware)

Process for editing your rental marketing video

Here is 5 steps in uploading your rental marketing video to YouTube. You will need to create an account as outlined in the above link.

Step 1. Upload the video from your computer or device. If you are using a smart phone or tablet you can easily upload the video by just clicking the upload facility.

Step 2. Start to place SEO information relating to your rental marketing video. It is important to use keywords which you hope to rank with in the Title, Description and tags. For example if your property is located on Manchester Ave you may want the title as “Manchester Ave Apartment to rent” this should also appear in the description.

Step 2a. Include the text to appear in your Facebook or Twitter Feed if you have social media connected with your channel.

Step 3. Advanced settings, will allow you enter details such as location and options to include recording date etc.

Step 4. Once you have everything completed press save and now you edit some of the rental makreting video to include on screen texts and links etc.

Step 5. Promote your rental marketing video in order for you to generate traffic and views. The obvious places of promotion are all your social media channels but also on the description of your rental property.

Rental marketing video

Why agencies use rental marketing video

The strategy of using a rental marketing video by letting agents to attract tenants allows them to qualify the tenants to the highest level possible. By offering a rental marketing video any potential tenant viewing your property knows that location, price, layout & interior match their expectations.

By using rental marketing videos you are offering more in your marketing services to landlords. With increased competition within the lettings industry having more USP’s will certainly help you attract more listings.

Read more on Strategy in marketing a rental property – which discusses letting agents’ different marketing strategies.

by Andreas Riha

How to market rental property

What is your strategy  in “How To Market rental property”?

Learning how to market rental property successfully is vital for letting agents and landlords. This skill is even more important than ever before, as the highest amount of tenants ever are looking for private rental property, and the internet is the most common place for them to look.

What strategy do you use to market rental property?

Most letting agents use a strategy to market rental property. I have outlined 3 strategies below that agents use to market to tenants. Each strategy attracts a lead quality.

Property listed with no photos or only an external photo

how-to-market-rental-property-no-image-strategy

From my experience, this strategy is often used to market rental property that is not in great condition or below the listed value. Personally, I would feel that by doing this you could be wasting a lot of time in showing the property as people coming to view the property may not be interested in the property at all, but came to view of it because of its location. I think the main strategy behind this is playing “the number game” by getting enough tenants in to view it will eventually interest somebody.  The benefit here is the potential to attract a large volume of tenants, depending on price. The negative here is that time is money and you can end up doing multiple showings to a lot of tenants.

Tenant Qualification – The tenant is happy with the location and price.

Property listed with ample photos

This strategy is favoured by most agents who list the property with photos of every or nearly every room. The potential tenants who come to view are qualified* and whilst the volume of tenants may not be as high, they are interested in seeing more than just the interior photos. This is when you market rental property as it saves you a significant amount of time.

Tenant Qualification* –The tenant is happy with the location, price, property and interior.

Property listed with a walk through video

how-to-market-rental-property-video-walkthrough

This is a very targeted strategy.  It brings SEO benefits to your letting agency brand if done correctly. This may take longer for you as a letting agent to advertise, but it really is a great way to list and market rental property. Any potential tenant who has viewed the marketing video and arranged a viewing are as qualified as they come.

Tenant Qualification –The tenant is happy with the location, price, property, interior and layout.

It does not require you to have professional recording equipment and in fact most smart phones now with a 5 mega pixel + camera providing excellent footage. They can be quickly uploaded directly from your smart phone to a YouTube or Vimeo account through their app. In our next blog we will look at creating your youtube channel.

You may also be interested in reading Why use youtube for marketing?

In a previous blog on Marketing to landlords in 5 steps I discussed how important it is to always market a property as professionally as possible. One of the reasons being is that it is a great way to market to landlords looking for an agent who has property in the same area as their own rental unit.

Here are a couple of links of different marketing strategies used by a estate and a letting agent:

Using humour in your marketing to attract viewers “Up tight Tribute to Honest Agent”

I am not sure if this letting agency  was having a bad day when they decided to market this rental property or if the letting agent is a PR genius. I am sure that if they are reading they will go with the latter after all they got mentioned in national press, social media and even on our blog ha ha!

 how-to-market-a-rental-property-example

I would love to hear your feedback on the strategy you find best and or perhaps a strategy that I have not mentioned.

by Andreas Riha

Questions to ask tenants my top 10

Interviewing questions to ask tenants

The property has been painted, advertised, shown and now you have a couple of different sets of tenants that have expressed interest in taking the property. So you think you have all the hard work done in finding a tenant for your property. Well that would be correct now you just have to make sure that the tenants you select are the right tenants.

Here is a list of 10 questions to allow you understand what your tenants are.

Questions to ask tenants

1.       Why are you moving?

It is a straight forward question which should give you the answers you need.  This is a great opening question to ask tenants. The type of answers will be varied but typically- because of my job, looking for more room, prefer this location, lease expired etc. The information you are asking here should match with the references.

First Time Renter -If a tenant has not rented in the past it will be your choice to proceed or not. Every tenant has to start somewhere and just because they have not rented before doesn’t mean they will be bad tenants. Make sure to confirm this later by asking for a current bank statement.

2.       When are you looking to move?

This is obviously important for you as the sooner you will have it rented the sooner you have revenue coming in on the property. Whilst it is always ideal for a tenant to say tomorrow or ASAP make sure you ask follow up questions. How come your looking to move so quickly? There could be a genuine reason behind this and depending on where your property is located the availability might be tight so they could be looking for some time. What you want to do here is see if the tenants story is all coming together on what they have said already.

3.       How many people is in the group?

Just because a set of two tenants come to view the property it doesn’t mean that they will be the only ones living there. You really need to ask this question and back it up by saying it is important for the insurance on the property and it states in the lease that only the named people on the lease can live there.  Tell tale signs of potentially extra tenants are 2 people expressing interest for a 3 bedroom property etc.

4.       What is the total income of the tenants?

This for some can be a difficult question to ask and some tenants might get bothered by you asking it. It is a very important question, just like you get asked about what your salary is before getting a loan. The tenant needs to confirm they have the ability to pay what the rent is every month.  Financial experts suggest that a maximum of 35% of your salary should go on rent. So if a set of tenants are on minimum wage they have a Gross salary of around £2,500 so there maximum rent should be £875 per month.  A copy of a bank statement should confirm all of this.

tenant questions

5.       Has the tenant got a months rent and deposit in advance.

I would highly recommend getting this from any possible tenant. If the tenant is unable to outlay this then I would ask questions on whether they are the right tenants for your property. If there are any doubts that the tenants are unable to hand this over on the move in date the likely hood is that this could be the same with the rent in the future.

6.       How long of a lease are they looking for?

I would suggest here that a 6 month AST lease is the preferred option.  If a tenant says anything to suggest that 6 months is to long of a lease period to commit to walk away.  Tenants can say things like “I want to run the lease in line with my work contract which I only have 3 months left of but I would be certain it will be renewed”. It seems reasonable but if it doesn’t you are going to go through this whole renting process again in 3 months.

7.       That the tenant is happy to rent as is

Having a tenant to move into a property and ask on the lease signing day for a new bed, sofa, wooden floors etc can get things off to a bad start.  This can especially be the case if you have kept the property vacant for a couple of weeks for the tenant. It is going to a financial burden for you to say no and look for a new set of tenants. The best thing to do is ask if the tenant is happy with everything and if not to let you know now. If a tenant finds out the washing machine is broke after a week that is fine but wanting a new one because it has not a large enough drum is a problem.

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8.      Rental References

This is very important and although you might you a good ability to read peoples character I would highly recommend backing up the conversation to date with references.

Work reference– A letter to confirm the tenant is currently employed by the company and a name and contact number to confirm. Do not be too worried about full time permanent as a lot of companies do not offer this and prefer 11 month renewable contracts.

Landlord reference – Preferably with a land line to confirm the tenancy with the landlord.

This blog posting on rental references checking might also interest you

Utilities with previous address – This is a good way to confirm the previous address and is essential for a tenant stating it is the first time renting.

Bank Statement – This should confirm the tenant’s ability to pay as it would be best to set up a standing order for rent. It can be used as a utility also but preferably as a separate document.

I.D- Copy of valid Passport or Driving license as a preference

National Insurance number- To confirm the identity and also needed for the PRTB registration.

9.       Any Pets or Do you smoke

Might well seem like obvious questions to ask tenants but I would highly recommend asking them. I have personally seen many leases end due to the above. Some tenants may think its fine to have a pet dog or to smoke in the kitchen of the property. If this is out of bounds for your property make sure to ask.

10.   And lastly…Any questions

This simple question could unearth a reason that this property might not suit this tenant which they may not realise until they move in.

 After all of these questions hopefully you have a better understanding or your new potential tenants and which one suits your property best. If a potential set of tenants do not suit your property you need to walk away as having a tenant in which doesn’t suit can be very costly, stressful and time consuming. I hope this has been helpful for you. If you feel I have left something out in my questions to ask tenants please let me know

by Andreas Riha

NALS Conference

NALS-conference-2012

As some of you may know, the backbone of the Rentview team are currently over in London to attend the Annual NALS Conference where they are exhibiting our letting agency software to the masses.  The conference is one of the most popular of its kind and our own Andreas has been live tweeting some great nuggets of information throughout the day. So here are the best bits coming from the Annual NALS conference:

  • As expected the Rental sector is set to continue its growth as the new generation cannot afford to become first time buyers in the market
  • The average age of first time buyers in London is four more years (36<40) than that of the rest of the UK
  • What are the leading traits of successful and competent agents in the UK? Highly responsive, customer-focused and ethical
  • Green deal is set to keep utility costs lower for tenants and agents
  • The private rented sector is a whopping 16.5% of housing stock and this is an 84% increase compared to the same time in 2001
  • Students in the UK are being severely affected becoming first time buyers going forward due to the national student debt
  • What’s the one area in the mortgage market that’s growing? Buy-to-let properties, due the growth in the rental sector across the UK
  • Apparently 30% of peoples take home pay is going on rent! And almost 70% of London’s renters expect a rise in rent next year!
  • Increase the marketability of your property through using an interior photo as the cover photo rather than an outside one.

If you are based in the UK what are your thoughts on all this relevant information and if you are an Irish based agency do you see the same happening here? Let us know through our Facebook and or the Twitter page, we appreciate the comments!

by Rentview

Letting agent services

Letting agency Business Model

Why landlords should choose a letting & management agent

Property Management & Lettings Special- Article taken from Irishexaminer.com 

The rental market in Ireland is proving itself to be one that is the antithesis of boom/bust scenario that we have witnessed in the property sales market of the 1990s/2000s. Instead, it’s a market that has been built up solidly and that is continuing to grow but at a modest rate and without any spikes or troughs in values. 

One agent with over 20 years of experience in the Cork city market puts it thus: “We’re finding that there’s good demand for rental properties, particularly for good-quality property. I don’t know if rental values are on the up; they’re remaining steady in an environment of rising demand.”

“The investor is definitely back in the market, we’re noticing,” says another Cork city agent, who says that yields of between 9% and 16% are too good for those who have money to invest to simply ignore.

An entirely new beast

The property market in Munster and elsewhere is simply not the same as it was and today’s average young working adult is living in a world where a stable rental agreement is something that is important, desirable and perfectly normal.

“Back 15-20 years ago, when couples were settling down in their mid-to-late twenties, they were nearly always looking with the option of buying. The idea of renting was something that was not really encountered by people who were out of their student years and out of their initial years of finding their feet in a job.

“The profile of tenants has completely changed. Many would be renting for five years or more before considering buying and many might be married with children.”

Put another way, there has never been a time like the present one to be in the rental market. It’s a market that’s showing a combination of stability and growth that’s hard to find elsewhere.

Today’s tenant is someone interested in a solid long-term relationship with his/her landlord and who expects a good standard of property in move-in condition. Demand is strong for convenient small apartments in central urban areas but the sort of property that is in even more demand is the three and four-bedroom semi-detached houses, which are getting between €800 and €900 per month in Cork and urban areas.

Taking the stress out

In any financial and legal transaction between two parties, it is desirable to have a middle man. Obligations have to be fulfilled and everything needs to be done according to the letter of the law.

And the law is becoming more complicated and involved all the time. In the case of tenancy agreements, there’s a whole raft of elements that simply weren’t there ten years ago, with more coming down the track. There’s the job of ensuring that the property is listed with the PRTB (Private Residential Tenancies Board) for a start. That’s an important one quite apart from the legal requirement, because the board can also act as intermediaries should any dispute arise. When you’re in a well-organised process such as this, there aren’t normally many problems, but the course of life and that of business never runs smoothly and it’s usually a case of the little things accumulating that can add to the burden of the landlord. There’s the BER (Building Energy Rating) certificate – something that can’t be forgotten. The BER system may have come in for criticism in some circles, but it’s generally accepted at this point as an attempt to ensure good energy standards and transparency. Moreover, it’s a legal requirement and another box amongst a growing list of boxes to be ticked.

Rental agents are happy to tick those boxes. That whole side of the business and how it has evolved is something that comes as second nature to them. They are the ones who are up to date with issues such as the property tax and other obligations that are yet to come.

“Today’s tenants do expect fittings and white goods to be included and all in good working order too,” says one agent involved in both rental management and property sales, underlining the importance of the agent in a well-regulated world where the obligations on the landlord are increasing.

The rental agent, on the other hand, is a professional in the business and all of the above are part and parcel of his/her daily professional routine. By using an agent, therefore, you reduce your own stress levels as well as those of everyone else involved; a win-win situation all round.

Access to a rich seam

The other great advantage of using a letting agent for anyone landlord or potential landlord is the access it gives you to a bank of clients.

For someone looking to find their market of potential tenants, there is simply no better way of getting immediate access to such a considerable chunk of that specific target market.

By engaging a letting agent, the market is brought to you on a plate. The Powell agency in Cork city, for example, has a bank of clients/tenants that’s somewhere in the region of 1,500 – a figure that would not be uncommon. It’s the kind of figure that would be difficult to generate by a landlord operating on their own, even with a wealth of computer marketing skills or any kind of marketing skills behind him.

Selecting the right tenant for you

Screening the applicants is a job that’s every bit as important as agreeing the rental amount and how to pay it. If the tenant is the right one – i.e. someone who has a relatively long-term interest in the location and accommodation type of your property – they are naturally motivated to taking good care of your property and of the relationship with his/her landlord.

This vital function is, again, one that is at the fingertips of those who are in the business and who have built up a level of knowledge and expertise that only they can truly provide.

It’s very important that you’re very diligent with regard to checking references.

Powell using global view to maximum effect in growing sector

Powell Property on the South Mall in Cork city is a company involved in all aspects of the property market, from sales to lettings and property management.

This all-round experience, they say, means that they’re in a position to understand the overall dynamics of the market as well as anyone out there and understand what landlord tenants want from a management service, for example: “Traditionally, we noticed that a lot of landlords might have four or five rental properties,” says principal Michael Powell.

“They would have rents coming in on different days. They’d be trawling through bank statements to see what rental income they had, what their expenses were. We cut all that hassle out and we give them a full ledger report on any income and expenditure for the year, and of course our management fees are completely tax-deductible as well. So from the income tax point of view, it’s very beneficial as well for a landlord or an investor to employ an agent.

“We would also send out a renewal notice 31 days before the lease is due to expire,” says Michael, referring to an aspect of property management that not all agents might carry out quite as thoroughly.

This story appeared in the printed version of the Irish Examiner Saturday, August 18, 2012

Cloud computing systems – the answer is in the cloud!

Cloud computing systems – benefits to agents

Included  below is a short video explaining what the term ‘cloud computing system’ means is and and how it can help your business. A great quote from the video which sums up the term cloud computing is below:

A simple and more efficient way of buying and using technology‘. I will comment below on how it can specifically help your agency.

youtube http://www.youtube.com/watch?v=bZJ6yCz2lKs

So in short, the benefits include:

  • cutting out a lot of the work previously done in securing software systems for your business like the servers
  • backing up data
  • licences being paid up front and its limitations.

Through the use of an in-house cloud based system an agency can manage all its clients information in one easy to access location- from tenant references to landlord accounts and maintenance invoices you only need a wifi connection and your login! Great right?

Services are delivered via the internet whether its accounts software or a customer relationship management  system or an overall enterprise software package. A letting agent can also pick and choose to what suits them with most SAAS (software as a service) providers will only charge you for a package that suits you and on a monthly subscription basis.

The speed at which you can operate your day to day running of the agency will drastically increase as you begin to automate re-occurring services or move them to the cloud rather than hard data. That’s it in a nutshell, the ability to transform your agency!

by Rentview

Property inventory report

Following on from last week’s Video Blog (Rental property inventories and why agents should provide them) I now wanted to show you how easy and quick creating a Rentview inventory actually is. Here I go through how easy creating a property inventory report is.

Rentview inventory reports are a great way of creating a transparent renting experience for both clients (landlord & tenant) for a letting agency. By creating a property inventory report at the start of a lease, an agent can now improve the offering to the landlord and tenant. It will also reduce the possibility of disputes at the end of a lease term regarding the condition of a property. 

by Andreas Riha

Property Management Blog: Pest Control – How to avoid Rats and Mice

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Today im going to blog about one of the most common pests that landlords, tenants and property managers have to deal with in rented accommodation. That is rats and mice, there are many other rodents and insects a property manager may encounter and the best way to handle these will be covered over the  next few weeks. Our friends at Owlspestcontrol have been kind enough to provided us with some great information on such problems and how to deal with them.

No 1 – Mus Domesticus and Rattus Norvegicus (AKA Mice and Rats) 

Mice/Rats breed quickly so these are some of the top guys you don’t want to see on your property. They are attracted to properties due to obvious reasons such as food/water as they are the ultimate scavengers.

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 To deal with mice and rats you can take the following simple steps in your rental accommodation: 

  1. Remove the food!!, no bin bags left on the ground, lids off the bin etc
  2. Minimise harbourage opportunities,no junk around the property, trim hedgesregularly with specific attention to areas close to walls. 
  3. Proof the property against potential rodent access, a thorough inspection of the perimeter is needed!(Mice need a 6mm gap to enter your home!)
  4. Eliminate water sources! Rats are attracted to water taps,water pipes, drains etc 

A frequent sighting of rats or mice may not necessarily mean you have an infestation but simply didn’t take the four prevention steps detailed above. If you are worried there is an infestation you must be as detailed and specific as possible when calling pest control. Include details such as number of rodents exact location and how often you have seen the rodents. Thats it for today guys I hope this blog was useful and please share with others in the industry too, you can follow me at @rentview_ and please check out Owl  Pest Control.