Letting Agents covering Brixton, Stockwell, Clapham, Forest Hill & Dulwich

ID & Ownership

On giving us instruction regarding your property to rent, we will need to see a copy of the landlord's photo ID, a utility bill from your current address, and confirmation that you own the property that we will be letting. We are governed by Anti Money Laundering codes of practice. Our company is obligated to hold this documentation on file for seven years.

Energy Performance Certificate (EPC)

An EPC must be in place prior to commencement of marketing. Our letting agents in Brixton, Stockwell, Clapham North, Forest Hill & Dulwich can arrange this on your behalf.

Landlord Gas Safety Certificate

Before tenants move into your property, we ensure that landlords have a Landlord's Gas Safety Certificate in place. This must be carried out by a Gas Safe engineer and will test that all gas appliances in the rental property are safe and fit for use. This must be carried out annually.

Smoke Alarms and Carbon Monoxide Alarms

Either a battery-operated or hard-wired smoke alarm must be fitted on each floor of the rental property prior to tenants moving. A carbon monoxide alarm should also be fitted.

Electrical Safety Certificates

A domestic Electrical Safety Certificate must be in place prior to tenants moving into a rental property, carried out by a NIEC registered electrician. These certificates are valid for five years.

CLIENT MONEY HANDLING PROCEDURES

LJF Lettings and Property Management Services shall preserve the security of clients' money entrusted to its care in the course of its practice or business.

Our aim is to ensure that clients' money can be clearly linked to the clients to whom it belongs and is protected on their behalf at all times and in particular, in the following circumstances:

• Insolvency
• Misappropriation by any party
• Transfer of client money to another organisation

Should clients' money be misappropriated, the firm will inform our governing body, the UKALA and, where appropriate, the police and our insurers.

• Certificate

General Controls

We ensure:

• employees have clear segregation of duties and responsibilities and that a Principal or appropriately qualified individual oversees the client accounting function.
• that we employ competent and knowledgeable staff who are responsible for processing clients' money and who are familiar with UKALA Rules.
• that our accounting systems and client data are securely controlled and protected.
• that our computer systems are adequately protected for access, firewalls, backups and disaster recovery.
• Principals cannot and do not override controls surrounding the accounting systems.

Client Bank Account

We ensure:

• that our clients' money is held in our client bank account separate from all other monies and that client money is available on demand.
• our client bank account is correctly titled to distinguish the account from an office or any other account.
• we have obtained written confirmation from the bank of the client account conditions.
• we have obtained written consent from our clients regarding retention of interest

Client Accounting Systems and Controls

We ensure that:

• accounting records and systems are appropriate to the nature and volumes of client account transactions. 
• our systems provide details of all money received into and paid from all client account and show a running balance of all client money held in that account.
• our systems identify all receipts and payments to the client to which they relate; for example by means of client ledgers showing cash balances held on behalf of clients at all times.
• accounting records are completed chronologically and promptly.
• all ledgers have the client name and an appropriate description, e.g. the property address.
• adequate controls are in place over unidentified client money to ensure that such funds are kept securely.  The clients are located and reimbursed as soon as possible. 
• client accounting records, including copies of reconciliations, are securely kept for at least six years plus the current year.

Controls Over the Receipt of Client Money

We ensure that:

• only a Principal or appropriate staff independent of accounting staff open incoming post.
• procedures exist to ensure all clients' money is banked within three working days.
• cheques received by post or by hand are promptly recorded.
• a reconciliation is performed between money received by post and that day's banking.
• procedures exist to identify and distinguish between clients' and office money.
• mixed monies are initially paid into the client account and the office element paid in the office account when the receipt has cleared the bank.
• fees received in advance for professional work not yet billed are paid into our client account pending completion of the work.
• unbanked client money receipts are kept secure.

Controls Over Payment of Client Money

We ensure that:

• checks are made to ensure that sufficient funds are held on behalf of the relevant client before payments are made.
• a copy of the bank mandate is held and is up to date.
• adequate authorisation and supervision procedures are in place for payments made by cheque, bank transfer and electronic methods.
• blank cheques are not signed, and unused cheques are kept securely.
• effective controls are in place over the setting up of new supplier accounts on the system.
• cash payments are not accepted.

Landlord Fees

Tenant & or Guarantor referencing each - £25.00 plus VAT

Tenancy fee - £150.00 plus VAT

Inventory/check in (upto & including 2 beds) - £150.00 plus VAT 

Inventory/check in (3 beds & above) - £200.00 plus VAT

Check out (upto & including 2 beds) - £150.00 plus VAT

Check out (3 beds & above) - £200.00 plus VAT 

Renewal of tenancy on a yearly basis - £150.00 plus VAT

Energy Performance Certificate - £100.00 plus VAT 

Landlords Gas Safety Certificate - £100.00 plus VAT

Electrical Safety Certificate (upto & including 2 beds) - £120.00 plus VAT

Electrical Safety Certificate (3 beds & above) - £150.00 plus VAT

We can provide the services listed below:

• Full Management - Negotiable on application
• Tenant finding & rent collection - Negotiable on application
• Let Only - Negotiable on application
• Taking over Management - Negotiable on application

If we provide you with the Let Only Service, we do not charge a renewal fee. We also have Client Money Protection Insurance in place

Are you a landlord looking for an agent to rent your property? If so, get in touch with LJF Lettings and Property Management Services.

 Contact Us 

We at LJF Lettings and Property Management Services know moving can be a stressful time. Our team of letting agents that cover Brixton & the surrounding areas take pride in building relationships with tenants. We will do all we can to make sure moving into a property with us goes smoothly. If we manage the property you move into, we will be here to help with any issues that may arise during your time with us.

Fees and Information for Tenants

Holding Deposit (Per Tenancy) – One Week's Rent.

This is to reserve a rental property. Please Note: deposit will be withheld if any relevant persons (including any guarantor(s)) withdraw from the tenancy, fail a Right-to-Rent check, provide any false or incorrect information, or fail to sign their tenancy agreement within 15 calendar days (or other deadline for Agreement as agreed in writing).

Security Deposit (Per Tenancy – Rent Under £50,000 Per Year) – Five Week's Rent.

This covers damages or defaults on the part of the tenant during the tenancy.

Security Deposit (Per Tenancy – Rent Under £50,000 Per Year) – Six Week's Rent.

This covers damages or defaults on the part of the tenant during the tenancy.

Unpaid Rent

Interest at 3% above the Bank of England Base Rate from Rent Due Date until paid in order to pursue non-payment of rent. This will not be levied until the rent is more than 14 days in arrears.

Lost Key(s) or Other Security Device(s)

Tenants are liable for the actual cost of replacing any lost key(s) or other security device(s). If the loss results in locks needing to be changed, the actual costs of a locksmith, new lock and replacement keys for the tenant, landlord and any other persons requiring keys will be charged to the tenant. If extra costs are incurred there will be a charge of £15 per hour (including VAT) for the time taken replacing lost key(s) or other security devices. Please remove, I am not allowed to charge that

Variation of Tenancy (At Tenant's Request) - £50 Including VAT – Per Agreed Variation

To cover the costs associated with taking the landlord's instructions as well as the preparation of new legal documents.

Change of Sharer (At Tenant's Request) - £50 Including VAT Per Replacement Tenant or Any Reasonable Costs Incurred If Higher.

To cover the costs associated with taking landlord's instructions, new tenant referencing, Right-to-Rent checks, deposit registration, as well as the preparation of new legal documents.

Early Termination (At Tenant's Request)

Should the tenant wish to leave their property and break their contract early, they shall be liable for the landlord's costs in re-letting the property as well as all rent due under the tenancy until the start date of the replacement tenancy. These costs will be no more than the maximum amount of rent outstanding on the tenancy.

We take care to ensure the needs of tenants are respected and met at all times. For further information, get in touch with LJF Lettings and Property Management Services.

Other Information

Referencing

We use a referencing company to carry out the referencing on behalf of our landlord's. This will consist of a credit reference check. Previous landlord's will be contacted, along with current and/or previous employer.

Inventory Company

We use an independent professional inventory company to ensure an impartial inventory report, check in and check out is carried out. We will aim to get this report emailed to you prior to signing your tenancy agreement and collecting keys.

Utility Bills and Council Tax

When you move into your new property, we will email the local authority and register you at the property for council tax.

It is up to the tenant to register for all utility bills including:

• water rates
• gas and electricity

A standing order from ONE bank account must also be set up in time for the next rent due date.

The date of moving into the property becomes your rent due date. This date cannot be changed.

Deposit

We will collect from you a deposit on your new property equivalent to five weeks' rent (to include the holding deposit), this will be lodged with the deposit protection service if we manage the property you are moving into or passed to your landlord if we do not.

Maintenance Process

If we manage your property, all maintenance issues should be directed to us, via email and or phone. It is essential that issues are reported to us as early as possible, so we can get the relevant contractor to the property as soon as we can.

Leaving Process and Giving Notice

If you wish to leave your property, you must give one months' notice after the contractual period is over. The Landlord must give two months' notice if he wants you to vacate the property after the contractual period is over. The tenancy agreement can be extended past the agreed term with both parties in agreement.

Redress Scheme:

LJF Lettings and Property Management Services is a member of The Property Redress Scheme and a member of UKALA

Client Money Protection:

LJF Lettings and Property Management Services is has client money protection insurance in place.

 Contact Us 

We are a member of UKALA (UK Association of Letting Agents) and  (TRPS) The Property Redress Scheme  and aim to provide the highest standard of service to all our customers.  In order to ensure that your interests are safeguarded, we have put into place a set process by which any raised complaints are handled:  this allows us to handle any issues or concerns effectively and wherever possible, as soon as possible as they are raised.

You should put your complaint in writing to our Company Manager Lea Freires.  Your complaint will be acknowledged within 3 working days of receipt and following a full investigation you will receive a written response within 15 working days.

Should your concerns still remain, or if you are dissatisfied with any aspect of the complaint, you may escalate the complaint by writing to The Property Redress Scheme (admin@theprs.co.uk) or you can make a complaint to UKALA.