FAQs
Got questions? We’ve got answers
Grouse Lettings - Answering the call of North East landlords and their tenants
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All deposits we received – whether for a fully managed property or in situations where we are simply finding a quality tenant, are logged with either Safe Deposit Scotland or one of the other government approved deposit schemes. Tenants receive written confirmation of where their deposit is held and the appropriate reference numbers etc once the tenancy has started.
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One of the key benefits of using Grouse Lettings is our close financial management. Once rents are received, we want to pass it to the landlord as quickly as possible. Simply put, the rental proceeds are not ours and should not be in our bank account any longer than necessary.
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We offer full credit checking of prospective tenants as standard and we obtain evidence of income to prove affordability for the property/rent in question. We also check references with previous landlords/letting agencies and we meet all prospective tenants face to face.
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Thankfully this is a rare occurrence, but if the tenant does not make their rental payment on time, we have a robust debt recovery policy that kicks into action. This policy involves keeping the landlord updated throughout and discussing legal action as required.
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In Scotland, private tenancies no longer have a fixed term, and instead the tenants can give notice at any time (typically 28 days notice). The landlord can only end the tenancy if one or more of a certain criteria apply (for example, the landlord wishes to move back in, sell or refurbish the property).
See https://www.mygov.scot/private-tenant-eviction/grounds-for-eviction-assured-and-short-assured-tenancies-if-your-landlord-starts-the-eviction-process-from-30-march-2022 for more info.
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Exact certification requirements will depend on the property under management, but in general you will need;
- Energy Performance Certificate (EPC) – required to market the property
- Electrical Installation Condition Report (EICR)
- Legionella Risk Assessment
- Portable Appliance Test (PAT)
- Gas Safety Certificate (if applicable)
You also need to register with the local authority as a landlord and provide interlinked some and heat detection. Not to worry, the Grouse Team can help with advise and arranging certification as part of the service.
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We aim to provide our landlords with a formal visit report not less than six monthly, and try and attend quarterly if required.
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This is not a significant issue and you can still act as a landlord for a UK property, subject to complying with the applicable legislative requirements (that we can help with).
Depending on your tax status, you may also wish to apply to HMRC to become a ‘Non Resident Landlord’ https://www.gov.uk/government/publications/non-resident-landord-guidance-notes-for-letting-agents-and-tenants-non-resident-landlords-scheme-guidance-notes/what-the-non-resident-landlords-scheme-is
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If we identify an issue with housekeeping etc as part of our routine visits to the property, we notify the tenant in writing of our concerns and arrange to attend again to make sure that standards have improved. It is important to note that the tenant has the right to treat the property as their own, and enforcing cleaning standards is not as straightforward as many would like.
The tenants are required to return any property in the condition it was provided to them. Before anyone moves in, our managed properties are professionally cleaned and an indpenent inventory clerk verifies the condition. If there are any cleanliness issues at checkout, these are rectified and the costs deducted from the tenants’ deposit.
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Landlords are more than welcome to accompany our Property Inspector on their visit to the property, simply request this when you decide you wish to visit and we will make an appointment with the tenant.
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All tenants have access to an online reporting system (grouse.fixflo.com) that allows any maintenance issues to be raised quicly and esily. This system also provides advice that can often relive the issue without sending a contractor to attend.
If there is a genuine need for a repair, we will instruct a contractor and notify both the tenant and the landlord who is due to attend and for what purpose
Resulting contractor invoices are itemised on our monthly statements to landlords and the actual invoices can be viewed online via the statements.
While we want your property to be as well managed as possible, we also use common sense in considering each repair request and we won’t commit landlord funds unnecessarily. This particularly applies when a tenant reports an issue that is their responsibility to resolve, for example a blown lightbulb.
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Every one of the Grouse Lettings team is hugely experience and if we were to add up our combined mileage we would have well over 100 years of experience, and counting!
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Our proud focus is on being available and approachable to our landlords – we don’t hide behind a reference number or igmore emails and calls. We are proactive in managing your property, and in communicating our activities to you.
If you prefer to be ‘hands off’ landlord, you are under no obligation to reply to us and we will still keep you informed!
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We use a wide range of national and international marketing portals, please contact your Grouse Lettings team member for an exact list, as it changes all the time to meet the needs of the market.
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There is no minimum sign up period, in the extremely unlikely event that you are not satisfied with our management, you are free to leave our service. All we ask is for three months’ notice to ensure a smooth transition.
Let’s Talk Property
Whether you’re a landlord, tenant, or just need advice on the North-east rental market, we’re here to help.
