• Management Transfer to SPM - Landlord Preference & Legal Requirement Forms

    To transfer the management of your rental property to SPM it is just a case of completing this form. We will then contact your current agent to move things forward. We will need a copy of your ID and proof of ownership, you can upload later in the form or email to your Property Manager who will be in touch on receipt of the forms.

  • 1.Landlord Personal Details:

    Please ensure the name of the legal owner of the property is put below, if it is a LTD company that owns the property please include that below & the name of the director (s)
  • Is the property owned by a LTD Company?*
  • When is the year end accounts due?
     - -
    2 digit day, 2 digit month, 4 digit year
  • Is there more than one owner on the title deeds?*

  • As you are not the official owner we will require a document confirming the permissions held by you. If it is an informal arrangement between you and the owner then a letter from the owner will suffice, if it is a formal arrangement then a solicitors letter/confirmation is required.

    Within the form we do require the official owners names as this will be the names added to our system so the tenancy agreements are in the correct names as well as rental statements for accounts purposes so please do provide those details where requested.  The email address and phone number can be your details so that all correspondence is issued to you.

    At the end you can upload a copy of this or email to your Property Manager when you hear from them.  At the end it also asks for copies of ID, we will require this for both yourself and the owners.

  • Do any owners have any criminal convictions*
  • Date of purchase for rental property:*
     - -
    2 digit day, 2 digit month, 4 digit year
  • Approval from lender*
  • Do you require a mortgage letter advising on rental potential? (if yes your property manager will email within 1 working day of your completed forms)

  • 2.Current Agent Details

  • Date your management ends with them:*
     - -
    2 digit day, 2 digit month, 4 digit year

  • 3.Rental Property Details 

    Please complete as much as you can of the below, if you leave any blank or put unknown we will check this with the current agent or find out when we visit the property.
  • Property Status:*

  • Level/Floor:

  • Parking:

  • Is a permit required?

  • Garden Access:

  • Garden access details:

  • Garden details:

  • Lift access
  • Furnishings
  • Approximate date property last decorated:*
     - -
    2 digit day, 2 digit month, 4 digit year
  • Is there a factor for the building/development?*
  • Factor payments & correspondence*

  • If you have selected that all bills and correspondence will be issued to SPM to deal with these must be issued by email using accounts@southsidemanagement.com 

  • Are you managing this yourself or do you require SPM to be involved*
  • Property Keys - SPM require 2x full sets for our office + an additional set per tenant*

  • Please note we do require the keys ASAP as with limited sets available this can cause issues e.g if the photographer is using but contractors need access or viewings are happening when contractors need access this can cause delays if required sets aren't available.

  • 4. Letting preferences

  • Letting Requirements*
  • As you have found own tenants please confirm what you require:*

  • As you require reference checks to be carried out please provide the contact details of the 'lead' tenant and we will contact them to provide all details and supporting documents to carry this out.

    Please bare in mind that the cost for the vetting and referencing is per group that you provide for us to contact (1st group is not charged as included in management fee).  If the group withdraw before referencing has started then there will be no cost for that group incurred.

  • Does anyone require to be notified for access prior to a tenancy starting*

  • For professional photos and video the photographer typically visits on a Wednesday so yours will take place on the next Wednesday from when your forms are received. They can do adhoc visits when required. Please advise below if your property is ready NOW and they will be booked for the next available date or the date the will be ready from. - If you have found your own tenants we can still arrange these as can used these in the future. (this costs SPM £180 and on the basis you are a long term landlord of at least 3 years do not pass this cost onto you)
  • Earliest date available for tenant entry:*
     - -
    2 digit day, 2 digit month, 4 digit year
  • Ideal type of tenants*
  • Accept Pets*

  • 5.Utilities & Council Tax

    Please confirm below how you want the utilities and council tax to be managed. Going forward at any change of tenancy SPM will notify the utility providers & council of a change of tenancy and request the bills to be sent to our office, we will verify these are correct and arrange for payment which will be deducted from the rent.

  • To help us manage the notifications for liability on utilities & council tax we need your permission/authorisation to be able to discuss your account with the providers direct.  Without this unfortunately the companies will not speak to us so we cannot inform them of changes in liability or query incorrect bills, this then tends to lead to debt collection letters being received as they ignore any correspondence from us.

    If you confirm below that you authorise SPM to discuss these accounts on your behalf we will be able to manage them much more efficiently for you.

    Please note that if you have advised below that you will sort the closing of your accounts this time, we would still need authorisation for future changeovers.  

  • Please Confirm*

  • 5.Maintenance procedure & Any warranties/guarantees

    SPM have an Approved Contractor List which includes various trades with negotiated rates, this is updated annually and sent to you with your December statement. You can find the latest ACL in your Landlord Pack. Should you prefer to use your own contractors please state their details and their trade below, we are happy for them to invoice us directly and deducting the cost from rent. Please note SPM do not take any kickback or commission from any trades.

  • 7.Getting the property ready for move in

  • SPM strongly recommend having a 3rd party inventory & condition report completed prior to check in. We tend to use Edinburgh Inventory Services as they include a checkout free of charge should you continue to use them for the follow up inventories:

    Link to their pricelist here

  • Inventory Requirements*
  • Mattress protectors £15 if fitted at inventory visit*

  • It is important that the property is cleaned to a professional standard prior to check in, including the windows (internal & external) this not only starts the tenancy on a positive note but ensures the tenants are liable to leave the property in the same level of cleanliness when they leave. We use a cleaning company who charge £19.00ph + £5 for cleaning materials and a window cleaner which costs £38.50 fixed cost. The tenants have the right to report cleaning issues within 48 hours of the tenancy starting, if we have arranged the cleaners will attend to rectify at no extra charge. If you have arranged the cleaning we will advise you of this and reasonable steps to rectify must be arranged.
  • Cleaning Requirements*

  • 8.Optional Services

    Please tick below if you would like any further information or a particular service carried out- If you have a floor plan from the sale of the property this is useful to have on file so you can provide
  • prices inclusive of VAT

  • 6.Bank Details (for transfer of rent)

    Tenant rent payment date is the 1st of the month, payments typically arrive in your account on 5th,6th,7th working day of the month provided the tenant has paid on time. When the start date or end date are part way through a month then the rent is pro rata'd.

  • Legal Requirement Form (LRF)

    The legal requirements that follow are dependant on your property, some are mandatory & some are strongly advised. SPM make no money from this and any costs are deducted from your 1st/2nd months rent, there is no need to pay in advance. (HMO properties will require additional compliance which your Property Manager will confirm) If you have ticked for SPM to arrange any of the below items, typically where the same contractor is carrying out more than one check/test there will be a reduction in the overall cost for you.
  • Please select as appropriate:*

  • Please confirm (prices inc VAT)
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  • Please confirm (prices include VAT)
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  • The above package rates are offered if you have the same package annually, there is still a reduction if more than one certificate done however there is an additional cost if it is not a full package each year. Please confirm below how you would like the renewals managed:*

  • From 1/3/24 any property in the Private Rented Sector must be free of lead in the plumbing that serves between the boundary stop cock & kitchen sink. Unless you are 100% certain that your property is free of lead you are required to arrange a water sample for laboratory testing. If the results show lead is present then this will need to be removed. The contractor Coolflame who do the safety certificates noted above, offer a service to collect a water sample and deliver to the lab. They charge £65+VAT (£78inc) if they are already on site doing the safety certificates. Otherwise the cost is £48+VAT (£57.60) for a special visit. The laboratory cost is passed on at cost, at present this is £32.70+VAT(£39inc) with Edinburgh Scientific Services. Please confirm below your preference here:

  • Below are the legal electrical requirements for letting your property. It is a legal requirement to have a functioning heat detector in every kitchen, a functioning smoke detector in the hall of each level and in any day rooms. The alarms are required to be interlinked - either mains wired or wireless is accepted. Below are the individual costs and package costs, the cost may vary depending on the number of alarms required. The electrician will only install to meet the current regulations so if you have selected to have additional alarms that aren't required then they won't install these, if you have selected too little they will install to meet the current regulations. There is a reduction in the overall cost where more than one alarm is required to be fitted on the same visit.

    • 20% EICR - 1 bed £99
      20% EICR - 2 bed £117
      20% EICR - 3 bed £135
      20% EICR - 4 bed £150
      20% EICR - 5 bed £170
      20% EICR - 6 bed £189
      20% EICR - 7 bed £207
      1x smoke alarm, 1x heat alarm + 20% EICR = £295
      2x smoke alarm, 1x heat alarm + 20% EICR = £380
      3x smoke alarm, 1x heat alarm + 20th EICR = £450
  • Please confirm (prices incl VAT)
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  • If you require any additional electrical services please tick below (if anything is not listed please advise your Property Manager)

  • Landlord Legal Requirements

    Due to legislation rules and personal information required for landlord registration, this and the insurance are the only items landlords have to do themselves.  It takes 5-10  minutes to complete online. www.landlordregistration.gov.uk. It is legally required for you to add SPM as your agent using our LARN 1806025 (if you have asked SPM to arrange all compliance you can tick yes for points 12-15 & 17 - 19 on the application form)

  • Insurance (Landlords Building, Contents & Liability) if property is factored you need to inform the factors that the property is being let out. It is very important to have specialists landlord insurance for your property. If you are not in a factored development we recommend you contact an insurance broker or your current provider who will search the best deal for you. We have used Boyd Insurance in the past www.boydinsurance.co.uk/contactus who come highly recommended for any insurance needs and they are able to offer advice in accordance to FCA regulations.

  • As per the Letting Agent Code of Practice, SPM require proof of ownership and photo ID before we can commence management. A mortgage letter, copy of the title deeds or solicitor letter is sufficient. If you can't provide these SPM can pull the deeds from the land registry for a cost of £15 inclVAT.
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  • SPM to pull Title Deeds for proof of ownership*
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  • Does your property have an HMO License (House in Multiple Occupancy)*
  • If yes please confirm current expiry date
     - -
    2 digit day, 2 digit month, 4 digit year
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  • Non Resident Landlord Scheme - please note when you are living abroad you are eligible to complete a NRL1 form in order to receive rental income without deduction of UK tax. The form is downloadable from www.hmrc.gov.uk/cnr/nrl1.pdf For advice you can also call 01514726208. Where an NRL1 is not in place and sent to HMRC, 20% of the net rent will be deducted prior to sending to the landlord. If you already have an NRL1 reference in place and you are moving across to SPM please not that you will need to reapply. SPM Scheme Number: 922N A0 46859 11 (some instances you may just need 46859)
  • NRL1 form completed if applies
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  • Full Management Service Fees

  • A.Full long term management (marketing required) - 9%+VAT (10.8% inc VAT) minimum fee £81inc VAT (£162inc VAT for HMOs) - this option is applicable where you are looking for long term management of at least 3 years, we do not charge any marketing or letting fees on this option however if you do withdraw the property from the market or take your property back within 3 years the relevant letting/marketing fees will be recovered on a pro rata basis (full details on Ts&Cs)

  • B.Full long term mamangement (no marketing required) -6%+VAT (7.2% incVAT) minimum fee £54inc VAT - This applies where you transfer the management to us with tenants in place or if you have found your own tenants and we don't need to market the property. This will be valid for the duration of the tenancy. (there are no fees for transferring management) - if found own tenants and require referencing then the 1st group is included however any additional groups thereafter requiring reference checks is charged at £135inc VAT per group.

  • C.Let Only/Management of tenancy combo - monthly management fee of 6%+VAT (7.2%Inc) minimum fee £54 + one off cost at start of £198inc VAT for the professional photos, video, creation and uploading of advert to all portals & to let board + 54%inc VAT of the normal monthly rent for the letting fee (viewings, tenant references, negotiations, creation and signing of legal tenancy documents etc) - This option applies where you are looking management of less that 3 years - the fee would apply at each changeover however as photos or video wouldnt be required again the initial fee is reduced to £198inc VAT + 54% of the normal monthly rent

  • D.Full management of room lets - 12%+VAT (14%inc VAT) minimum fee £180 - This applies where you are renting out by the room to sole occupants with bills included

  • Please confirm your management fee option: (please note if it is not selected correct we will advise you)

  • Terms & Conditions

    Once you have submitted this form you will receive an email from Jotform inviting you to read and sign the Terms & Conditions. Terms & Conditions are updated annually and issued in December to come into effect from 1st January.

  • Declaration

    I can confirm that the information provided is correct and I will inform SPM of any changes in details or personal circumstances which may affect my property.  I understand that SPM will commence management of my property once this form and the Terms & Conditions have been signed.
  • Signature (on behalf of all owners if applicable)*
  • Date*
     - -
    2 digit day, 2 digit month, 4 digit year
  • Should be Empty: