By Steve Roulstone
Nowadays, especially with the profusion of property currently available in Staffordshire, it is becoming more popular for some Landlords to consider employing a second Agent to source a Tenant for them. This is especially the case with Tenant find Landlords as the Tenant is easier processed if there is no Management scenario, which makes swopping between Agents much more difficult. We have just experienced such a scenario for a Managed property and the consequences are not ideal.
The Problem.
The house itself was the problem, not only was it a large four bed roomed detached house, but it sat right on the edge of a natural area of outstanding beauty that justified the expensive valuation. Understandable when the garden is surrounded by deer fencing and the road stops right outside your home! The problem being that property of this value has been as difficult to rent during the spring as it has been to sell! The Landlord spoke about his urgent need to rent and we chose a second Agent between us that we thought would best help his cause.
Control.
In effect when using this method we control and therefore retain Full Management. In this instance the second Agent found the Tenant, this of course does happen, but we take over as soon as the Tenant confirms their interest and we negotiated the referencing procedure through to check in. What confused the issue with this Tenant, was that we were dealing with the parents of the Lady concerned who held the same surname (the same surname we were provided with by the second Agent) they lived out of the area and were not the quickest when going through the procedure.
Procedure.
This meant that the process took about twice as long as it should have done, and after passing referencing, we raised the paperwork in the same way as always, confirming addresses, bank details, asking all relevant questions at the relevant times and carried on booking the check in and clearing payments prior to the date.
The Check in.
Therefore, it was not until the actual check in that we discovered the person renting the property had never even visited the property before until that day and that even the forms were completed by the Tenants parents (Although signed correctly by the Tenant) The problem being, that even though the Referencing forms had been completed indicating no pets, when asked as part of our inventory procedure, the Tenant suddenly announced that they had a small dog!
The reolution.
In the end, after confirming we would not proceed until clarification from the Landlord, the check in was delayed as we would not proceed and hand over keys without specific approval, the Tenancy commenced one day late and the Landlord ended up with a dog in his house, accepting a larger deposit rather than lose another month at least finding a replacement.
The Lesson.
It is a rule for our office never to accept a Tenant for a property until they have viewed the house concerned, accepting that sometimes, when people are abroad, differing arrangements need to be made. But at these times we do everything we can to avoid problems prior to the check-in. Needless to say, having looked at how this situation arose, we will ensure that we meet any and all Tenants if the same situation arises again if at all possible and there is no doubt this has been a lesson for us as well as a check on our systems.
Timely reminder.
A reminder because we would normally go through such questions when carrying out property viewings which are always carried out accompanied, giving us the chance to ensure we are fully aware of the Tenants circumstances. The problem arose because we assumed the second Agent had already done what we did when assessing the Tenant at the initial viewing and there is the lesson – never assume – you know the old saying, it can make an ASS out of U and ME!
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