What is a Tenant Handbook?

New landlords might be wondering what is a tenant handbook and what exactly goes into one of these? It's exactly what it says on the tin, a handbook to which a tenant can go back to if they need answers or to look-up something. However it is worth a mention not all handbooks are made equal but for the purpose of this blog we will look at one of the better ones. I followed a check-list and formed the basis of my handbook on that. 

Below is a copy of the checklist. Of course some of your items in the check-list are not going to be applicable but there is a lot you can still take from there. Iv’e added it as an extra giveaway as a picture speaks a 1000 words. As part of your contract (between yourself and the tenant) there are certain things you will need to do and below is a summary of what needs to be done and sent over to your fresh new tenant.

The Tenancy Agreement

I know I'm stating the obvious but it needs to be here on the list taking the first spot. This is ‘the contract’, it outlines all your duties and responsibilities as a landlord and what the tenant can expect from you. Typical time frames of repairs, how to contact you in an emergency oh and the all important bit ‘how the rent is to be paid’. Is this monthly, four weekly, first Monday of the month? etc. Tenants, you will not get away so easily either (haha), there is also a list of duties we expect from you as a tenant as it takes two (or more) to form a contract. Stuff like, putting the bins out, keeping the garden tidy, no smoking etc. 

Tip: You can download one of these from the NRLA, OpenRent and SpareRoom for just £7.50 (at the time of writing). Can you believe it?

All your Safety Certificates. 

Now, I'm not going to go into details as I covered this and the above quite recently on my last blog (see: How to set-up a tenancy agreement). But, I have made an entry here as once this task is done you will have to provide a copy of these to your tenant, (namely gas & electric).

A copy of the ‘How to Rent Guide’

This is a legal document required if you are renting out your property in England.

Opted Deposit Scheme 

Gone are the days where once a deposit was collected and it went straight to the landlord's personal account. It has now become a legal requirement to register your deposit with a third party (within 30 days of receiving it) and letting your tenant know the chosen scheme. I know it’s a bit of admin and a few more pennies to part from but it really does protect you and the tenant as the majority of the quarrels stem from the return of the deposit.

Metre Readings

Don’t want to sound patronising as this could easily be forgotten but you will thank yourself that you have done everything correctly and that your new tenant does not receive a lovely welcoming letter with a big fat bill from the previous tenant. So hand in your last metre reading before the tenant moves in.

Welcome Letter

Which brings me on to the next bit. A welcome letter, although not compulsory I felt it was a nice touch. Ofcourse, each to their own, but I felt it personalised the whole thing…don’t you think?

Inventory Check

Without complicating things, this is basically you going round the whole house and writing down the content of each and every item in that room and the condition that it is in. For example: 

        Bedroom One: 1x Be

1x Wardrobe

1x Nightstand

        1X Table/Seat Comb

1x Portrait

1x Rug

Tip: Take clear pictures and make sure the tenant signs for it.

Wet Signatures

In the age of tech & AI I’m completely baffled as to why a wet signature will still be required? I prefer to carry out most (if not all) things on-line to save time as both myself and the tenant have a life and to drag someone out of their daily routine just to provide a manual autograph sounds dated to say the least. But I did obtain one as I booked a ‘meet and greet’ with the prospective tenants anyway to go through the inventory as I'm located over three hours away and hence wanted to do a thorough handover.

Invoice/Receipts

A copy of the first invoice to show how and when rent/deposit was collected.

Insurance Certificate

Although not compulsory I decided to share my insurance status with the tenant to create ease of mind and establish some trust. I also gave the lowdowns of how to make a formal complaint (should ever the need arise). We are only human after all and errors and/or omissions can be made. 

And on that note this is it…Finito my friends and sorry for the intricacies but hopefully you can use this as a blueprint of what to include in one of your packs. 

Online In Person 

Set up Openrent Account  ✔️ Remove 2x Beds✔️

Msg/Call Estate Agents  ✔️ Send Final Metre Readings ✔️

2x Reference Checks ✔️ Collect Keys from Paymans (Agent) ✔️

(inc in ref) Credit Checks ✔️ Check Grass in Garden ✔️

Draw up Tenancy Agreement ✔️ Bring Cot & High Chair Back ✔️

Tenant Handbook ✔️ Check Blinds ✔️

Landlord Insurance ✔️ Inventory Check ✔️

Cancel Netflix Package (Done 1st)✔️ Garden Clear-out ✔️

Inform Business Rate (Done 1st call)✔️ Las but not least Move in Gift ✔️

Inform Anglian Water (Done 1st Call)✔️

Set-up Standing Order for Rent Collection??

Get the key box codes from Payman✔️

Gas Safety Certs ✔️

Baxi Boiler Warranty ✔️

Deposit Collection/5wks Ins✔️

Pay EON Electricity (final bill)✔️

Mention Pets/Gardening in Contract✔️

Register Deposit with TDS  ✔️

Contact Tenant and Agree Rent ✔️

Inform TV Licence  ✔️