THE RENTING PROCESS
Renting Your Property – What We Need From You
At Latham Smith, we are an independent, locally run letting specialist built on trust, clarity and high professional standards.
Our aim is to make the letting process straightforward and fully compliant — protecting both you and your tenant from the outset.
To do this properly, we will need the following information and documentation from you:
Ownership & Legal Authority
- A copy of your Land Registry title (we can obtain this online for a small fee if required)
- If the property is mortgaged, written Consent to Let from your lender
- If the property is leasehold:
- Confirmation that subletting is permitted
- Written consent from the freeholder (if required)
- A copy of your lease (so relevant clauses can be provided to the tenant)
- Confirmation that any subletting fees are settled directly by you
Energy Performance Certificate (EPC)
An EPC is legally required before marketing and letting your property.
EPCs remain valid for 10 years. If you do not have a valid certificate, we can arrange one on your behalf.
Keys & Access
For any property we fully manage, we require at least one full set of working keys, including any communal door keys, fobs, alarm codes or specialist access items.
This allows us to:
- Gain access in an emergency
- Carry out inspections
- Facilitate contractor access
- Assist tenants in lock-out situations
Overseas Landlords (Non-Resident Landlord Scheme)
If you live abroad for six months or more per year, you must register with HMRC under the Non-Resident Landlord (NRL) Scheme.
Without HMRC approval, tax must be deducted at source from rental income and paid directly to HMRC.
We will advise you on the correct process and ensure compliance. Full details can be found on the GOV.UK website.
Where administration of tax forwarding is required, additional fees will apply (see our Terms of Business).
Insurance
You must hold appropriate buildings insurance that includes:
- Third party liability
- Public liability
- Occupier risk cover
- Cover for furnished lettings (if applicable)
It is important your policy reflects that the property is being let.
Deposit Handling
All Assured Shorthold Tenancies must have deposits protected within a government-approved tenancy deposit scheme in accordance with current legislation and the upcoming requirements under the Renters’ Rights Act.
At Latham Smith, we use the DPS Insured Scheme as our standard method of protection. This ensures:
- Deposits are held securely in our ring-fenced client account
- All prescribed information is served correctly and within statutory timeframes
- Compliance requirements are fully documented
- Clear processes are followed at check-out
We strongly recommend landlords use this structure to ensure full compliance and minimise risk.
Certain non-Housing Act tenancies have different rules, and we will advise you accordingly where applicable.
Inventory & Check-In
We strongly recommend an independent professional inventory and check-in report at the start of every tenancy.
Without one, it is extremely difficult to make lawful deductions from a tenant’s deposit at the end of the tenancy.
We can arrange this on your behalf.
Safety & Legal Compliance
As a landlord, you are legally responsible for ensuring your property is safe and compliant.
This includes (but is not limited to):
- Valid Gas Safety Certificate
- Electrical Installation Condition Report (EICR)
- Energy Performance Certificate (EPC)
- Working smoke alarms on each storey
- Carbon monoxide alarms in rooms containing fixed combustion appliances
- Furniture fire safety compliance (where applicable)
- Legionella risk assessment where required
We will ensure all statutory documents are correctly served and recorded in line with current legislation and the upcoming Renters’ Rights Act requirements.
Failure to comply can result in significant financial penalties and, in serious cases, criminal prosecution.
We will guide you through your obligations and, if instructed, can manage compliance on your behalf.
Important – Disclosure Obligations
Under the Consumer Protection from Unfair Trading Regulations 2008, landlords must disclose any material information that could affect a tenant’s decision to rent.
This includes, for example:
- Known disputes
- Ongoing major works nearby
- Planning applications
- Known structural or environmental issues
We cannot accept responsibility for matters that are not disclosed to us.
Identity, AML & Sanctions Compliance
In line with UK Anti-Money Laundering regulations and sanctions legislation, we are required to carry out identity verification and screening checks on:
- All landlords (including joint owners)
- All tenants
- Any guarantors
- Adult occupiers over 18 where required
These checks are mandatory and must be completed before a tenancy can commence or continue.
Records are retained in accordance with current legislation.
Ongoing Responsibility Reminder
If you choose Let Only or Rent Collection services, responsibility for maintenance and day-to-day management passes back to you once the tenant moves in.
If you prefer a fully managed, hands-off approach, our Full Management service ensures ongoing compliance, inspections, maintenance coordination, and tenant liaison.
If you would like advice tailored to your circumstances, please contact us or complete the enquiry form below.
We are always happy to talk things through before you commit.
Fees & Terms of Business
All services are provided in accordance with our current Terms of Business.
