The golden rule is, be prepared. If the tenancy is for a fixed term, make a diary note straightaway of when the tenancy is due to end, and another date around two months before that. Where appropriate, contact the tenant to see whether they would be interested in renewing their tenancy, or whether they plan to leave. If the tenant is going to leave, there are a number of practical matters that the landlord can help trigger which make for a smooth ending to a tenancy:
• arranging a joint inspection of the property to agree on any damage that needs rectifying or decoration that might need undertaking. Landlords should take a check-list with them;
• providing information about the cleaning required to return the property in an acceptable condition (it is often worth reminding the tenant of their obligations);
• advising on the tenant taking final readings of their utility bills and liaising with suppliers about issuing and paying final bills;
• making arrangements for the handover of any keys.
The more attention that is paid to ending the tenancy in an orderly manner the less likely it is that there will be any problems or misunderstanding about how the tenancy can best come to an end. It is usually a good idea to confirm anything that is agreed with the tenant in writing.
Follow up any problems as quickly as possible – and record them in writing.
If the tenant does not hand the property back in the condition required by the tenancy agreement, the landlord may be entitled to make a charge against the deposit. Setting up a Tenancy deals with returning tenants’ deposits and claiming deductions. The adjudication services operated by the tenancy deposit protection schemes rely heavily on comparisons of check-in and check-out reports, so the better the quality of any check-in and check-out reports, the more likely it is that the proposed deposit deduction will be awarded to the landlord.
Make sure that all photographs are clearly labelled and dated.
If the accounts for gas, electricity, water and telephone are in the name of the tenant, then the payment of these bills is a matter between the tenant and the supplier, and the supplier cannot require the landlord to pay. Landlords can then contact the utility provider easily at the end of the tenancy.
As there are so many different suppliers, it is helpful to notify the new tenant of the name of the existing suppliers if known.
If the gas or electricity company is trying to charge the landlord when they have been notified of the name of the new consumer (tenant), information about how to proceed can be obtained from Consumer Focus which also gives information on how to make an energy-related complaint.
Landlords can also call Consumer Direct on 0845 04 05 06 for consumer advice.