Property Details Form

Landlord Instructions and Property Details
Level of Service Required

Guaranteed Rent Fully Managed Rent Collection Tenant Find
Rented Property Address

Street Address

Street Address Line 2

Town County

Post Code
Property Number (OFFICE USE ONLY)
Rented Property Address (OFFICE USE ONLY)
Date Keys received (OFFICE USE ONLY)

Day Month Year
Date
Date Guaranteed Rent contract starts (OFFICE USE ONLY)

Day Month Year
Date
Landlord's Details

Please complete all boxes on this form. If not applicable, write N/A.
Personal details
Full Name(s) As you wish them to appear on the contract
Landlord's 1 Address

Street Address

Street Address Line 2

Town County

Post Code
Landlord's 2 Address

Street Address

Street Address Line 2

Town County

Post Code
Landlord's 1 Email
example@example.com
Landlord's 2 Email
example@example.com
Landlord's 1 Home Tel
Landlord's 2 Home Tel
Landlord's 1 Mobile Tel
Landlord's 2 Mobile Tel
Landlord's 1 Date of birth

Day Month Year
Date
Landlord's 2 Date of birth Landlord

Day Month Year
Date
Emergency contact
Name
Relationship to Landlord
Address

Street Address

Street Address Line 2

Town County

Post Code
Email
example@example.com
Home Tel
Mobile Tel
Are you moving abroad

Yes No
If yes, do you have an Inland Revenue Tax Exemption Form? (if yes, we will require a copy)

Yes No
Landlord's Bank Details
Name of Bank
Bank Address
Account name (Account name is exactly how your name is printed on your card)
Account number
Sort Code
For Building Societies only please quote Reference No/Roll No:
Property Overview
Property Type
Property Style
Plot No:
Floor No:
Number of Receptions
Number of Bedrooms
Number of Bathrooms
Garden Type:
Number of Garages
Does the property have En-suite?

Yes No
Does the property have fitted Wardrobes?

Yes No
Is the property Furnished or Unfurnished?

Furnished Unfurnished
Parking Type
Type of Heating
Type of Boiler and Age
Solar Panels (owned or leased)
List of Kitchen Appliances in Property
Additional Information
Letting Criteria & Requirements
Do you require us to arrange for the inventory to be done? *

Yes No
Do you require us to arrange for the tenants bond to be registered? (additional cost)

Yes No
Do you require us to get additional keys cut if necessary?

Yes No
Do you want a board erecting if possible?

Yes No
Will you accept people on housing benefits?

Yes No
Will you accept people on disability benefits?

Yes No
Will you accept smokers?

Yes No
Are you willing to negotiate on the rent?

Yes No
Do you want to receive your statements via email?

Yes No
Will you accept pets?

Yes No
If YES, what pets will you accept and how many?
Do you require us to get an EPC completed (at additional cost) for you?

Yes No
Please be aware that the EPC is now a legal requirement to have on any rental property for it to go onto the rental market.
What date is the property available from?

Day Month Year
Date
Property Particulars
Stop cock location
Electric meter location
Gas meter location
Water meter location
Alarm location and code
Alarm instructions
Garage number and location if in a block
Shed number and location if in a block
Parking space and location
Council Tax Band
Current Annual Payment
Approximate year of construction
Managing Agent and Telephone Number
Pinewood Maintenance (Managed and Guaranteed Rent Services Only)
I hereby agree to clause 17 from the agency agreement, which reads “Upon the owner, the tenant, or any third party notifying the Agent of repairs, replacements or maintenance to be carried out at the property, the Agent shall arrange for such works to be under-taken as the Agent in its sole discretion deems necessary provided that the total value of such work does not exceed £150.00. The Agent shall seek the prior consent of the Owner for any works in excess of £150.00. All sums paid by the agent shall be recovered from the rental and deducted in accordance with clause 9”
Landlord's Name
Landlord's Signature

Clear
Date

Day Month Year
Date
If you as the landlord and owner of the property disagree with clause 17 of the agency agreement please fill in the form below. (all fields must be filled in, if section is not applicable please use N/A)
I wish to set my own budget for clause 17 of the agreement (tick the amount appropriate) :

£50 £100 £200 £250 £300
Other Amount
I have a service agreement in place with an independent company?

Yes No
If you have Service Contracts and Guarantees for Appliances

Please send copies of contracts and guarantees to our office
Do you have a maintenance agreement with British Gas?

Yes No
If YES, reference number and Expiry date
Please send copies of instructions for any appliances and heating system. If you do not have instructions, please write on a separate sheet any relevant instructions and return to us.
I wish for my own contractors to carry out any work needed at my property, they are to bill me directly ( please provide contact details for your contractors below)

Yes No
General Maintenance Contractor
Plumber (Gas)
Plumber (Water Only)
Electric
In case of emergencies where we are unable to make contact with either yourself or your contractors I give consent for you to use your own contractors.

Yes No
The above information is accurate at the time of me instructing Pinewood Property Lettings to manage my property.
Landlord's Name
Landlord's Signature

Clear
Date

Day Month Year
Date
Safety Checks and Legal Certificates
Please complete all boxes on this form.

Would you like us to organise: If NO, please enclose current certificate(s)

Portable appliances require an anuual PAT test. It is the landlord's responsiblity to ensure that all electrical manuals are left. A full electricial saftey check is also required which we can organise for you.
Would you like us to complete a Gas Safety Certificate? (Legal Requirement)

Yes No
Would you like us to complete an Energy Performance Certificate? (Legal Requirement)

Yes No
Would you like us to complete a Portable Appliance Test?

Yes No
Would you like us to complete an EICR – Electrical Installation Condition Report? (Legal Requirement)

Yes No
Utility Information and What To Do Next
Utilities Please let us know who supplies the following services. By all means make a note of the gas, electric and water meter readings for your own reference, but please DO NOT contact any of these organisations:
Gas Supplied by
Electricity Supplied by
Water Supplied by
Sewerage Supplied by
Council Tax paid to
Property subject to Green Deal?

Yes No
If YES, please provide details
You will still be liable for all the above services until a subtenant occupies the property. At that point we will contact all the above organisations and inform them of all the relevant meter readings and forwarding address for your final accounts.

Mail: We cannot guarantee that a Tenant will forward your post onto you, therefore it is your responsibility to make arrangement s with the Post Office to have your mail redirected from the date you vacate the property.

Telephone: Make sure you contact your telephone provider and have your phone disconnected from the date you vacate the property.

Money Laundering Regulations: We need copies of photo ID and evidence of ownership of the property to be rented.
Keys: Please list here all keys you are supplying us with. We require two/three of each.
Guaranteed Rent Only
DEFINITION OF AN ‘ACCEPTABLE CONDITION’

We have stated we guarantee to start your contract within a minimum twenty- five days of the property becoming vacant assuming it is an ‘acceptable condition’, which we define as follows:

Garden: The garden is clear of all rubbish, all paths swept, lawns/grass recently cut and flower-beds free from weeds. Personal Possessions: All personal belongings have been removed.

Cleaning: the property is left in a clean state with all carpets having been vacuumed or professionally cleaned if required. The oven, all sanitary ware and windows are clean.

Pets: Where pets have been residing at the property, a certificate or receipt certifying the property has been treated for any possible flea infestation.

Utilities: The property has its own individual electricity, gas, water and council tax accounts separate from any other dwelling.
I/We have read through the Definitions of an “Acceptable Condition” and have read the draft copy of the contract and will sign the actual contract in due course.

I/We confirm that by signing this Landlord Instruction Form I/We accept that the property will be let to Pinewood Property Lettings and that all other marketing of this property will cease forthwith.

I/We further accept that a breach of this condition will result in I/We being liable to pay Pinewood Property Lettings one sixth of the annual rent on demand. I/We accept that I/We will be letting our property to Pinewood Property Lettings and will have no influence on the choice of sub-tenant.
Landlord's Name
Landlord's Signature

Clear
Date

Day Month Year
DATA PROTECTION ACT

By providing us with the above information you consent to us obtaining holding and using personal data about you in connection with the business of letting and renting out of residential properties as specified below for so long as may be reasonably required for our legitimate purposes or those of Head Office.

We will use that information for communicating with you. We may also provide that information to third parties with a legitimate reason to receive it in connection with your dealings with us (e.g. landlords (where applicable), utility and service providers, Head Office or transferee of our business) or to such third parties as required by you or the law, whether within or outside the European Economic Area.
This Section MUST Be Completed By ALL Landlords

1.All the information provided by me on this form is correct to my knowledge.

2. I/we confirm that I/we are the legal owners of the rented property and there are no mortgage arrears.

3. I/we have read through the “What to do Next” section.
Landlord's Name(s)
Landlord's Signature

Clear
Landlord's Signature

Clear
Date

Day Month Year
Should be Empty:

Landlord Instructions and Property Details

Personal details

Emergency contact

Landlord's Bank Details

Property Overview

Letting Criteria & Requirements

Property Particulars

Pinewood Maintenance (Managed and Guaranteed Rent Services Only)

Safety Checks and Legal Certificates

Utility Information and What To Do Next

Guaranteed Rent Only