Property Management Guide

Megaclose staff will visit landlords property to carry out an inspection and provide a written assessment of the asset detailing;

• Projected market rental value based on current property condition.
• Advice on any improvements which could be made to improve letting prospects.
• Advice on what if any improvements could be made which are likely to increase the projected market rental value.

Megaclose staff will take photographs & produce marketing particulars which will be used in various media, including but not limited to;

• Office window display cards
• Megaclose web site
• On-campus leaflet distribution
• Localised promotional mailing
• Leading property portals to at least include, Rightmove, Accommodation for Students and StuRents. (provided that each continue in operation)
• Social media
• Promotion at various housing fairs

• Existing occupiers will always be given advance notice of any planned viewings.
• All viewing are strictly by appointment only.
• Anyone viewing a property will be accompanied by a member of Megaclose staff at all times.
• Megaclose will provide transport from office to property and back to office for any prospective tenant who books a viewing.
• Megaclose will not limit the number of viewings offered to a prospective tenant.

• Megaclose will ensure that all tenancy documentation is in place before allowing access to a property.
• Tenants will be required to book an appointment for key collection in all cases.
• A property inventory will be issued to the tenant at key collection appointments.
• Megaclose will provide a welcome pack to each tenant which will provide guidance and advice on all aspects of their new tenancy and experienced staff will be on hand to answer any questions the tenant may have.
• Megaclose staff shall maintain a register of all keys Issued and ensure a signature is obtained and recorded.

• Ensure that Megaclose, not the landlord, are always the first point of contact.
• Handle all telephone, email and face to face contact relating to the Property on the landlord’s behalf.

• Megaclose will maintain a property file incorporating all records relating to your property which may include where required;
  • Gas Safety Certificate
  • Electrical NIC documentation
  • HMO license
  • Emergency Lighting service records
  • Fire safety equipment check records
  • Plant and machinery service records
• Megaclose will provide an out of hour’s telephone number which is manned 24 hours a day, 7 days a week, to all tenants for use in the event of any emergency which may affect the property.
• Megaclose staff will be available during normal office hours (Monday to Friday 09.00 – 17.00) to manage any tenant request/reports relating to maintenance affecting the property which will be limited to;
  • Telephone only assistance where possible
  • Site visit for visual inspection when deemed necessary
  • Reporting findings to landlord where works are required and acting on landlord instruction in relation to any repair (except in the event that the landlord has pre authorised works subject to agreed expenditure limits), any such repair or repair associated work will be subject to additional charge.
• Any Megaclose involvement in maintenance works other than those noted in the previous point may be subject to additional charges.
• Megaclose will, at the request of and on the behalf of the landlord, manage any minor repair work undertaken by third parties. Any major works management will be subject to additional fees.

• Megaclose will collect rent in accordance with the terms of the tenancy agreement.
• All rent received will be held in a landlord client account.
• Rent received will be paid into the landlords nominated bank account monthly.
• Management Fees and any other charges will be generated each month based on your fee charge percentage.

• Megaclose shall in the first instance ensure that “Notice to Quit” documentation is issued in a timely manner to all tenants.
• Megaclose will provide instruction on the move-out process to the tenants, such instruction to include detail on how and when to return keys and advice on leaving the property in good order.
• Megaclose staff will inspect the property at the end of the term and liaise with the tenants and oversee the return of any security deposit.
• Megaclose will inform the landlord of any works required prior to the arrival of new tenants.

• Megaclose will provide a revised rental valuation projection to the landlord in the summer preceding each academic year.
• After considering the content of the revised rental valuation, the landlord must provide clear instruction to Megaclose detailing the level at which the following years rent is to be set so that marketing material can be accurately prepared.