LANDLORDS
Welcome to DDM Lettings.
Your Trusted Estate & Property Management Agent
At DDM Lettings, we take immense pride in providing top-tier estate and property management services across Northern Lincolnshire. With a foundation rooted in excellence since 1889 and a commitment to growth, we are more than just an estate agency - we are your dedicated partner in property, focused on achieving your goals and delivering beyond your expectations.
Our Mission
Our mission is simple yet powerful: To be the most trusted estate and property management agent in Northern Lincolnshire. We will never compromise on delivering personal, outstanding service. Our aim is to not only meet but consistently exceed the expectations of every customer we serve.
Our Vision
We aspire to be the ‘agent of choice’ in the region - a household name synonymous with quality, trust, and professionalism. We envision a future where our company is a source of pride for our team, clients, and community. Through dedication and integrity, we aim to transform the public’s perception of estate agents.
Our Drive
Our drive is rooted in key pillars that ensure we continuously improve, innovate, and serve you better:
• Growth & Development of Our People: We are passionate about nurturing talent and ensuring continuous personal and professional development.
• Increase Access & Efficiency Through Technology: We harness cutting-edge technology to provide our clients with streamlined, effective solutions, enhancing every aspect of the property journey.
• Relentless Pursuit of Simplification: We aim to make the property process as straightforward and stressfree as possible.
• Considered Risk Management: Protecting our clients’ interests is at the core of what we do, ensuring careful, thoughtful risk management at every stage.
Lynne Pearson MARLA Lettings Director
lynne@ddmlettings.co.uk
01724 870870
@ddmresidential DDM Residential
Our Behaviours
At DDM Lettings, our behaviours reflect our values and guide us in everything we do.
• Inquisitive: We are driven by curiosity to better understand our clients’ needs, enabling us to deliver value and insightful solutions.
• Trusted: Reliability and honesty are at the heart of our business. You can count on us to provide truthful advice and transparent communication at all times.
• Collaborative: We believe in the power of working together. By fostering strong internal relationships and cross-selling within our business, we create deeper loyalty and enhance the experience for our customers.
• Respectful: We treat all people with compassion and consideration, ensuring that cooperation and kindness are at the forefront of our culture.
Join Us On Our Journey
We are excited to continue our journey toward becoming the most respected name in estate and property management. If you’re looking for an agent you can trust, with a team that will always put your needs first, look no further than DDM Lettings. Let’s make your property dreams a reality - together.
This is why we’ve put together this guide to lettings - to help and inform you every step of the way on your journey.
Good luck
Lynne
Letting go of the hassle.
Since 1889, DDM has been a trusted name in property services. With our long-standing history, whether you’re buying, selling, letting, or renting in Northern Lincolnshire and beyond, you can trust DDM to deliver expert guidance and support.
At DDM Lettings, we provide peace of mind by staying ahead of the ever-changing legislation and regulations. Our expert team ensures your property is managed in full compliance with the law, protecting both your tenants, investment and your interests. This combines the sense of security you want to offer with a clear message of compliance and professionalism, all while maintaining a clean and straightforward tone.
DDM Lettings, are proud to be affiliated with Propertymark, the leading professional body for Estate and Letting Agents. As members of Propertymark, we adhere to the strictest codes of conduct and ethical practices, ensuring that your property is managed by qualified and knowledgeable professionals. Propertymark membership also means we are dedicated to continuous training and development, offering you the highest standard of service.
This is a comprehensive guide to preparing a rental property for letting. It covers essential considerations like property maintenance, legal requirements, and tenant expectations. Here are some key takeaways:
Preparing your property for letting.
Permission to Let
If your property is mortgaged, you need written consent from your lender (mortgagee) to let the property. This consent is crucial before we can proceed with marketing the property to potential tenants.
Leasehold Properties
If your property is leasehold, you also need permission from the freeholder (the entity that owns the land the property sits on). This is another step before you can begin renting it out.
Evidence of Ownership
To comply with The Property Ombudsman Code of Practice, we will require proof of ownership of the property. This can typically be provided by a land registry document or, if applicable, written consent to let from the freehold
Insurance
Ensure the property and contents are insured while vacant and when tenanted. Always inform your insurer that the property is being let.
Rent & Legal Protection
Rent protection and legal expense cover are available, which can provide peace of mind if tenant circumstances change unexpectedly. *terms apply
Decoration & Carpets
Fresh, neutral decoration is recommended, as it appeals to a broader range of tenants.
Furnishing
Unfurnished properties tend to be more in demand, and landlords avoid the responsibility of maintaining and testing furniture and appliances.
Domestic Appliances
Appliances must be in good condition and meet legal safety requirements and to provide manuals, along with documentation for maintenance (like chimney sweeping or septic tank emptying).
Cleaning
It’s important to hand over the property professionally cleaned, including carpets and appliances. By creating this benchmark at the start, you’re setting a standard of cleanliness and condition that will be used later to assess any changes or damages when the tenant moves out. It ensures there is no dispute over the property’s state at the beginning and end of the tenancy.
Gardens
Make sure the garden is in good seasonal order. Tenants will typically maintain it, but if it’s large or complex, you can hire a gardening service
Utility Supplies
Mains gas, electricity, and water supplies should remain connected. For properties using alternative fuels (like oil), ensure there is a sufficient amount for the tenants to use until they can order more.
Council Tax
We will notify the local authority of changes in tenancy, and tenants will pay council tax directly to the local council.
The Key Legal Obligations, Safety Regulations, and Precautions listed here are essential for landlords to ensure both legal compliance and the safety of their tenants. Here’s an overview of the major points:
Housing Health and Safety Rating System (HHSRS)
• The HHSRS, introduced under the 2004 Housing Act, assesses potential health and safety hazards in a property.
• Common issues include poor ventilation (e.g., lack of extractor fans), trip hazards (e.g., uneven floors or loose carpets), and safety risks like missing handrails on staircases. As a landlord, you should ensure the property is free from such hazards.
Fire and Furnishings Regulations
• The Furniture and Furnishings (Fire) (Safety) Regulations 1988 require that all furniture in a rental property meets specific fire safety standards.
• Furniture must carry the appropriate fire resistance labels. However, items like bedding, carpets, and curtains made before 1950 may not be subject to these regulations.
Electrical Safety
• Landlords must ensure that the electrical installation in the property is safe at the start of a tenancy and remains safe throughout.
• A qualified electrician should carry out an Electrical Installation Condition Report (EICR) before a tenancy begins, and this report must be updated every 5 years.
Gas Safety Regulations
• Under the Gas Safety (Installation and Use) Regulations 1998, landlords are required to ensure all gas appliances and installations (including those in communal areas) are safe for tenants. A Gas Safe registered engineer must conduct an annual gas
safety check for all gas appliances, fittings, and flues, and provide a Gas Safety Certificate.
Water Systems
• Landlords must take precautions to prevent exposure to Legionella, a bacteria that can cause Legionnaires’ Disease, especially in systems like hot water tanks, showers, and cooling systems. A risk assessment should be carried out by a competent person to identify potential risks and implement control measures.
Right to Rent and Status Checks
• Landlords must verify that tenants have the legal right to reside in the UK by conducting Right to Rent checks before a tenancy begins. This involves checking the tenant’s passport or other official documents and recording their right to rent status.
Prescribed Information
• Landlords must provide tenants with certain documents required by law at the start of the tenancy. These can include things like: The Tenancy Agreement.
· How to Rent guide (for properties in England).
· Energy performance certificates.
• Failure to provide the required documents can result in fines or difficulties in evicting a tenant in the future.
Energy Performance Certificate (EPC)
• Since October 2008, all rental properties must have an Energy Performance Certificate (EPC) that rates the property’s energy efficiency.
• From April 1, 2018, the minimum EPC rating for a rental property is “E”. Properties rated lower than “E” cannot be rented out unless specific exemptions apply.
• These regulations apply not only to new tenancies but also to existing tenancies starting April 2020.
Smoke and Carbon Monoxide Alarms:
• The Smoke and Carbon Monoxide Alarm (England) Regulations 2015 require that landlords install at least: One smoke alarm on every storey of the property.
· A carbon monoxide alarm in any room that has a solid fuel burning appliance, such as a coal fire or wood-burning stove.
• From October 2022, the regulations have expanded to include carbon monoxide alarms in any room with a fixed combustion appliance, such as gas boilers or cookers.
• These alarms must be tested at the start of each new tenancy and checked regularly during the tenancy to ensure they are working.
Blinds Safety:
Landlords are required to comply with the Blind Cord Safety Regulations 2014. This means ensuring that any window blinds in the property either have no accessible cords or are fitted with safety devices to prevent cords or chains from posing a hazard.
The Consumer Protection from Unfair Trading Regulations 2008 (CPR):
• Landlords are legally required to disclose any information that might influence a tenant’s decision to rent a property.
• This could include issues like: Proximity to noisy areas (e.g., wind farms). History of flooding in the area. Previous criminal activity near or in the property.
• Failing to disclose such information could lead to legal consequences, so landlords should disclose relevant information early in the process.
• If you’re unsure whether something should be disclosed, it’s always better to err on the side of caution and inform us.
Client Money Protection
Client Money Protection or CMP, is a service designed to protect tenants and landlords in the event that a letting agent or property manager misappropriates client funds. This typically includes rent payments or deposits that are held by the agent on behalf of the landlord or tenant. A CMP scheme ensures that if an agent were to fail or act improperly, the tenant or landlord could be compensated for any financial loss, up to a certain limit. This provides peace of mind to both parties that
their money is safeguarded. DDMs CMP is held through Propertymark.
Taxation of UK-Resident Landlords
UK-resident landlords are required to declare their rental income annually, along with any other income, as it is subject to income tax after allowable expenses. We recommend consulting with a qualified accountant or financial advisor to ensure compliance and to receive tailored advice based on your individual circumstances.
Taxation of Non-Resident Landlords
Overseas landlords must also declare rental income from UK properties to HM Revenue & Customs (HMRC). Rental income is subject to UK income tax after allowable expenses. Non-resident landlords are generally required to have tax deducted at source from rental payments, unless they apply for approval under the Non-Resident Landlord Scheme, which allows them to receive rental income without deductions.
DDM Lettings can assist you in this area. Although we strongly advise overseas landlords to seek guidance from a qualified accountant or tax advisor who is familiar with UK tax laws to ensure full compliance and to receive tailored advice based on your individual circumstances.
Redress Scheme
DDM are a member of The Property Ombudsman. For more information, please visit www.tpos.co.uk.
If you have any questions or need help navigating specific parts of this guide, feel free to contact us on 01724 870870. We can also put you in touch with our partner providers for Mortgage Advice, Buildings Insurance, Rent Guarantee products etc.
Mould/Condensation/Damp
To help prevent damp, mould, and condensation in your home, please ensure rooms are well-ventilated, especially when cooking or showering, and keep your home at a reasonable temperature. Wipe away any condensation from windows or surfaces promptly, avoid drying clothes directly on radiators, and report any persistent damp or mould so it can be addressed quickly.
Our Services.
DDM Lettings offers two tailored service levels to meet the varying needs of landlords. Regardless of the service you select, you can expect comprehensive support and expert assistance from our dedicated team.
FULLY MANAGED
Our Fully Managed Service offers a comprehensive, “belt and braces” approach to property management. From finding a tenant to property maintenance and everything in between, we take care of every detail, ensuring your property is well-managed and your tenants are fully supported. With our expert team handling all aspects of the letting process, you can enjoy peace of mind knowing that your property is in safe hands.
Marketing
Your property will be promoted through-out all 5 DDM branches, ensuring local exposure and maximum reach across various markets. An expertly designed, highquality colour brochure showcasing your property with attention-grabbing visuals and detailed descriptions. This helps attract more prospective tenants who are looking for well-presented properties. Full details of your property, including photos of each room and the exterior, will be featured on DDMs official website. This is important for anyone browsing online and helps to generate serious inquiries, along with the UK’s largest property portals, Rightmove and On The Market offers incredible exposure. Listing your property here ensures it reaches a vast audience actively searching for rental properties. Your property will also be advertised on Facebook, tapping into a social media-driven market. This platform can help you reach a more diverse pool of potential tenants, including younger individuals who frequently use social media to find properties.
Undertaking Viewings
Your local office will manage property viewings, which means you don’t need to be involved in scheduling or showing the property. This saves you time and allows the team to present the property professionally. The local office will keep you updated on any feedback from prospective tenants after viewings. This helps you
gauge interest and make any adjustments, if needed, to your property or pricing.
Comprehensive Referencing for Applicants & Guarantors:
Thorough background checks and referencing will be carried out for both the tenants and any guarantors by Legal for Landlords. This includes verifying financial stability, employment details, and previous landlord references to ensure your tenants are reliable. DDM Lettings will collate and store Right to Rent Documents ensuring Home Office compliance
Rent Guarantee Products
Rent guarantee produces are available (subject to terms), offering landlords additional protection by covering rental payments in case tenants fail to pay. This helps protect rental income and ensures you aren’t left out of pocket for legal fees in assisting with possession
Legal Documents
Assured Shorthold Tenancy (AST): The preparation of a detailed Assured Shorthold Tenancy agreement is standard for residential lettings. This agreement outlines the landlord’s and tenant’s rights and responsibilities for the duration of the tenancy, typically for an initial six-month fixed term. Prescribed Information: This refers to the necessary information landlords are required to give tenants at the start of the tenancy, such as details about the deposit, where it’s protected, and the tenant’s rights. Usually these are electronically sent to your Tenants for signature also allowing them sufficient time to read through and ask any questions.
Rent Payments
1st Month’s Rent: We will collect the first month’s rent upfront (as cleared funds) this ensures that the tenant is committed to the tenancy before it begins. We will then arrange for all subsequent rent payments to go directly to yourself, along with detailed statements and invoices for maintenance, ensuring a streamlined process for managing rental income.
Deposit Protection
We collect the tenant’s deposit and ensure it is protected under the statutory deposit protection scheme; this is a legal requirement. (held as stakeholder) This ensures that tenants’ deposits are safely held and can be returned at the end of the tenancy, subject to any agreed deductions. DDM Lettings are members of TDS insured & DPS custodial (Tenant Find transfers only)
Transfer of Utility Accounts:
We will take care of transferring legal responsibility for utilities—gas, electric, water, and council tax—into the tenant’s name at the start of the tenancy. However, we advise Landlords and Tenants to also contact the suppliers as the bill payers. Meter readings (subject to access) are taken and recorded at the commencement and end of tenancies.
Inventory and Schedule of Condition:
Before the tenancy begins, we will compile a comprehensive inventory and schedule of condition. This detailed document records the decorative and physical state of both the property and the garden. It provides an accurate, room-by-room account of fixtures, decoration, and cleanliness, along with any existing damage or wear and tear. The inventory is supported by date and time recorded photographs and is signed by both the landlord/agent and the tenant to confirm the property’s condition. It
serves as a reference point to compare the property’s state at the end of the tenancy, helping to determine if any damage occurred during the rental period that may affect the return of the tenant’s deposit.
Check-In Appointments
A member of the DDM Lettings team will meet your tenant on the agreed commencement date. During this appointment, we will take meter readings, capture and embed photographs into the prepared inventory and schedule of condition, and hand over and record the keys. This appointment also provides an opportunity to ensure your tenants are familiar with the property and to address any questions or concerns they may have.
Remittance of Rent and Arrears
Rent will be paid directly to the landlord via BACS once we have received cleared funds. Whilst we aim to do this in a timely manner, please ensure that your account has sufficient funds to cover the rent, as payments may occasionally be delayed due to weekends or bank holidays. We strongly encourage tenants to set up a standing order for rent payments to ensure timely and consistent payments. We follow a strict procedure should rent arrears arise and will keep you fully informed throughout the process.
DURING THE TENANCY
Inspections
We conduct a property visit around the third month of the tenancy, followed by annual inspections thereafter, unless we advise the need for an additional visit. These visits are designed to respect the tenant’s right to quiet enjoyment. During the inspection, we identify any defects or issues that may have arisen and ensure that the tenant is fulfilling their responsibilities and properly maintaining the property.
After each inspection, you will receive a professional detailed report that outlines any actions taken, along with any issues that need your attention. The report will include clear descriptions and supporting photos for your reference.
Property Maintenance
We have built strong relations with a full range of local maintenance contractors who are competitively priced, reliable and prompt, but we are equally happy to use the Landlord’s preferred qualified contractors. The main
any distress or inconvenience. Weekend emergency contact – your tenant has peace of mind in an emergency to contact DDM Lettings. Wherever practical we will obtain estimates and submit them prior to the commencement of any work. However, in emergencies and when we consider necessary, we will act to protect your interest without consultation.
Notices (Section 21 and Section 13)
We handle the serving of all necessary notices during the tenancy, including Section 21 (Notice of Possession) and Section 13 (Notice of Rent Increase). These notices are served in compliance with current legislation and to protect both your interests and the tenant’s rights.
Ready to take the next step, simply contact DDM Lettings on 01724 870870 and will arrange for our property expert to visit youand your property.
Book a valuation with us
TENANT FIND
The Tenant Find service is perfect for landlords who have the time and experience to manage their own Investments but still require the reassurance and convenience of professional marketing and tenant referencing to be carried out on their behalf.
Marketing
Your property will be promoted through-out all 5 DDM branches, ensuring local exposure and maximum reach across various markets. An expertly designed, high-quality colour brochure showcasing your property with attentiongrabbing visuals and detailed descriptions. This helps attract more prospective tenants who are looking for wellpresented properties. Full details of your property, including photos of each room and the exterior, will be featured on DDMs official website. This is important for anyone browsing online and helps to generate serious inquiries, along with the UK’s largest property portals, Rightmove and On The Market offers incredible exposure. Listing your property here ensures it reaches a vast audience actively searching for rental properties. Your property will also be advertised on Facebook, tapping into a social media-driven market. This platform can help you reach a more diverse pool of potential tenants, including younger individuals who frequently use social media to find properties.
Undertaking Viewings
Usually, the local office will manage property viewings, keeping you updated on any feedback from prospective tenants following viewings. This helps you gauge interest and make any adjustments, if needed, to your property or pricing. However, ‘Tenant Find’ Landlords may prefer to undertake their own viewings.
Comprehensive Referencing for Applicants & Guarantors
Thorough background checks and referencing will be carried out for both the tenants and any guarantors by Legal for Landlords. This includes verifying financial stability, employment details, and previous landlord references to ensure your tenants are reliable. DDM Lettings will collate and store the initial Right to Rent Documents ensuring Home Office compliance – It then would be the responsibility of the landlord thereafter for any required subsequent checks.
Rent Guarantee Products
Rent guarantee produces are available (subject to terms), offering landlords additional protection by covering rental payments in case tenants fail to pay. This helps protect rental income and ensures you aren’t left out of pocket for legal fees in assisting with possession.
Legal Documents
Assured Shorthold Tenancy (AST): The preparation of a detailed Assured Shorthold Tenancy agreement is standard for residential lettings. This agreement outlines the landlord’s and tenant’s rights and responsibilities for the duration of the tenancy, typically for an initial six-month fixed term.
Prescribed Information: This refers to the necessary information landlords are required to give tenants at the start of the tenancy, such as details about the deposit, where it’s protected, and the tenant’s rights. Usually these are electronically sent to your Tenants for signature also allowing them sufficient time to read through and ask any questions.
Rent Payments
1st Month’s Rent: We will collect the first month’s rent upfront (as cleared funds) this ensures that the tenant is committed to the tenancy before it begins. The tenant will then pay the landlord directly.
Deposit Protection
We collect the tenant’s deposit and either protect via *DDM ‘let only’ TDS scheme or protect it on behalf of landlord (DPS) or transfer funds directly to the landlord (My Deposits) (on going protection must be provided) this is a legal requirement. This ensures that tenants’ deposits are safely held and can be returned at the end of the tenancy, subject to any agreed deductions.
*see fee scale under inventories & check-in
Inventory and Schedule of Condition
Before the tenancy begins, we will compile a comprehensive inventory and schedule of condition. This detailed document records the decorative and physical state of both the property and the garden. It provides an accurate, room-by-room account of fixtures, decoration, and cleanliness, along with any existing damage or wear and tear. The inventory is supported by date and time recorded photographs and is signed by both the landlord/agent and the tenant to confirm the property’s condition. It serves as a reference point to compare the property’s state at the end of the tenancy, helping to determine if any damage occurred during the rental period that may affect the return of the tenant’s deposit. With the introduction of deposit protection legislation, an accurate, professional, and thorough inventory has become essential for both landlords and tenants.
Check-In Appointments
A member of the DDM Lettings team will meet your tenant on the agreed commencement date. During this appointment, we will take meter readings, capture and embed photographs into the prepared inventory and schedule of condition, and hand over and record the keys. This appointment also provides an opportunity to ensure your tenants are familiar with the property and to address any questions or concerns they may have.
Ready to take the next step, simply contact DDM Lettings on 01724 870870 and will arrange for our property expert to visit you and your property.
Book a valuation with us
Set up & Marketing:
Rental valuation, industry guidance & advice for getting your property rental ready. To Let board, quality photographs, floor plans, video tour, viewings, social media advertising, advertising on property portals - Rightmove, On the Market, DDM website, across all 5 DDM branches. Matching applicants from internal database of potential applicants
Tenancy preparation & check in inventory/schedule of condition:
Comprehensive credit referencing for tenants/guarantor, Home Office Right to Rent Checks via Legal for Landlords. Preparing comprehensive digital check in inventory report including photographic schedule of condition. Preparing AST & serving all industry compliance documents. Check in appointment with tenants
Tenancy Deposit Scheme:
Check out inventory/schedule of condition:
Preparing comprehensive digital check out inventory report including photographic schedule of condition. Obtaining quotes & instruction contractors
Tenant Find Service
Rental valuation, industry guidance & advice for getting your property rental ready. To Let board, quality photographs, floor plans, video tour, viewings, social media advertising, advertising on property portals - Rightmove, On the Market, DDM website, across all 5 DDM branches. Matching applicants from internal database of potential applicants. Comprehensive credit referencing for tenants/guarantors, Home Office Right to Rent Checks via Legal for Landlords. (initial check only) Preparing AST & serving all industry compliance documents. Collecting 1st months’ rent & deposit
Inventory/schedule of condition: *Optional
Preparing comprehensive digital check in inventory report including photographic schedule of condition, meter readings £250
Tenancy Deposit Scheme: *Optional
Tenant Find deposit protection (every 6 months)
Withdrawal Fee:
During a vacant period
NOTE: *All
£30
£125
Property Address: _________________________________________________________________
Date of Valuation: ______/ ______/ ______
Valuer Name: _____________________________________________________________________
Proposed Rent (per calendar month): £_________________________
Service Type (please tick):
Fully Managed Service
Tenant Find Service
Tenant Find Service – Optional Extras:
Property Recommendations Prior to Letting
(Repairs, décor, compliance, safety certificates, etc.)
Market Overview
(Comparable rentals, demand level, or expected time to let)
Compliance / Documentation Check
Gas Safety Certificate valid
EICR valid
EPC valid – Minimum Rating: “E” or above
Smoke/CO Alarms compliant
When
BARTON
12a George Street, Barton DN18 SES 01652 661166
barton@ddmresidential.co.uk
GRIMSBY
23 Osborne Street, Grimsby DN3I IEY 01472 358 671
grimsby@ddmresidential.co.uk
72 Wrawby Street, Brigg DN20 8JE 01652 653 666
brigg@ddmresidential.co.uk
SCUNTHORPE
46 Oswald Road, Scunthorpe DN15 7PQ 01724 868 168
scunthorpe@ddmresidential.co.uk
HULL & EAST RIDING 01482 250108 lettings@ddmlettings.co.uk
GAINSBOROUGH
9 Church Street, Gainsborough DN2I 2JJ 01427 616 161
gainsborough@ddmresidential.co.uk
LETTING CENTRE
46 Oswald Road, Scunthorpe DN15 7PQ 01724 870 870
lettings@ddmlettings.co.uk