Landlord Guide


As a homeowner or Investment Landlord who has taken care and pride in their property, it is vital to ensure that your Letting Agent will find Tenants that will continue to maintain the property to the highest possible standard as well as pay their rental on time and in full.

Here at Douglas & Dean Letting and Property Management we take great care in the selection of tenants. We have an in depth knowledge of the Letting market and the technical knowhow to oversee and manage your property for a hassle free term of tenancy. As a company we take pride in providing you with the best possible service, tailor made to suit your requirements.

We hope that this information will advise you fully on the letting of your property plus give you a complete explanation of the services we can provide. However, should you have any queries our specialist management team are always at hand to provide you with advice at all times.

Why choose Douglas & Dean Letting & Property Management?

Choosing a letting agent with confidence is a top priority when you decide to let your property. Douglas & Dean Letting and Property Management offers a comprehensive Property Management and Lettings department run by a dedicated team of professionals with many years experience in the industry within the local area.

Two services available, Tenant Find & Let Service or full management service where we take the worry and stress away from the landlord.

Find and Let Only Service

This is our standard service and is designed for a landlord who wishes to be responsible for the ongoing management of the property. It is only recommended for those with considerable letting experience, this includes the following:

  • Advice on current market values, national coverage on website and our own website, full colour window display, and a distinctive “To Let Board”
  • Accompanied tenant viewing of property with detailed feed back within 24 hours
  • Comprehensive references and credit checks
  • One month’s deposit and rent collected in advance
  • Preparation of the Tenancy Agreement
  • Full Inventory and Schedule of Condition prepared
  • Arrangement of Gas and Safety Certificate if required
  • Utility companies and council tax Services informed of the start of the tenancy

We would pass all the relevant documents to you, and the tenant would deal with you from then onwards at this point.

The full management service

is aimed for landlords who require us to take complete control of the tenancy, it includes:

  • Prepare full colour particulars of the property
  • Market the property for Letting
  • Obtain full references for prospective tenants
  • Inform the Landlord of Safety Regulations to adhere to
  • Prepare the Tenancy Agreement and relevant notices
  • Collect the first month’s rent in advance
  • Collect a security deposit
  • Advise the tenant/s of the procedures for registering with the appropriate domestic services
  • Prepare the Inventory
  • Arrange for the collection of the rental
  • Prepare monthly statements
  • Chase late rents
  • Arrange for any property maintenance and repairs as per your instructions
  • Carry out quarterly inspection visits and report to the landlord
  • Liaising between Landlords and Tenants
  • Supervising that the Tenant/s comply with the Terms of the Tenancy Agreement signed
  • Review rental values annually
  • Arrange for check out of the Tenant/s at the end of the tenancy

Non UK Resident Landlords

If you are going to reside outside the UK we are bound under the Taxes Management Act 1970, section 78 and 83 to access you at the basic rate of Income Tax (variable) due from rents we collect on your behalf if you are not ‘self assessing’ your own tax.

We should receive a letter of conformation from your Accountant and Tax Office confirming that they accept liability for payment of your tax. (Please see your accountant for self assessment advice).


It is important to have several keys cut, for the property, enough for each adult tenant due to move into your property, plus a set for our Management Department (if applicable) for security and access if so required.

Transfer of Services

If you have been residing in the property we are to manage, it is vital that you inform all services that you have vacated the property. Once a tenant has taken up occupancy of the property we shall advise the utilities companies of their tenancy. Tenants will be responsible for all outgoings ie Gas, Electric, Water, council tax and telephone.

Mail Redirection

The Post Office offers a service to re-direct your mail, which we recommend you arrange prior to vacating the property for the term of the tenancy.

You should also inform your bank, employers, friends and family who are likely to write to you and inform them of your new address.


Whether requiring a Letting Service only or Management service, Landlords have the responsibility for the safety of both the Tenant and their own property during the tenancy. Please see the separate Landlords Information Gas Safety, Electrical Safety and Fire Safety information enclosed.

Our commitment to you

Here at Douglas & Dean Letting and Property Management we are dedicated to providing you with a service that is professional, courteous and responsive in managing your property. To fulfill this commitment, we will provide the following services:-

  • We will always deal with you in a polite and professional manner
  • We will advertise your property on and our own website and in our window to ensure that we are able to reach the maximum number of tenants.
  • We will accompany all tenants on viewings to ensure extra security and minimum inconvenience to you.
  • We will advertise the best possible rent from the best possible tenant
  • We will keep you informed of progress at all times
  • Regulated by the code of Practice for Letting Agents by Ombudsman for letting agents which provides a guarantee and protection for our customers and insures that we operate to the highest standards

Whether you are looking for a Tenant Introduction Service only or a Full Management service Douglas & Dean Letting and Property Management will be happy to help.

What Our Customers Say

Nicola & team from Douglas and Dean offer a very professional service. They are always available either in person or at the end of a phone and deal with any issues either from me or my tenants quickly, efficiently and fairly. You couldn't ask for more. I have no hesitation in recommending them to landlords and tenants alike"
by Nicky
I have used Douglas and Dean “Find & Let Service” for three consecutive house rentals, covering a two year period. I would definitely use them again. As a landlord, I have found the Letting process in the past to be a complicated, time-consuming and stressful process, but Nicola and her team have taken the pressure off, and have managed everything on my behalf very efficiently, and for a very reasonable fee.
by Rob
The property has been marketed promptly and effectively each time... Good advice has been provided regarding rental levels and property management. Viewings, references, credit checks, security deposits tenancy agreements and other relevant paperwork have all been dealt with without any delays or hassle.
by Kathleen

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