Hilton King and Locke Landlords Guide

Step-by-Step Guide to Letting a Property

Choosing Hilton King & Locke to Let Your Property

You have made a good choice in choosing Hilton King & Locke to Let your property, here are some of the benefits that we can offer you:

Professional Membership

At Hilton King & Locke, we are members of the Ombudsman for Estate Agents (OEA) The Ombudsman sets and regulates the highest standards and demands certain levels of professionalism and commitment to customer service from its members.

In addition our Area Lettings Manager, Caroline Ljubisic is ARLA qualified. (Association of Residential Letting Agents) Members are required to work within strict codes of practice for letting and managing property, with extensive knowledge on compliance and to keep up to date with any new laws and compliances for Landlords.

Member of Relocation Agent Network

Relocation Agent Network is a division of Cartus, the premier provider of global relocation services, moving over 100,000 families every year. As a result of being chosen for membership we have access to out of town renters moving to the area. Cartus limited act for many corporate companies and Hilton King & Locke benefit from being able to let properties to their relocating employees.


We believe successful marketing is key to making your property stand out from the crowd. We offer unrivalled internet coverage. Your property will be marketed on our website www.hklhome.co.uk. We advertise on the Number One property portal ‘Rightmove’. All of our listings are Premium Listings and we are the Featured Agent in Farnham Common, Chalfont St Peter and Iver.

Your home will also be marketed on www.zoopla.co.uk, which is the second biggest property portal site ensuring your property reaches as many potential tenants as possible.

Hilton King & Locke has its own Facebook page and Twitter feeds which are used as a further method of property promotion as well as attracting new clients/customers and keeping up to date with local information.

We advertise in the local Newspaper, The Buckinghamshire Advertiser.

Property Brochure

We will prepare a quality set of colour particulars accurately detailing the property, which will also feature a selection of internal and external photographs illustrating and highlight the best marketing features of your property, and floor plans. Good quality particulars are vital as they provide potential customers with their first impression of your property. For a small extra fee we can provide a professional photographer. High quality images are essential in modern day estate agency when most applicants start their search on line, it is essential that their attention is immediately captured by stunning imagery of your property.

Database of Applicants

We have a large database of applicants including Relocation companies looking to rent in your area. Once we have an approved brochure, all of our applicants will be e-mailed details of your property.

Property Viewings

All our property viewings are accompanied by a member of staff from Hilton King & Locke. We are on hand to answer any questions the tenant may have. If the property is vacant, you may wish to provide us with a key, or we can liaise viewings with yourself or the current occupier.

Property Feedback and Offers

We will always provide full feedback to you whether good or bad, as we feel all feedback is constructive.

When we receive offers, we will provide you with full information of the offer and the potential tenants so you can make an informed decision. We will then negotiate on your behalf to obtain the best rental price possible or terms that are acceptable with you.


Once you have accepted an offer, we will proceed with references on the potential tenant. We use a credit reference company called ‘Letsure’. They will carry out credit checks and employment and Landlord references if necessary. We also request ID and proof of address from all applicants. You will be given a copy of the reference report once completed.

What Arrangements Should I Make Before the Tenancy?

Gas Safety Certificate

Before any tenant can move in, you legally must have a valid annual Gas Safety Certificate. We can arrange this on your behalf if required (*Additional fee applies). Gas Safety Certificates must be renewed annually.

Consents to Let

If your property is subject to a mortgage, you may need to obtain consent from your mortgage provider and possibly abide by certain terms and conditions. If your property is leasehold, you may need to obtain permission from the freeholder or managing agent of the building.

Inventory, Check In and Check Out

We can arrange a professional independent inventory on your behalf. This lists the contents of your property, fixtures and fittings and the condition of the property. It is an accurate recording of the property upon hand over for the tenant. At the end of the tenancy, we will arrange the check out to record the final condition.

A professional inventory is a necessity in the event of a claim against the tenants deposit and would be relied upon for negotiation and adjudication.

Professional Cleaning

Prior to occupation, we would recommend your property is professionally cleaned with a cleaning invoice retained. When the property is returned, your tenant is expected to do the same and must provide a receipt for cleaning. This ensures high standards for the next tenancy and avoids grey areas when it comes to deposit returns.

Smoke and Carbon Monoxide Alarms

By law, smoke detectors should be installed on each floor of the property and tested at the start of the tenancy . You are also required to have a carbon monoxide detector in any room that has solid fuel heating and it is recommended to have one fitted by any gas appliances or flues.


A copy of manuals or guides for your property would be of huge value for your tenants. If the property is to be managed by us, a copy of warranties for appliances would be advisable.

Tenancy Agreement

After the references have been approved, we will draw up an Assured Shorthold Tenancy Agreement. You will be provided with a copy in advance so you can read through the clauses to ensure you understand your obligations. You will need to initial each page, sign the document and have your signature witnessed. You can either arrange to sign in our office or post the signed copy back to us in advance of the tenancy start.

Your tenant will sign another copy of the agreement, both documents will then be dated and exchanged over. You will be sent a copy of the tenant’s signed agreement after tenancy start.

Our Letting Services and Fees

Fully Managed

This is our fully extensive package ranging from finding you a tenant to looking after your property and tenant throughout the whole tenancy. You will receive piece of mind that your investment is being looked after. All of our property management is handled within our team and is not sub-contracted out to a faceless company. Our dedicated property management team handle everything from the collection of rent, regular maintenance, liaising with contractors, arranging quotes for your approval, safety compliances, emergency support, detailing with insurance claims, property inspections and recommendations. All of our contractors are fully insured, tried and tested.

Our fee for managed service is 12.5% (plus vat) (15.0% inc vat) taken monthly from rent due.

Rent Collection

If you are looking to manage the property yourself we can offer a Rent Collection Service. In addition to letting the property, Hilton King & Locke will collect rent from your tenant and provide you with a monthly statement. Rent is collected by standing order with payments transferred to you by BACs within 3 days of collection. In the rare situation that your tenant becomes late with payments, we will chase your tenant for rent and keep you fully informed. This is also the preferred option of service for our Landlords who prefer to pay the fee monthly rather than upfront at the commencement of the tenancy.

Our fee for rent collection service is 10% (plus vat) (12.0% inc vat) taken monthly from rent due.

Let Only

If you just require help in finding a tenant, this is the service for you. Hilton King & Locke will fully undertake all the marketing of your property including photos, floorplans, particulars and advertising in our offices, websites and property portals. We will carry out accompanied viewings and negotiate any offers. Once an offer has been agreed, we will fully reference the tenant, draw up the tenancy agreement, collect initial funds and deposit and register the deposit. You will handle the let once the tenant has successfully moved in.

Our fee for rent collection service is 10% (plus vat) (12.0% inc vat) taken upfront at the commencement of the tenancy for the term of the tenancy.

All fees are over the term of the tenancy.

Administrative / Tenancy Agreement charges £150 (inc vat).

For more information on Inventory costs please contact us.

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Expert photography

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Professional Photographs
Customer feedback

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Customer Feedback

This information is intended as a guide, to help you through the process.

We are aware that letting a property although very exciting can also be quite daunting and a little stressful too.

At Hilton King & Locke we endeavour to ensure that the letting process runs as smoothly as possible and will keep you fully informed and updated throughout, although please feel free to contact one of our experienced and dedicated team at any time who will be more than happy to help and answer any questions that you might have along the way.

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