Virtual Property Management Service

All property Admin functions – You can choose what you want us to do for you… 

We can: 

• Organise Viewings
• Send Application forms
• Reference tenants and Guarantors 
• Draw up Contracts (we use DocuSign in order to send e-documents)
• Protect deposits
• Rent recording/chasing/statements
• Arrange Property Maintenance
• Tenants queries
• Arrange check in’s check out’s/inventories
• Create and update Property Adverts
• Social media management
• Update Websites
• Landlord advice
• HMO regulations and licensing
• Compliance – electrical/gas safety certificate (among others)
• Arrange property inspections
• Manage Utilities
• Issue Court Summons 
• If needed we have a Barclays Client Bank account (segregated protected account) and Client Money Protection, we can use this account to take funds on behalf of the landlord from tenants (as we do for our existing tenants). The account is reconciled and funds paid to the landlord with statement.

2) We’re an experienced Rental Agency and as managers own a property portfolio of 15 houses, offering top-tier Property Management services ranging from two-bedroom flats to HMOs and premium properties. Together with the properties in our management portfolio and also those of other landlords, we manage around 40 properties while staying fully updated on property legislation and regulations, including Housing Acts, Landlord & Tenant Act, Right to Rent, Safety regulations, and more, ensuring compliance and efficiency in our operations. 

3) As we invoice on an hourly basis you only need to outsource the items that you would like to, you stay in control of your property. It is cost effective as we haven’t got the same overheads as a normal high street agency, we don’t charge any add on fees and we don’t add on fees to maintenance/certificates etc. 

4) We are UK based, your data is secure (we are registered with the ICO) and we are data compliant, due to cover in our staff we can cover for our staff holidays and sickness so your service is not interrupted at all.

Landlord B, asked for us to manage his portfolio rental enquires, viewings and property listings. Landlord provided us with property details, tenancy agreement, tenant requirements, existing tenants’ contacts, a viewing contact, property photos. We set up listings, responded to viewing enquires and booked in the viewings. We referenced applicants, drew up the property contracts and sent them out by DocuSign for signature. We provided tenants with the required certificates and Government “How to Rent” document. We collected tenants ID’s, arranged the move-in dates and key collection. Deposits were protected under the Deposit Protection Scheme.

Landlord C, asked us to record rent and chase up tenants in property Portfolio. Landlord provided us with the property and tenants’ contacts for all houses. Landlord sent us downloaded bank statements, we reconciled and produced rental statements for each property based on the rent that should have been received. We then updated the landlord and emailed the tenants to chase up any late and outstanding payments. (We do have the facility with a Barclays client account and Client Money Protection to take rental payments directly from landlords tenants, as we do with our existing 150 tenants, we would then reconcile and again produce the relevant statements and make payment to landlord with statement).

Landlord D, a new HMO landlord asked us to fill out the HMO licensing forms for a new student property. We provided advice on the current regulations and certifications needed for HMO licence. We also advised on furnishing and general HMO management. Since we are specialists in this area, we were able to to provide the landlord with template emails on Condensation, Welcome information (among others) that we use with our properties.

Landlord E, asked us to organise his annual required certificates. We scheduled and organised them according to their respective deadlines. We sourced directly from Gas and Electrical contractors with no mark up and arranged access with tenants.

Landlord F, asked us to use Facebook to post adverts for his properties and deal with the enquires through messenger.

Property owner G, with second home asked us to organise garden and general maintenance works fit for a premium property and to organise cleaning and bedding service to make sure the property was in top condition for their both visits and general maintenance of the property.

These are the types of work that we specialise at, we can do small items or cover the whole field. We do all the above and more when dealing with our own Portfolio and other landlords’ properties that we look after.

As we are not location based, we are not able to physically visit the properties, this means for:

Viewings: We need a local contact/or yourself (we can also use a national company if necessary)

Repairs: We will need your contacts (or use check-a-trade). We also require evidence of works before and after though photos. The landlord is to pay directly to the contractors for any maintenance that has been arrange. Alternatively, it is possible to arrange a landlord float with us upon request. 

Inventories/Check in’s/Check out’s: We can arrange through local inventory clerks or your contacts.

Key Holding: We do not hold keys (apart from local properties) – we will need a contact key holder.

Rate:  Set-Up Fee: A one-time set-up fee of £120 is applicable to get started with our Virtual Property Management Service.

Hourly Rate: Our competitive hourly rate is £28, ensuring cost-effective solutions without compromising on quality.

Any fees are a tax deductible expense –for example the effective charge for a 40% tax payer of our £28 a hour rate works out at £16.50/hour after tax.

No minimum hours and no minimum contract length.

Business Hours: Our normal working hours are 9am – 5pm Monday to Friday excluding UK public and bank holidays. We do provide cover if needed on Saturdays at a rate of £35 per hour, and Sundays at £50 per hour.

Emergency service: We also have a £50 rate for any unscheduled service requested that requires an urgent 24 hour turnaround.

VAT: At the moment there is no VAT applicable on these charges. We are close to VAT registration and when VAT is chargeable we will absorb the VAT within these rates.

Time Tracking: We track time and tasks for each client using Toggl (time recording software), we charge hourly (after the first hour time is rounded to the nearest 15 mins), you only use hours when you need them. We provide a time report along with the invoice.

Invoicing: The first invoice will be raised after the first two weeks of work and thereafter invoiced at the end of each month.

Contact: Feel free to reach out to us via phone or email so we can better understand your needs. It’s important to us that we are clear on the works required and that we have all the information we need to carry out the tasks well.

Try us out, you will like what we do!…and if not, feel free to stop with no further charges 🙂

Experience the convenience and efficiency of virtual property management with us. Contact us today to learn more about our services and how we can help you achieve your property management goals.

Contact us today to learn more about our services and how we can help you achieve your property management goals!

• Phone: 07822 010615

• Email: admin@key10.co.uk 

Take the first step towards effortless property management with Key10’s Virtual Property Management service. 

Your properties, our priority!

1. What services do you offer for property administration?

We provide a comprehensive range of property management functions tailored to your needs. This includes organizing viewings, sending application forms, referencing tenants and guarantors, drawing up contracts using platforms like DocuSign, deposit protection, rent recording and chasing, arranging property maintenance, handling tenant queries, check-ins/check-outs, creating and updating property adverts, managing social media, updating websites, providing landlord advice, ensuring compliance with HMO regulations and licensing, arranging property inspections, managing utilities, and issuing court summons if necessary.

2. Why choose Key10 Lettings?

We’re an experienced rental agency with our own property portfolio, allowing us to offer top-notch property management services. Leveraging our firsthand experience, we cater to properties ranging from one-bedroom flats to HMOs and premium properties. We manage properties for ourselves and other landlords, ensuring a high standard of service.

3. How do you price your services?

We invoice on an hourly basis, enabling you to outsource only the services you require while maintaining control over your property. Our cost-effective approach means we don’t charge additional fees and refrain from adding fees to maintenance or certificates.

4. Is my data secure with your agency?

Absolutely! We’re UK-based and registered with the ICO, ensuring data security and compliance. With coverage for staff holidays and sickness, our operations remain seamless, providing uninterrupted service to our client.

5. How can I contact you?

You may email either us on admin@key10.co.uk or give us a call on 07822 010615

6. What expertise do you bring to property management?

With a portfolio of 15 properties and experience managing for other landlords, we’re well-versed in property legislation and regulations. We stay up-to-date with housing acts, landlord and tenant laws, safety regulations, and local licensing requirements. We provide guidance on compliance with gas safety, electrical safety, energy performance, smoke and carbon monoxide alarms, legionella, tenancy deposits, and more.