Management
We can therefore take the entire management of your property off your hands, allowing for a stress-free and well managed experience for both the tenant and the landlord. Below is an overview of the specific work which will be carried out when managing third party owned properties:
Arrangement of the tenants administration / provision of information / administrative work / social management
- Setting up the tenants property register and keeping it up to date.
- Drawing up the property rules and regulations.
- Professional support for landlords with regard to legal issues (advice will be given with regard to legal issues, but the handling will be carried out by external parties.) Costs incurred will be charged to the client.
- Arranging the settlement of the transfers. During this process, we are extra vigilant in checking for and dealing with any payment arrears.
- Conducting written and telephone correspondence with the tenants and the client (landlord) regarding the administration.
Informing new tenants with regards to the property, including:
- The general condition (ROZ)
- The decision to make minor alterations to the property (maintenance for example)
- Rules and regulations of the property
- Social management
- Problems between neighbours and any other disputes between tenants and third parties will be resolved through consultation with neighbors on the basis of the house rules.
- Provide tenants with landlord references for future homes.
Taking care of the debtor administration
- Keeping and updating the financial records for each tenant throughout the duration of the tenancy.
- The manager (with authorization from the landlord/client) collects all advances of payment. This includes: rent, utilities, council tax and deposits. All payments will be made via bank transfer or direct debit on behalf of the client. The landlord will receive a monthly statement with all payment transactions.
- If the leased property is an independent living space with a liberalized rental price: the annual rental price change happens on the basis of the change in the monthly price index according to the consumer price index (CPI), set of all households (in 2015 = 100), published by the Central Bureau of Statistics (CBS). This takes place in July of each year, unless agreed otherwise.
- Payment arrears will be monitored in accordance with the established collection procedure. “Extrajudicial Collection Costs Act”.
- The client will be informed of any late payments via email.
- Payment transfers will be made to the client before the 6th of every month, minus commission. An overview of this can be found in the monthly statement.
- Tenant deposits will remain in safe keeping with the manager. The manager will ensure that any disputes relating to the deposit at the end of the lease are dealt with fairly and professionally.
- Arrangement of the annual settlement of heating costs (if applicable).
Costs
In addition to the standard one-off fee that we charge for finding tenants, which is one month’s rent excl. VAT, we charge 3% of the rent excl. commission per month for the financial management of your home.
For example:
You rent your property for € 1400,- excl. VAT. Once the appropriate tenant has been found, you will be invoiced €1400,- + 21% VAT as a commission fee. This can be settled in one payment, or it can be spread over 12 months and collected with the 3% management commission.
If you decide to spread the commission over twelve payments, an additional € 141.17,- ((€1400 * 21%) / 12) will be deducted from the rent each month.
Subsequently, we deduct 3% of the rental price (in this case €50.82,- incl. VAT) from the monthly payments as commission for the management of your home.
Taking care of daily maintenance ensures the following:
- The handling of all daily maintenance tasks, in accordance with the applicable procedures which have been determined in consultation with the manager. The client hereby authorizes the technical manager to outsource maintenance work on the property. The landlord will receive an update after every maintenance assignment is carried out.
- Being the contact point for all reports of malfunctions and requests for repairs both verbally and in writing.
- Assessing and determining who is responsible for the cost of the repairs, the landlord or the client. The assessment takes place on the basis of the general terms and conditions of the lease agreement of the Council of Real Estate (ROZ), the Rules of Procedure or the Small Repairs Decree as referred to in Article 240 of Book 7 of the Dutch Civil Code.
- If necessary, on-site inspection of requests for repairs (if the landlord prefers this as standard practice, it can be arranged).
- Arranging the written commission for contractors or installers etc. A copy of the commission will always be added to the invoice.
- Thorough check of the completed work upon receipt of the invoice.
- Requesting maintenance agreements on behalf of the client for the communal or shared areas of the property. Requesting the necessary quotes, then submitting them to the client for initialing and signing.
- Taking quick action in the event of an emergency. In accordance with the Rules of Procedure, feedback will be reported to the client.
- Informing and advising tenants regarding any planned maintenance work.
- Requesting quotes in consultation with the client. Assessing the received quotations and advising the client further.
- Arrange commissions for the property in consultation with the client. The commission will always be in writing.
- Supervising the execution of work.
- Being present at any (construction) meetings.
- Arranging (interim) deliveries, as well as monitoring that all received objects are delivered undamaged, possibly with an external expert.
- The verification of the invoices, as well as the associated approval.
- Informing the client (in the interim) of the progress of the work, as well as the financial reporting.
- Determining a cleaning program in consultation with the client.
Analysis of the cleaning work on the basis of the cleaning program and in consultation with the client (reimbursement based on actual hours). The costs are charged to the client on the basis of the actual costs incurred.
Taking care of the insurance
1. The financial settlement of claims with the insurance company.
2. Keeping the receipts of the claims on file.
3. Checking the accuracy of the policies taken out and updating the data where necessary.
4. Reporting on the settlement of the claim.
Taking care of the creditor administration
1. The registration and archiving of all invoices received by the client.
2. The timely payment of invoices on behalf of the client.
3. Taking care of all receipts, such as collection and various fees, etc. on behalf of the client.
4. Carrying out payments of all financial expenses in accordance with the mandates issued by the client.
Costs
In addition to the standard one-off fee that we charge for finding tenants, which is one month’s rent excl. VAT, we charge 5% of the rent excl. VAT per month for the financial management of your home.
For example:
You rent your property for € 1400,- excl. VAT. Once the appropriate tenant has been found, you will be invoiced €1400,- + 21% VAT as a commission fee. This can be settled in one payment, or it can be spread over 12 months and collected with the 5% management commission.
If you decide to spread the commission over twelve payments, an additional € 141.17,- ((€1400 * 21%) / 12) will be deducted from the rent each month.
Subsequently, we deduct 5% of the rental price (in this case €84.17,- incl. VAT) from the monthly rental payments.