Introduction
What is the ULHS Code of Good Practice for Resident Landlords?
This Code is for resident Landlords, who let rooms in their own home. By following it, Landlords should avoid the most common causes of dispute with their lodgers. In order to become a registered resident Landlord, you will need to agree to abide by this Code.
If a Landlord is unsure about any of the requirements of this Code, they should contact the ULHS who will assist or, where appropriate, refer them to either the Local Authority or the relevant government department.
The Code
1. Working with the ULHS
Landlords will:
1.1 Ensure that they are courteous and respectful at all times when dealing with staff members of the ULHS.
1.2 Contact the ULHS/update online every two weeks to update accommodation details to be advertised (every week during August and September).
1.3 Respond to contact from the ULHS within 5 working days or as soon as practicable after this.
1.4 Ensure that all property details registered with the ULHS are reported accurately and without misrepresentation to prospective lodgers.
2. Right to let
Upon request, either by the ULHS or prospective/current lodgers, landlords will provide written proof of ownership of the property in which the room is located or written permission from the owner to let.
3. Viewing the Accommodation
Landlords will:
3.1 Ensure that all the prospective lodgers are granted an opportunity to view the property and the room(s), having due regard to the rights of the existing lodgers.
3.2 Provide interested parties with a copy of the contractual terms under which a property is offered, such terms to include details of any fees payable in addition to rent and any arrangements involving guarantors.
3.3 Give to interested parties, when specifically requested, not less than 24 hours within which to seek independent advice regarding those contractual terms, during which time the property will not be re-marketed.
4. Safety and Property Condition
Landlords will:
4.1 Comply with the Gas Safety (Installation and Use) Regulations 1998 by ensuring the annual Gas Safety Check is completed for the accommodation prior to advertising through the ULHS. Please note that all gas appliances must be checked annually.
4.2 Ensure accommodation is clean, free from infestation, in a state of good repair and safe for the duration of the agreement. It should also be free from hazards as defined in the Housing Health and Safety Rating System (Housing Act 2004). If landlords are unclear of the requirements of HHSRS they should seek clarification from their Local Authority or a professional landlord organisation.
5. Written agreements
Landlords will:
5.1 Ensure that a License Agreement shall be made between the lodger and the landlord, making clear the rights and responsibilities of both parties.
5.2 This Agreement will provide details of any contractual period of occupancy and will be written in plain English with no concealed pitfalls or traps and avoiding unnecessary use of legal jargon.
5.3 If there are any House rules or any special conditions or unusual clauses these should be declared and explained before signing the Agreement.
5.4 Provide lodgers with a copy of the agreement once all parties have signed.
6. Financial arrangements
Landlords will:
6.1 Issue a written receipt where there is an agreement for either a deposit or rental payments to be made in cash.
6.2 Not insist on payments in cash.
7. Inventory and Schedule of Condition
Landlords will:
7.1 Compile a written check-in and check-out inventory and schedule of condition and provide lodgers with a copy. Lodgers will be given a reasonable period of time to review and suggest amendments to these documents before they are finalised.
8. Management
Landlords will:
8.1 Ensure that potential and existing lodgers are dealt with courteously and respectfully at all times in a manner that is free from discrimination on any grounds, including, but not limited to, beliefs or lawful preferences, religion, politics, gender, race and sexual orientation.
8.2 Ensure a prompt response to issues raised by lodgers.
8.3 Ensure that any major areas of dispute will be documented in writing by the landlord.
8.4 Respect the student’s right to privacy and will not enter the student’s bedroom, excepting in a genuine emergency, without permission. Members of the Landlord’s family will also not enter unless with the permission of the lodger.
9. Dealing with Disputes
Where disputes between landlords and lodgers occur, reasonableness and promptness in dealing with the issues by both parties is the key to the amicable and effective resolution of problems. Landlords, therefore, undertake to maintain courteous, professional relations with lodgers during any dispute.
10. Deposits
Landlords will:
10.1 Explain the reason for taking a deposit and the circumstances within which deductions may be made.
10.2 Issue any lodgers with clear written guidelines regarding the standard of cleaning and other arrangements for bringing the agreement to an end so as to avoid misunderstandings regarding the standard of cleanliness and condition of the property expected at the end of the tenancy.
10.3 Return deposits, following a joint inspection on the day the room is vacated, not later than fourteen days after the end of the agreement.
10.4 If any deductions are to be made, the Landlord should provide the lodger with a written statement, detailing the deductions, including receipts and invoices for goods purchased or work undertaken.
11. Compliance with the Code
11.1 Where the ULHS receives a complaint that a registered landlord is in breach of the Code, the ULHS will contact the landlord with full details of the complaint and ask for a response. If, after investigation, it is felt that the Code has been breached, the ULHS reserve the right to suspend the Landlord’s registration.
11.2 Should the ULHS receive a complaint from a student that concerns their health and safety, the ULHS reserve the right to pass on information about Landlords to third parties such as the Local Authority or the Health and Safety Executive
