Property Management

We pride ourselves on being highly skilled and fully committed to managing the portfolios assigned to us. Our priority is to ensure that any issues, queries, or maintenance requests raised are handled promptly, efficiently, and, above all, professionally. We understand the importance of timely responses and expert solutions to maintain smooth operations and keep all parties satisfied.

We believe that your tenants’ and landlords’ concerns are just as important to us as they are to you because their problems become our problems. Every individual we interact with, whether by phone, email, or text, is treated with the utmost respect and courtesy. We communicate with empathy and professionalism, always putting ourselves in their shoes to provide the best possible service.

Importantly, we do not see your tenants or landlords as mere numbers or tenancies. Instead, we treat everyone equally and with genuine care, ensuring a positive experience for all involved. This approach helps build trust and long-lasting relationships, reflecting the high standards we uphold in our work.

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Tenancy Agreements

Malthouse offers a range of tenancy agreements tailored to meet your specific needs whether it’s a single room let or a House of Multiple Occupancy (HMO), we have agreements designed to suit every situation. We ensure that all tenancy agreements are accurately prepared and delivered in a timely manner ahead of the agreed move-in date. This allows all parties sufficient time to review and approve these important legal documents with confidence.
Tenant Referencing

All tenant references are conducted by our trusted third-party partner, Rightmove. Once completed, the results are delivered to you and your landlords in a detailed, clear, and easy-to-understand report. This comprehensive information gives you the confidence and assurance needed to make informed decisions when letting to prospective applicants.
Tenancy Administration

Malthouse can efficiently handle all the essential documentation required for your applicants to move into a property. By outsourcing your administration to us, your lettings team can focus entirely on securing new instructions and nurturing relationships with your existing clients. With frequent changes in landlord and tenant legislation, Malthouse ensures your business administration remains fully compliant by keeping you informed and updating all documents we prepare on your behalf. We prepare all paperwork under your company’s business name, seamlessly integrating as the vital piece of your operation’s puzzle—functioning as an essential part of your team without physically being in your office. Plus, you never need to worry about staff absences disrupting your workflow!
Renewals

Malthouse will notify you by email in advance of tenancies approaching the end of their fixed term, giving you ample time to liaise with both landlord and tenant regarding renewal. We can also provide all the necessary documentation, acting as your agent, to facilitate the renewal of the tenancy for another fixed term seamlessly.
Rent Collection

Applicants and tenants pay funds into your client account, which are then receipted and reconciled in your property management software on a daily basis.
Deposit Registration

We can register all deposits with your designated custodial scheme within the agreed timeframe. At the end of each tenancy, we will manage the release and distribution of deposits in accordance with the information you provide. Additionally, we perform weekly reconciliations of your custodial scheme to ensure it aligns accurately with your software records.
Fees/Commissions

All fees and commissions will be transferred to your trading account, accompanied by a fully itemized report detailing exactly what has been earned. We can also collaborate with you and your accountant to create a report that categorizes your income by nominal codes, streamlining your end-of-month accounting process.
Contractors Invoices

Forward all contractor invoices to a designated email address, and we will allocate them to the appropriate tenancy or ledger within your software. These amounts will then be either deducted from the next rental payment or reconciled against a payment made by the tenant or landlord.
Landlord/Contractor Payments

Once rental payments are received, they will be processed and distributed accordingly. All disbursements to your clients will be made via bank transfer.
Non Resident Landlords (Overseas Tax)

We can hold all Non-Resident Landlord deductions in a designated client account and transfer the funds to you along with an itemized breakdown, enabling you to make timely payments to HMRC.
Statements/Remittance Advices

Once payments have been made, a statement of account detailing all expenditures will be emailed to your landlord. This statement corresponds with the payment and is issued on your company’s letterhead. Additionally, all contractors will receive a remittance advice to help them or their accountants match payments received with the relevant invoices.