Clan Gordon aims to be the best Letting Agent in Edinburgh for both landlords and tenants.

When we surveyed our tenants in 2010, 95% said they would recommend Clan Gordon - The Edinburgh Letting Agent - to their friends.

We try to make sure we only choose good tenants for our properties, and hope you will help us to manage the property well. Please report anything you notice in the property which might raise a concern about the maintenance of your home. You can find advice on maintenance and other issues which might arise during your tenancy, and what to do if you want to end or renew your tenancy, in the sections shown below.

Maintenance

You must inform us immediately if there are any maintenance issues in the flat. Failure to do so may result in some or all of your deposit being retained. In exceptional circumstances where there is significant damage to the Property, court action will be taken.

You have a responsibility to keep the Property tidy and well cared for throughout the tenancy.

As detailed in your tenancy agreement, failure to do so may result in some or all of your deposit being retained.

We will update you on progress as required and let you know when contractors will be attending, except in extreme emergences.

What is an Emergency?

An emergency is something which is causing onging damage to the property or risk of injury.

There are a limited number of issues that can be classed as an emergency. These include a water leak which cannot be stopped using the stopcock, a gas leak or faulty gas appliance, or major damage caused by fire or flood.

If the Tenant calls out a contractor outside of normal working hours, and it is not an emergency situation, the Tenant will be charged any additional costs incurred by the Landlord or the Landlord's Agent for the emergency call out.

Gas Emergency

If you smell gas you should not turn on or off any electrical switches and turn off the gas immediately at the supply by turning the handle so it is horizontal. You should evacuate the Property immediately and call Transco on 0800 111 999. When you first move into the Property you should familiarise yourself with the location of the gas shut off valve.

Electricity Emergency

If you have any problems with the supply of the electricity coming into the Property, call Scottish Power on 0845 27 27 999.

Water Emergency

If you have any problems with the supply of the water coming into the Property, call Scottish Water on 0845 600 8855. If there is a leak in the Property, you should turn off the water at the stopcock.

When you first move into the Property, you should familiarise yourself with the location of the main water stopcock.

If a separate property above yours is leaking into your property and you cannot contact the occupier then call Edinburgh Council Emergencies on 0131 200 2000.

Fire Emergency

In the event of a fire in the Property, you must evacuate the Property immediately, call the emergency services on 999 and ask for the Fire Brigade. You can find more information on fire safety in your home on the Fire and Rescue Service website.

Guidelines During the Tenancy

We will advise you of the current utility providers and take opening meter readings.


Although we will send those readings and your details to the current providers, it is your responsibility to contact them to set up appropriate payment plans for your accounts.

You must also contact the local council to set up an account and payment plan for your council tax and water/sewerage charges.

The Landlord undertakes to pay all premiums for insurance of the building and any contents belonging to the Landlord. The Landlord will have no liability for any items belonging to the Tenant.

The Tenant is responsible for arranging insurance of his own belongings. It is recommended that the Tenant take out Tenant Contents Insurance. Policies are available which will also cover accidental damage to Landlord Property.

Regular cleaning is recommended as it may not be sufficient to just clean the property at the end of the tenancy.

In particular, cooking areas such as the hob and oven should be cleaned on a regular basis as food or grease left in these areas for a length of time can be difficult to remove.

Ensure bathrooms and other areas in the Property are kept well aired. The tiles, grout and sealant round the bath or shower must be allowed to dry adequately after use and cleaned regularly. If you allow the tiles, grout or sealant to go mouldy or black due to lack of care, then you will be charged for re-sealing or grouting and for any resulting water ingress.

If there is a private garden with the Property, you must maintain it to a reasonable standard. For shared gardens, you take on the shared responsibility with the other occupiers for maintaining the garden and common areas. This may include paying your share towards a regular gardener or a cleaner for stairs

You must take all necessary steps to ensure that water pipes do not freeze or cause flood. If you are unsure about what this means, you should seek professional advice.

You must behave responsibly throughout your tenancy. Edinburgh Council takes anti-social behaviour very seriously You should respect your neighbours and behave in the same way that you would expect your neighbours to behave towards you.

You must not sublet any of the rooms in the Property. If you are going away for a period of more than 2 weeks, you must inform us.

We will carry out a detailed visual inspection of the Property on a regular basis. Any maintenance issues or accidental damage will be noted and the appropriate action taken.

You have an obligation under the Tenancy Agreement to forward any formal notices which arrive at the Property such as legal warrants or notices from the council regarding common repairs.

We would also be grateful if you would forward any personal mail for the Landlord or the Landlord's Agent to our address. We appreciate there is a limit to this and would ask that you let us know if significant volumes are being received.

Mail to anyone other than the Landlord or the Landlord's Agent may be returned to sender.

The original instruction manuals for appliances like the cooker or heating system often go missing. If necessary, you will be shown at check-in how to use any appliances including heating systems.

If you find it difficult to use any appliances in the Property during the tenancy, please contact Clan Gordon Limited and we will endeavour to help.

How to end or renew your tenancy

Please contact us if you wish to renew the tenancy for a further period at the end of the initial term or before.

The notice period on your tenancy is 2 months. Even if you want to end the tenancy at the initial tenancy end date, you must give us at least 2 months written notice before this date.

For example: say your tenancy starts on 15 January 2009 and has an initial end date of 16 July 2009. In order to end the tenancy at 16 July 2009, you must give us written notice at least 2 months before this date - that is before 16 May 2009.

In the example above, the next date you can end the Tenancy would be 16 August 2009. In order to end the Tenancy at this date, you must give us written notice at least two months before - that is before 16 June 2009. The next date the tenancy can end would be 16 September 2009 and so on.

When you send your written notice to end the tenancy, you must enclose a copy of recent utility bills for the Property.

When you decide to end the tenancy, you must contact Edinburgh Council Revenue and Benefits Division (0131 469 5000) to inform them that you are ending your tenancy and ask for a final bill for council tax as they take 4 to 6 weeks to process any changes.

You should plan for forwarding any mail to your next address by using the Post Office redirection service, inform all utilities, banks etc that you are moving and supply your new address.

End of tenancy guidelines

Before the date of leaving you should ensure the Property is returned to the same standard as you received it, subject to fair wear and tear. Failure to do so will result in part or all of your deposit being retained to pay for the costs of bringing the Property back up to standard.

We will carry out a detailed comparison of the Property against the opening inventory. Any damage beyond fair wear and tear will be deducted from your deposit.

In the case of significant accidental damage or malicious damage or other money due by the Tenant, the Landlord or the Landlord's Agent will pursue you through the courts if you refuse to pay.

Remove all belongings and any rubbish before the check out. Any personal belongings left in the Property will be disposed of and the cost of doing so will be chargeable.

All items must be moved to the location they were in when you moved in to the Property.

Dishes, pots, pans and cutlery must be washed and put away neatly.

Oven, hobs, microwaves and all other appliances must be cleaned thoroughly. You must use the correct cleaning materials to ensure you do not damage the appliances. You may think that the oven or trays and shelves will not clean completely, but they will if you use the correct cleaning materials. If you do not use the correct cleaning materials for the inside of the oven, then it is unlikely the oven will be clean enough.

If there is an extractor above the hob, then it must also be cleaned and free from grease. You must remove the metal grease filters to clean them thoroughly and replace the charcoal filters.

Washing machines must be clean - clean the soap drawer, which is usually removable, inside the drum and around the door.

Fridges and freezers must be defrosted and cleaned thoroughly using suitable disinfectant. After cleaning, you should ideally leave them switched off with the doors held open. If you cannot switch them off, close the doors and leave them switched on.

All kitchen units and cupboards must be cleaned inside and out and on top.

Furniture must be moved, vacuumed underneath and replaced.

Carpets must be professionally cleaned if there are any marks or spills. Excessive carpet wear is not deemed fair wear and tear. You should ensure that outdoor footwear is not worn in the Property.

All curtains must be professionally washed or dry cleaned according to instructions on the labels - if there are no instructions, they must be dry cleaned. If the sofa has removable covers, they must be professionally washed or dry cleaned according to instructions on the labels - if there are no instructions, they must be dry cleaned.

All woodwork including skirting, window sills and door surrounds must be clean and free from dust.

All light fittings, lamp shades and sockets must be free of dust, dirt and grease.

All windows must be clean, inside and out.

All areas in the bathroom, including the toilet, sink, bath, shower screen/curtain must be thoroughly clean and disinfected.

If the bath, shower or sink sealant is mouldy then it will be replaced at cost to the Tenant.

Don't forget inside all the cupboards and wardrobes or inside any drawers in the flat - it must all be cleaned. Perhaps you stored some things away which you have not used - they must be taken back to where they were and cleaned.

Please note that these guidelines are intended to help Tenants avoid losing their deposit. It is not a comprehensive list.

All properties are different, but the bottom line is that the whole Property and everything in it must be in the same place and condition as it was on the day of entry and everything must be clean.

We will take final meter readings but it is your responsibility to ensure that your account is closed. You must pay any outstanding balances and supply forwarding addresses to the utility companies.

If you haven't done so already, you should ensure your Council Tax Account is closed and there is no outstanding balance.

If you haven't done so already, you should arrange for any mail to be forwarded to your next address by using the Post Office redirection service and inform all utilities, banks etc that you are moving. Any mail returned to our office by the next Tenant will be returned to sender.