How to Set Up & Add Default and Additional Certificates for Lettings

Introduction

In this guide, we will go through how to set up your default certificates for lettings, and how to add required and additional certificates for individual properties.

Setting Up Default Certificates

1. **Accessing Settings**

   - Click on your avatar or profile picture in the top right-hand corner.

   - Navigate to your settings.

   - Find and select the "Certificate Types" setting.

2. **Configuring Certificate Types**

   - On the left-hand side, you will see a list of all the certificates commonly used in lettings.

   - If you need a certificate that isn’t listed, please email support for assistance.

   - Each certificate type includes the name and the default expiry period. For example:

     - EPC (Energy Performance Certificate) – 10 years

     - Gas Safety – 1 year

     - EICR (Electrical Installation Condition Report) – 5 years

   - Set the default reminder for the property manager about upcoming certificate expirations.

3. **Setting Default Certificates**

   - On the right-hand side, check the boxes next to the certificates that should be required by default for every property.

   - This may vary based on your area and operational requirements. For instance:

     - EPC, Gas Safety, and EICR are typically required.

     - Additional certificates like HMO licenses may be necessary depending on local regulations.

   - After making your selections, click on "Save Types" to apply these defaults.

Applying Certificates to Properties

1. **Creating Compliance Tabs**

   - When you create a new appraisal, instruct a property, or create a pre-market property, a compliance tab will be automatically created.

   - This compliance tab will include the default certificates you set earlier, marked with an exclamation mark if they are needed but not yet added.

2. **Adding Certificates**

   - Navigate to the compliance tab when preparing your property for the market.

   - For each required certificate (e.g., EPC, Gas Safety, EICR), you need to indicate whether the property has it or not.

   - If the certificate is available, click on "Add Certificate" and provide the necessary details:

     - Certificate type

     - Expiry date (e.g., 10 years from today for an EPC)

     - Certificate number

     - Renewal reminder (e.g., 30 days before expiry)

     - Optional: Contractor details for the certificate

   - Upload the certificate file and click "Add" to validate it.

3. **Handling Non-Required Certificates**

   - If a certificate is not required (e.g., the property does not have gas), mark it as "Not Required."

4. **Adding Other Certificates**

   - You can also upload additional certificates and checks that may not be mandatory but are useful to keep on record, such as insurance documents or rent guarantee insurance.

   - Add these certificates by selecting "Other Certificates and Checks," uploading the relevant files, and providing any necessary details.

Conclusion

By following these steps, you can effectively manage your default and additional certificates within Luke Software, ensuring compliance and organization for all your properties. If you need further assistance, please reach out to our support team.