BUILDING MANAGEMENT SERVICE IN SOUTHAMPTON AND COVERING SOUTH ENGLAND

Lessees can and do manage their own company competently and successfully. They make a direct saving on the fees a company such as ours charge, but they are still restricted by the duties that they have to the lessees and the terms of the lease on their property. Therefore, you will not necessarily receive greater freedom to manage by carrying out the function yourselves. It is worth noting that the management is an ongoing and long-term commitment. What would happen if a key person decided to move?

The benefits of using a professional management company should be weighed against the fees charged by them. A professional managing agent, like ourselves, will be completely independent and any disputes that arise will be handled and treated without any personal or private interests being involved. Matters such as debt collection can often be unpleasant and embarrassing for the individuals concerned. Such concerns will be removed by utilising us. We will be acting for the benefit of all the lessees. We will act for you instead of you acting for yourself.

Our tailor-made service will ensure that we will be providing the very best service. We are proactive and will adapt to changing situations wherever required. We believe that by being open and transparent in all our dealings with you, you will have control over how your property is managed. The property will not manage itself and we have the required skills to ensure it will be managed in a fit and proper manner for all concerned. After all, this is your home and a major investment, and you should expect the very best to go with it.

Many apartments/flats under management are sub-let. Unlike some of our competitors we are happy to receive queries from tenants in respect of your property. Matters that do not involve us will then be passed on directly to either you or the appropriate letting agents. We believe that by taking this approach we will be able to act upon information as quickly as possible. This means that issues can be resolved without delay and before they deteriorate, thereby saving you money.

When you appoint us as a managing agent:

• You will acquire a service which is convenient, professional and independent

• We will provide a transparent fee basis for the provision of our services and confirm all agreements in writing (Terms of Business will be tailored to suit your precise requirements)

• Information and support will always be available by telephone or email

• We have a thorough knowledge of the relevant rules and regulations affecting your property

• We can be on the scene promptly if circumstances dictate

• We remove from you the burden of work and the possibility of conflicts of interest, giving you peace of mind

• You will save personal time knowing that key work has been delegated to a safe pair of hands

• Risk management will have been professionally outsourced

• You will remain in overall control but have a trusted delegate operating on your behalf

The keyword is "control". By appointing us, you delegate activities to us but you do not abdicate responsibility. HMS lives up to its motto by ensuring that you are professionally serviced and protected during the tenure of the contract.

HMS operates an advocate policy. If a lessee recommends our services to another apartment/flat management company and HMS is appointed as managing agent to that company, we will pay the lessee £250 for the introduced lead. Quite simply, the acquisition cost (marketing, lead generation, advertising etc) to acquire a new property to manage costs at least £250, so it is only right and proper that that sum is paid to a fellow client, thus upholding our principle of integrity.

HMS adopts high standards in our dealings with clients, and we aspire to provide and maintain the highest quality of service throughout the contract.

Our rigorous and robust procedures benefit you by providing genuine reassurance and peace of mind. We uphold the principles of integrity and our independent stance is never compromised by the taking of commission or any other forms of remuneration or inducements.

We're your agent. Our sole responsibility is to represent you, We act in a similar way to that of a solicitor acting on behalf of a client. We can guide you through the bewildering array of legislation that can trap the unwary, upholding our motto of 'Service and Protection'.

HMS’ terms of business outline service standards and fees, both of which are contained on this website.

All matters will be agreed up front with client companies so there will never be any surprises. Client company expectations are met and exceeded.

Our notice periods are minimal (one to three months). We prefer to be judged on our merits. If a client wishes to terminate our services for whatever reason, we have no wish to tie them to a restrictive contract. Our approach to business is very simple. If we perform as expected and/or exceed expectations whilst charging a competitive rate, then there should be no reason for a client company to wish to terminate the contract.

In the unlikely event that you have a complaint against HMS, we have our own Client Complaint Procedure. A complaint should be made in the first instance to:

The Legal Officer, HMS Property Management Services Limited, 62 Rumbridge Street, Totton, Southampton, SO40 9DS / Telephone: 023 8066 8685

A client complaint procedure document will be sent to you explaining how the complaint will be handled.

HMS carries professional indemnity insurance. In the unlikely event of an error or negligence by HMS, client companies can be assured that HMS carries adequate insurance cover in the event of a claim.

Before directors of a new potential client engage the services of HMS, they may consider it prudent to contact existing clients of HMS for a reference. HMS will supply the names and addresses of client directors subject to express permission from those directors for the passing of such information.

The process to transfer from an existing managing agent to HMS is very simple.

Once the decision is made to terminate an existing managing agent's contract, notice must be given to that managing agent in accordance with the contracted terms of business. Some managing agents may be prepared to waive or shorten the notice period.

HMS will not wait for the notice to expire before commencing activities on your behalf. We prefer to engage with the previous managing agent during any notice period. Our fees will only be operative from the date that the contract with the previous managing agent ceases. In this way, the client company does not pay twice for the same service. However, by engaging with the existing managing agent before their contract expires, they are contractually bound to provide information to HMS, in accordance with your instructions (HMS will prepare appropriate authorities for your signature).

The objective is to ensure that a smooth handover takes place with all relevant documentation, keys, insurance and maintenance matters, outstanding issues and cash in client accounts being dealt with correctly.

HMS will handle the entire process on your behalf. Following the handover, HMS will prepare a directors' handover report. This report is essentially an audit of the state of the management of the property and your management company as found at the takeover date. If recommendations are necessary, they will be contained in the report. The HMS inaugural property inspection will also be undertaken and a handover report prepared.

HMS will handle the opening of a new bank account and will ensure all sums of monies are paid into that account. Directors of the client company may need to comply with the anti-money laundering requirements of Lloyds TSB Bank plc or a bank of their choice if they are not already known to the bank. HMS will provide guidance.

In essence, apart from making the decision to appoint HMS, there is very little else that the directors will have to do. HMS will organise and fast track all activities to make the transition as smooth as possible.