Letters to landlords - COVID-19 quarterly returns 2021/22

Letter to local authorities

13 May 2021

Dear Colleague,

I hope this finds you well.

Firstly, I would like to thank you for submitting the COVID-19 monthly returns throughout 2020/21. This has enabled us to report regularly to the Social Housing Resilience Group (SHRG) and interested stakeholders on how the pandemic is impacting on social landlords.

As you will know we wrote to all social landlords on 5 March to advise that, following discussion with stakeholders, the SHRG decided that as we move to recovery there is still value in collecting information and that the frequency should change to a quarterly return. This information will help the SHRG to monitor the potential impact, including financial impact, on landlords and to consider support that landlords may need in the longer term. The SHRG will keep under review the ongoing need for this information, and we will continue to collect the information until the SHRG confirms it no longer requires it.

The SHRG has reviewed the content of the return to ensure that we are only collecting data which it will use to monitor the impact of, and landlords’ recovery out of, the pandemic. The Group agreed that it was appropriate to continue to collect all of the data which was included in the monthly returns, as all of the data remains relevant to its work. The Group also agreed that there was value in expanding the indicators in relation to lets to provide a fuller picture of activity in this area, the impact on timescales for re-lets and on rent lost due to empty properties. Finally, the Group decided to include rental income from Universal Credit, Housing Benefit or Discretionary Housing Payments paid directly to the landlord.

To help landlords prepare, we have listed in Appendix 1 the indicators we will publish in the dashboard and in Appendix 2 the data we will collect in the new form, with changes clearly marked. Almost all of the new indicators are based on existing ARC indicators and will be familiar to landlords. In the form we will ask you to submit cumulative quarterly figures (and not figures for each month within the reporting period).

The first return covers the period 1 April to 30 June 2021. We have extended the submission date for the quarterly returns to 14 working days after the quarter end. The first return is therefore due on 20 July. We will continue to make the form available from the end of the quarter through the Social Landlord Portal and landlords should continue to submit their return via the portal.

Finally, we will continue to publish the full dataset with the exception of RSL cash balances.

Thank you once again for your assistance. If you have any questions on this please contact your lead regulator in the first instance.

Michael Cameron

Chief Executive

Scottish Housing Regulator

 

 

APPENDIX 1

 

We will publish the following data in the quarterly dashboard

 

  1. Staff absence levels on the last day of the quarter (RSLs only)
  2. Number of staff placed on furlough in accordance with the UK Government's furlough scheme (RSLs only)
  3. Cash balance as at the last day of the quarter (RSLs only)
  4. Total arrears: gross rent arrears (all tenants) as at last day of the quarter as a % of rent due for the reporting year
  5. Percentage of rental income from Universal Credit, Housing Benefit or Discretionary Housing Payments
  6. Empty homes: the number of empty dwellings that arose during the last quarter in self-contained lettable stock
  7. Empty homes: total number of empty dwellings in self-contained lettable stock on the last day of the reporting quarter
  8. Percentage of rent due lost through properties being empty during the last quarter
  9. Average length of time taken to re-let properties in the last quarter
  10. Total number of lets and properties leased
  11. Lets: total number to homeless (SST)
  12. Lets: total number to homeless (short SST)
  13. Lets: total number leased to LA (RSLs only)
  14. Lets: total number of empty dwellings added to the pool of stock for use as temporary accommodation (LA only)
  15. Lets: total number to existing tenants
  16. Lets: total number to housing list applicants
  17. Lets: total number from other sources
  18. Court actions: total number of court actions initiated
  19. Court actions: properties recovered having obtained decree for non-payment of rent
  20. Court actions: properties recovered having obtained decree for anti-social behaviour
  21. Court actions: properties recovered having obtained decree for other reasons
  22. Notice of proceedings: rent arrears
  23. Notice of proceedings: anti-social behaviour/criminal activity
  24. Notice of proceedings: other reasons
  25. Homeless: the total number of homeless applications received in the quarter (LA only)
  26. Homeless: the total number of households offered and accepted temporary accommodation in the quarter (LA only)
  27. Homeless: the total number offered and refused temporary accommodation in the quarter (LA only)
  28. Homeless: the total number not offered temporary accommodation when needed in the quarter (LA only)
  29. Homeless: the total number of households in temporary accommodation on the last day of the quarter (LA only)

APPENDIX 2

 

Information we will collect from RSLs to produce the dashboard

 

 

INFORMATION WE WILL COLLECT

DEFINITION

 

STAFFING

 

1

Total number of staff (FTE)  

Permanent or temporary staff employed by the RSL or by any of its subsidiaries on the last day of the reporting quarter which carry out duties for the RSL. The number of staff should be reported in terms of full-time equivalents (FTE). For example, if the hours of two people working part-time are added together that might be the same as one full-time job.

2

Total number absent (FTE)

Number of staff (FTE) not available to work, because of ill-health, care responsibilities, compassionate leave, other reasons (excluding those placed on furlough) on the last day of the reporting quarter.

3

Percentage of staff absent on last day of the quarter

To calculate the percentage we will divide the total number absent (FTE) by the total number of staff (FTE) and multiply by 100.

4

Number of staff placed on furlough in accordance with the UK Government's furlough scheme

Number of staff placed on furlough in accordance with the UK Government's furlough scheme. From 1 July 2020 employers can bring furloughed employees back to work for any amount of time and any shift pattern. Where employees are brought back to work for any amount of time, provide the FTE of furloughed staff time.

 

CASH BALANCE

 

5

Cash balance as at the last day of the quarter

Cash balances as per general ledger, including cash investments, on the last day of the reporting quarter.

 

RENT ARREARS

 

6

Total rent due

Total rent due is the value (to the nearest £) of the total annual charges levied by the landlord in respect of rent and service charges for dwellings.

7

Gross rent arrears

Gross rent arrears for the reporting quarter. Gross rent arrears consists of the value (to the nearest £) of current and former tenant rent arrears as at the end of each quarter or the closest end of debit period prior to any arrears write-off. Rent paid in advance should not be used to offset the overall value.

Do not include as arrears:

  • The value of any outstanding payments from people who have an agreement to pay their rent slightly later than the landlord’s normal monthly rent cycle i.e. agreements to make payments in the next rental cycle; and
  • The value of any outstanding Housing Benefit/Universal Credit payments due for that quarter but not received until after the start of the next quarter.

8

Total arrears: gross rent arrears (all tenants) as at last day of the quarter as a % of rent due for the reporting year

To calculate the percentage we will divide:

(I) the total value of gross rent arrears,

(II) the total rent due for the year, and multiply by 100.

9

NEW

Total value of direct housing cost payments received from Universal Credit, Housing Benefit and Discretionary Housing Payments received during the quarter.

 

Value of payments received

The total amount (£s) of housing costs (Housing Benefit/Universal Credit/Discretionary Housing Payments) paid directly to the landlord during the reporting quarter, irrespective of what period the payments relate to.

Ensure to deduct any overpayments of housing costs recovered from direct payments received (regardless to which quarter the recovery is in respect of) when calculating the value of payments received.

We recognise that this figure may change after the reporting quarter due to the timing of payments. As a result we are not asking landlords to submit updates or corrections to the reported figures for this indicator.

 

EMPTY HOMES

 

10

Empty Homes: the number of empty homes on the last day of the previous reporting quarter

 

The total number of empty dwellings on the last day of the previous reporting quarter. An empty home is a property owned by a landlord which has no tenant. We will pre populate this field using the figure submitted in the previous quarter’s return.

 

11

Empty homes: the number of empty dwellings that arose during the last quarter in self-contained lettable stock

The number of empty dwellings that arose during the reporting quarter in self-contained lettable stock.

 

12

Empty homes: total number of empty dwellings in self-contained lettable stock on the last day of the reporting quarter.

 

The total number of dwellings in self-contained lettable stock that were empty on the last day of the reporting quarter .

 

13

NEW

Total amount of rent due for the reporting quarter

 

Based on ARC 18

The total charges levied by the landlord in respect of rent and service charges for the reporting quarter. Subject to the exclusions listed below:

 

When calculating the total rent due and the rent loss do not include:

  • lock-ups and garages
  • sharing owners
  • Properties used for temporary homeless lets
  • Leased properties
  • Rent (including service charges) for periods when properties are empty subject to an insurance claim being raised because of fire of flood damage
  • Empty properties awaiting or undergoing major repairs/restructural work during which the period it would be unsafe for them to be occupied (N.B. Following completion of major repair work any subsequent void period occurring until the date of re-let should be counted as a void (i.e. any void period from the start date of a new tenancy is to be included in the reported rent lost through properties being empty and rental income lost)).
  • Rent lost due to periods of time when major improvement/modernisation works are being undertaken. So major that it cannot reasonably be occupied
  • Rent lost due to reasonable time taken to clear the house following a tenant’s death
  • Rent for properties where the keys are held by the Police to assist with their investigation
  • Properties held for decanting tenants
  • Properties which are empty and subject of a Governing Body/Sub-Committee/Council decision that they are not to be let because they are surplus to long-term requirements, or to be transferred, disposed of or demolished; or reconfigured.

Ensure to include:

  • only the amount (£’s) of rent lost for the current rent accounting quarter when reporting loss for a property that spans across two rent accounting quarters, and
  • service charges, in the calculations

To calculate the percentage of rent lost through properties being empty during the last quarter we will divide:

(i) total amount of rent due for the reporting quarter, by

(ii) total amount of rent lost through properties being empty during the reporting quarter. Multiply by 100.

14

NEW

Total amount of rent lost through properties being empty during the reporting quarter

 

 

Based on ARC 18

The rent loss for an empty property in relation to a new let is the amount of lost rental income (including services charges) for the time – measured in calendar days – from the date of handover to the landlord following the issue of the certificate of practical completion and the start date of the first tenancy. Subject to the exclusions listed below.

The rent loss for an empty property for a re-let is the amount of lost rental income (including services charges) for the time – measured in calendar days – between the date of termination of a previous tenancy or repossession and the start date of a new tenancy. Subject to the exclusions listed below.

When calculating the total rent due and the rent loss do not include:

  • Lock-ups and garages
  • Sharing owners
  • Properties used for temporary homeless lets
  • Leased properties
  • Rent (including service charges) for periods when properties are empty subject to an insurance claim being raised because of fire of flood damage
  • Empty properties awaiting or undergoing major repairs/restructural work during which the period it would be unsafe for them to be occupied (N.B. Following completion of major repair work any subsequent void period occurring until the date of re-let should be counted as a void (i.e. any void period from the start date of a new tenancy is to be included in the reported rent lost through properties being empty and rental income lost))
  • Rent lost due to periods of time when major improvement/modernisation works are being undertaken. So major that it cannot reasonably be occupied
  • Rent lost due to reasonable time taken to clear the house following a tenant’s death
  • Rent for properties where the keys are held by the Police to assist with their investigation
  • Properties held for decanting tenants
  • Properties which are empty and subject of a Governing Body/Sub-Committee/Council decision that they are not to be let because they are surplus to long-term requirements, or to be transferred, disposed of or demolished; or reconfigured.

Ensure to include:

  • only the amount (£’s) of rent lost for the current rent accounting quarter when reporting loss for a property that spans across two rent accounting quarters; and
  • service charges, in the calculations.

15

NEW

Total number of properties re-let in the reporting quarter

 

Based on ARC 30

Lets

Lettings in this context are lets to individual tenants. Properties leased during the year to other organisations (i.e. to Social Work Department) should not be recorded as a let in this return. The houses may be managed by the landlord itself or by an agent on its behalf.

A re-let

A property where the previous tenancy has ended or the property has been repossessed and a new tenancy has commenced. Houses remaining empty at the end of the quarter are to be included in the following quarter’s return when they are let.

16

NEW

The total number of calendar days properties were empty during the reporting quarter

Based on ARC 30

Time taken to re-let

This is measured in calendar days, between the date of termination of a previous tenancy or repossession (i.e. the first date from which the rent loss is charged to voids) and the start date of a new tenancy (i.e. the last date from which the rent loss is charged to voids) subject to the exclusions listed below.

When calculating the total number of properties that are re-let do not include:

  • Mutual exchanges, successions and assignations
  • New lets
  • Tenancies on properties acquired through the mortgage to rent scheme or a stock transfer as re-lets at the point of acquisition. Any subsequent changes in these tenancies would be recorded in the normal manner
  • Lets for lock-ups and garages
  • Houses held for decanting tenants.

When calculating the time taken to re-let, do not include periods where the property is empty due to:

  • An insurance claim because of fire or flood damage
  • Awaiting or undergoing major repairs/ structural work during which period it would be unsafe for it to be occupied
  • A Governing Body/Sub-Committee/Council decision that they are not to be let because they are to be transferred; reconfigured or disposed of/demolished or are surplus to long term requirements
  • The periods of time when major improvements/modernisation works are being undertaken. So major that it cannot reasonably be occupied
  • A reasonable time taken to clear the house following a tenant’s death
  • Keys being held by the Police to assist with their investigation.

 

Ensure to include:

  • following completion of major repair work any subsequent period when the property is empty until the date it is re-let
  • only properties that were re-let during the reporting quarter
  • in the re-let calculation the total number of days where a re-let spans two reporting quarters.

 

LETS

 

17

Total number of lets, properties leased to LAs (RSLs) and dwellings added to the pool of stock for temporary accommodation (LAs)

Total number of new tenancies commenced and properties first leased to the local authority for use as temporary accommodation during the reporting quarter.

18

Total number of lets to homeless (SST)

Total number of lets commenced during the reporting quarter to households assessed as statutory homeless by the local authority and to whom the local authority has a duty to provide permanent housing.

19

Total number to lets to homeless (short SST)

Total number of lets commenced during the reporting quarter to households assessed as statutory homeless by the local authority and to whom the local authority has a duty to provide permanent housing.

 

                                   

20

NEW

Total number of lets to existing tenants

Based on ARC C2

Lets to those who were already tenants in one of the landlord’s properties, who applied through the landlord’s housing list/s. (This covers all lists. For example, waiting or transfer lists or common housing registers).

21

NEW

Total number of lets to housing list applicants

Based on ARC C2

Lets to people who were not existing tenants and who were on the landlord’s housing list or the common housing register in which the landlord participates. Do not include section 5 referrals or LA nominations.

22

Total number of properties leased to LA

The number of properties leased during the reporting quarter to the local authority, including those for use as temporary accommodation for people who are homeless. Include only those properties that were first leased to the local authority during the reporting quarter.  

23

NEW

Total number of lets from other sources

Based on ARC C2

Total number of new tenancies commenced during the reporting quarter from any other source not covered by the other categories.

 

COURT ACTIONS

 

24

Court actions initiated and properties recovered in the reporting quarter

Recovery of Possession (Eviction)

Section 16 of the Housing (Scotland) Act 2001 as amended by Section 153 of the Housing (Scotland) Act 2010, sets out the grounds on which a court can issue an order to terminate a SST and gives the landlord the right to recover possession of the property. Where landlords seek possession on the grounds of non-payment of rent, they must confirm to the court that they have met the pre-action requirements, as set out in the Housing (Scotland) Act 2010.

 

Court actions initiated

Following the issue of a notice of proceedings and raising a court order a landlord may initiate court action.

 

Reasons for eviction

When an action has been taken based on both rent arrears and anti-social behaviour, record the main reason

 

Include:

  • tenants that you have actively evicted; and
  • tenants that abandoned their home after you had obtained decree.

25

Court actions: total number of court actions initiated

Include the total number for the reporting period.

26

Court actions: properties recovered having obtained decree for non-payment of rent

Include the total number for the reporting period.

27

Court actions: properties recovered having obtained decree for anti-social behaviour

Include the total number for the reporting period.

28

Court actions: properties recovered having obtained decree for other reasons

Include the total number for the reporting period.

 

NOTICE OF PROCEEDINGS

 

29

Notice of proceedings issued during the reporting quarter

 

Notice of proceedings (NOP)

As defined by Section 14 of the Housing (Scotland) Act 2001 as amended by Section 155 of the Housing (Scotland) Act 2010, a NOP is a legal document issued at the first stage in the legal process for a landlord to evict a tenant.

30

Notice of proceedings: rent arrears

Include the total number for the reporting period (not the cumulative total across quarters).

31

Notice of proceedings: anti-social behaviour/criminal activity

 

Include the total number for the reporting period (not the cumulative total across quarters).

32

Notice of proceedings: other reasons

 

Include the total number for the reporting period (not the cumulative total across quarters).

 

 

 

 

 

 

 

Letter to registered social landlords

13 May 2021

Dear Colleague,

I hope this finds you well.

Firstly, I would like to thank you for submitting the COVID-19 monthly returns throughout 2020/21. This has enabled us to report regularly to the Social Housing Resilience Group (SHRG) and interested stakeholders on how the pandemic is impacting on social landlords.

As you will know we wrote to all social landlords on 5 March to advise that, following discussion with stakeholders, the SHRG decided that as we move to recovery there is still value in collecting information and that the frequency should change to a quarterly return. This information will help the SHRG to monitor the potential impact, including financial impact, on landlords and to consider support that landlords may need in the longer term. The SHRG will keep under review the ongoing need for this information, and we will continue to collect the information until the SHRG confirms it no longer requires it.

The SHRG has reviewed the content of the return to ensure that we are only collecting data which it will use to monitor the impact of, and landlords’ recovery out of, the pandemic. The Group agreed that it was appropriate to continue to collect all of the data which was included in the monthly returns, as all of the data remains relevant to its work. The Group also agreed that there was value in expanding the indicators in relation to lets to provide a fuller picture of activity in this area, the impact on timescales for re-lets and on rent lost due to empty properties. Finally, the Group decided to include rental income from Universal Credit, Housing Benefit, or Discretionary Housing Payments paid directly to the landlord.

To help landlords prepare, we have listed in Appendix 1 the indicators we will publish in the dashboard and in Appendix 2 the data we will collect in the new form, with changes clearly marked. Almost all of the new indicators are based on existing ARC indicators and will be familiar to landlords. In the new form we will ask you to submit cumulative quarterly figures (and not figures for each month within the reporting period).

The first return covers the period 1 April to 30 June 2021. We have extended the submission date for the quarterly returns to 14 working days after the quarter end. The first return is therefore due on 20 July. The new form will be available from the end of the quarter through the Social Landlord Portal and landlords should submit their return via the portal.

Finally, we will continue to publish the full dataset with the exception of RSL cash balances.

Thank you once again for your assistance. If you have any questions on this please contact your lead regulator in the first instance.

Michael Cameron

Chief Executive

Scottish Housing Regulator

 

APPENDIX 1

 

We will publish the following data in the quarterly dashboard

 

  1. Staff absence levels on the last day of the quarter (RSLs only)
  2. Number of staff placed on furlough in accordance with the UK Government's furlough scheme (RSLs only)
  3. Cash balance as at the last day of the quarter (RSLs only)
  4. Total arrears: gross rent arrears (all tenants) as at last day of the quarter as a % of rent due for the reporting year
  5. Percentage of rental income from Universal Credit, Housing Benefit or Discretionary Housing Payments
  6. Empty homes: the number of empty dwellings that arose during the last quarter in self-contained lettable stock
  7. Empty homes: total number of empty dwellings in self-contained lettable stock on the last day of the reporting quarter
  8. Percentage of rent due lost through properties being empty during the last quarter
  9. Average length of time taken to re-let properties in the last quarter
  10. Total number of lets and properties leased
  11. Lets: total number to homeless (SST)
  12. Lets: total number to homeless (short SST)
  13. Lets: total number leased to LA (RSLs only)
  14. Lets: total number of empty dwellings added to the pool of stock for use as temporary accommodation (LA only)
  15. Lets: total number to existing tenants
  16. Lets: total number to housing list applicants
  17. Lets: total number from other sources
  18. Court actions: total number of court actions initiated
  19. Court actions: properties recovered having obtained decree for non-payment of rent
  20. Court actions: properties recovered having obtained decree for anti-social behaviour
  21. Court actions: properties recovered having obtained decree for other reasons
  22. Notice of proceedings: rent arrears
  23. Notice of proceedings: anti-social behaviour/criminal activity
  24. Notice of proceedings: other reasons
  25. Homeless: the total number of homeless applications received in the quarter (LA only)
  26. Homeless: the total number of households offered and accepted temporary accommodation in the quarter (LA only)
  27. Homeless: the total number offered and refused temporary accommodation in the quarter (LA only)
  28. Homeless: the total number not offered temporary accommodation when needed in the quarter (LA only)
  29. Homeless: the total number of households in temporary accommodation on the last day of the quarter (LA only)

 

 

APPENDIX 2

 

Information we will collect from RSLs to produce the dashboard

 

 

INFORMATION WE WILL COLLECT

DEFINITION

 

STAFFING

 

1

Total number of staff (FTE)  

Permanent or temporary staff employed by the RSL or by any of its subsidiaries on the last day of the reporting quarter which carry out duties for the RSL. The number of staff should be reported in terms of full-time equivalents (FTE). For example, if the hours of two people working part-time are added together that might be the same as one full-time job.

2

Total number absent (FTE)

Number of staff (FTE) not available to work, because of ill-health, care responsibilities, compassionate leave, other reasons (excluding those placed on furlough) on the last day of the reporting quarter.

3

Percentage of staff absent on last day of the quarter

To calculate the percentage we will divide the total number absent (FTE) by the total number of staff (FTE) and multiply by 100.

4

Number of staff placed on furlough in accordance with the UK Government's furlough scheme

Number of staff placed on furlough in accordance with the UK Government's furlough scheme. From 1 July 2020 employers can bring furloughed employees back to work for any amount of time and any shift pattern. Where employees are brought back to work for any amount of time, provide the FTE of furloughed staff time.

 

CASH BALANCE

 

5

Cash balance as at the last day of the quarter

Cash balances as per general ledger, including cash investments, on the last day of the reporting quarter.

 

RENT ARREARS

 

6

Total rent due

Total rent due is the value (to the nearest £) of the total annual charges levied by the landlord in respect of rent and service charges for dwellings.

7

Gross rent arrears

Gross rent arrears for the reporting quarter. Gross rent arrears consists of the value (to the nearest £) of current and former tenant rent arrears as at the end of each quarter or the closest end of debit period prior to any arrears write-off. Rent paid in advance should not be used to offset the overall value.

Do not include as arrears:

  • The value of any outstanding payments from people who have an agreement to pay their rent slightly later than the landlord’s normal monthly rent cycle i.e. agreements to make payments in the next rental cycle; and
  • The value of any outstanding Housing Benefit/Universal Credit payments due for that quarter but not received until after the start of the next quarter.

8

Total arrears: gross rent arrears (all tenants) as at last day of the quarter as a % of rent due for the reporting year

To calculate the percentage we will divide:

(I) the total value of gross rent arrears,

(II) the total rent due for the year, and multiply by 100.

9

NEW

Total value of direct housing cost payments received from Universal Credit, Housing Benefit and Discretionary Housing Payments received during the quarter.

 

Value of payments received

The total amount (£s) of housing costs (Housing Benefit/Universal Credit/Discretionary Housing Payments) paid directly to the landlord during the reporting quarter, irrespective of what period the payments relate to.

Ensure to deduct any overpayments of housing costs recovered from direct payments received (regardless to which quarter the recovery is in respect of) when calculating the value of payments received.

We recognise that this figure may change after the reporting quarter due to the timing of payments. As a result we are not asking landlords to submit updates or corrections to the reported figures for this indicator.

 

EMPTY HOMES

 

10

Empty Homes: the number of empty homes on the last day of the previous reporting quarter

 

The total number of empty dwellings on the last day of the previous reporting quarter. An empty home is a property owned by a landlord which has no tenant. We will pre populate this field using the figure submitted in the previous quarter’s return.

 

11

Empty homes: the number of empty dwellings that arose during the last quarter in self-contained lettable stock

The number of empty dwellings that arose during the reporting quarter in self-contained lettable stock.

 

12

Empty homes: total number of empty dwellings in self-contained lettable stock on the last day of the reporting quarter.

 

The total number of dwellings in self-contained lettable stock that were empty on the last day of the reporting quarter .

 

13

NEW

Total amount of rent due for the reporting quarter

 

Based on ARC 18

The total charges levied by the landlord in respect of rent and service charges for the reporting quarter. Subject to the exclusions listed below:

When calculating the total rent due and the rent loss do not include:

  •  lock-ups and garages
  • sharing owners
  • Properties used for temporary homeless lets
  • Leased properties
  • Rent (including service charges) for periods when properties are empty subject to an insurance claim being raised because of fire of flood damage
  • Empty properties awaiting or undergoing major repairs/restructural work during which the period it would be unsafe for them to be occupied (N.B. Following completion of major repair work any subsequent void period occurring until the date of re-let should be counted as a void (i.e. any void period from the start date of a new tenancy is to be included in the reported rent lost through properties being empty and rental income lost)).
  • Rent lost due to periods of time when major improvement/modernisation works are being undertaken. So major that it cannot reasonably be occupied
  • Rent lost due to reasonable time taken to clear the house following a tenant’s death
  • Rent for properties where the keys are held by the Police to assist with their investigation
  • Properties held for decanting tenants
  • Properties which are empty and subject of a Governing Body/Sub-Committee/Council decision that they are not to be let because they are surplus to long-term requirements, or to be transferred, disposed of or demolished; or reconfigured.

Ensure to include:

  • only the amount (£’s) of rent lost for the current rent accounting quarter when reporting loss for a property that spans across two rent accounting quarters, and
  • service charges, in the calculations

To calculate the percentage of rent lost through properties being empty during the last quarter we will divide:

(i) total amount of rent due for the reporting quarter, by

(ii) total amount of rent lost through properties being empty during the reporting quarter. Multiply by 100.

14

NEW

Total amount of rent lost through properties being empty during the reporting quarter

 

 

Based on ARC 18

The rent loss for an empty property in relation to a new let is the amount of lost rental income (including services charges) for the time – measured in calendar days – from the date of handover to the landlord following the issue of the certificate of practical completion and the start date of the first tenancy. Subject to the exclusions listed below.

The rent loss for an empty property for a re-let is the amount of lost rental income (including services charges) for the time – measured in calendar days – between the date of termination of a previous tenancy or repossession and the start date of a new tenancy. Subject to the exclusions listed below.

 

When calculating the total rent due and the rent loss do not include:

  • Lock-ups and garages
  • Sharing owners
  • Properties used for temporary homeless lets
  • Leased properties
  • Rent (including service charges) for periods when properties are empty subject to an insurance claim being raised because of fire of flood damage
  • Empty properties awaiting or undergoing major repairs/restructural work during which the period it would be unsafe for them to be occupied (N.B. Following completion of major repair work any subsequent void period occurring until the date of re-let should be counted as a void (i.e. any void period from the start date of a new tenancy is to be included in the reported rent lost through properties being empty and rental income lost))
  • Rent lost due to periods of time when major improvement/modernisation works are being undertaken. So major that it cannot reasonably be occupied
  • Rent lost due to reasonable time taken to clear the house following a tenant’s death
  • Rent for properties where the keys are held by the Police to assist with their investigation
  • Properties held for decanting tenants
  • Properties which are empty and subject of a Governing Body/Sub-Committee/Council decision that they are not to be let because they are surplus to long-term requirements, or to be transferred, disposed of or demolished; or reconfigured.

Ensure to include:

  • only the amount (£’s) of rent lost for the current rent accounting quarter when reporting loss for a property that spans across two rent accounting quarters; and
  • service charges, in the calculations.

15

NEW

Total number of properties re-let in the reporting quarter

 

Based on ARC 30

Lets

Lettings in this context are lets to individual tenants. Properties leased during the year to other organisations (i.e. to Social Work Department) should not be recorded as a let in this return. The houses may be managed by the landlord itself or by an agent on its behalf.

A re-let

A property where the previous tenancy has ended or the property has been repossessed and a new tenancy has commenced. Houses remaining empty at the end of the quarter are to be included in the following quarter’s return when they are let.

16

NEW

The total number of calendar days properties were empty during the reporting quarter

Based on ARC 30

Time taken to re-let

This is measured in calendar days, between the date of termination of a previous tenancy or repossession (i.e. the first date from which the rent loss is charged to voids) and the start date of a new tenancy (i.e. the last date from which the rent loss is charged to voids) subject to the exclusions listed below.

When calculating the total number of properties that are re-let do not include:

  • Mutual exchanges, successions and assignations
  • New lets
  • Tenancies on properties acquired through the mortgage to rent scheme or a stock transfer as re-lets at the point of acquisition. Any subsequent changes in these tenancies would be recorded in the normal manner
  • Lets for lock-ups and garages
  • Houses held for decanting tenants.

 

When calculating the time taken to re-let, do not include periods where the property is empty due to:

  • An insurance claim because of fire or flood damage
  • Awaiting or undergoing major repairs/ structural work during which period it would be unsafe for it to be occupied
  • A Governing Body/Sub-Committee/Council decision that they are not to be let because they are to be transferred; reconfigured or disposed of/demolished or are surplus to long term requirements
  • The periods of time when major improvements/modernisation works are being undertaken. So major that it cannot reasonably be occupied
  • A reasonable time taken to clear the house following a tenant’s death
  • Keys being held by the Police to assist with their investigation.

 

Ensure to include:

  • following completion of major repair work any subsequent period when the property is empty until the date it is re-let
  • only properties that were re-let during the reporting quarter
  • in the re-let calculation the total number of days where a re-let spans two reporting quarters.

 

LETS

 

17

Total number of lets, properties leased to LAs (RSLs) and dwellings added to the pool of stock for temporary accommodation (LAs)

Total number of new tenancies commenced and properties first leased to the local authority for use as temporary accommodation during the reporting quarter.

18

Total number of lets to homeless (SST)

Total number of lets commenced during the reporting quarter to households assessed as statutory homeless by the local authority and to whom the local authority has a duty to provide permanent housing.

19

Total number to lets to homeless (short SST)

Total number of lets commenced during the reporting quarter to households assessed as statutory homeless by the local authority and to whom the local authority has a duty to provide permanent housing.

 

                                   

20

NEW

Total number of lets to existing tenants

Based on ARC C2

Lets to those who were already tenants in one of the landlord’s properties, who applied through the landlord’s housing list/s. (This covers all lists. For example, waiting or transfer lists or common housing registers).

21

NEW

Total number of lets to housing list applicants

Based on ARC C2

Lets to people who were not existing tenants and who were on the landlord’s housing list or the common housing register in which the landlord participates. Do not include section 5 referrals or LA nominations.

22

Total number of properties leased to LA

The number of properties leased during the reporting quarter to the local authority, including those for use as temporary accommodation for people who are homeless. Include only those properties that were first leased to the local authority during the reporting quarter.  

23

NEW

Total number of lets from other sources

Based on ARC C2

Total number of new tenancies commenced during the reporting quarter from any other source not covered by the other categories.

 

COURT ACTIONS

 

24

Court actions initiated and properties recovered in the reporting quarter

Recovery of Possession (Eviction)

Section 16 of the Housing (Scotland) Act 2001 as amended by Section 153 of the Housing (Scotland) Act 2010, sets out the grounds on which a court can issue an order to terminate a SST and gives the landlord the right to recover possession of the property. Where landlords seek possession on the grounds of non-payment of rent, they must confirm to the court that they have met the pre-action requirements, as set out in the Housing (Scotland) Act 2010.

 

Court actions initiated

Following the issue of a notice of proceedings and raising a court order a landlord may initiate court action.

 

Reasons for eviction

When an action has been taken based on both rent arrears and anti-social behaviour, record the main reason

 

Include:

  • tenants that you have actively evicted; and
  • tenants that abandoned their home after you had obtained decree.

25

Court actions: total number of court actions initiated

Include the total number for the reporting period.

26

Court actions: properties recovered having obtained decree for non-payment of rent

Include the total number for the reporting period.

27

Court actions: properties recovered having obtained decree for anti-social behaviour

Include the total number for the reporting period.

28

Court actions: properties recovered having obtained decree for other reasons

Include the total number for the reporting period.

 

NOTICE OF PROCEEDINGS

 

29

Notice of proceedings issued during the reporting quarter

 

Notice of proceedings (NOP)

As defined by Section 14 of the Housing (Scotland) Act 2001 as amended by Section 155 of the Housing (Scotland) Act 2010, a NOP is a legal document issued at the first stage in the legal process for a landlord to evict a tenant.

30

Notice of proceedings: rent arrears

Include the total number for the reporting period (not the cumulative total across quarters).

31

Notice of proceedings: anti-social behaviour/criminal activity

 

Include the total number for the reporting period (not the cumulative total across quarters).

32

Notice of proceedings: other reasons

 

Include the total number for the reporting period (not the cumulative total across quarters).