Zafira PROPERTY MANAGEMENT

CAREFREE MANAGEMENT PACKAGES

Your Spanish home is probably one of the most expensive investments that you have made, but more than that, it is the place you mentally escape to on cold winter mornings, it’s the place you hide in when your day gets too much and it’s your sanctuary from the big bad world – no matter how bad your day, you can always slip away and day dream about being back in your Spanish home from home.

Although you have fulfilled a dream and now own your very own place in the sun, it can lead to other worries that you had not thought about. An empty house is always a target for burglars, what if there’s a storm and the property gets damaged, what if a pipe bursts – not everyday occurrences but a threat nevertheless, that’s where we can step in and take away the burden, instead of sitting at home stressing, let us manage your property and give you peace of mind.

Offering a selection of property management packages, we cater for those just looking for someone to keep a watchful eye on their property whilst they are not here to those who want to earn a steady rental income from their property but don’t want all the hassle and headaches that renting can bring.

Ruby Property Management Package

 

This package is for those home owners who just want a watchful eye kept on their property whilst they are away and consists of:

• Key Holding
• Checking the property twice a month, inside and out
• Immediately informing the owner of any problems arising at the property requiring urgent attention and acting on the owner's instructions
• Checking the property for signs of damp or mould
• Checking the property for any infestation both inside and out
• Allowing the property to have a good airing
• Inspecting the security of all windows, doors and alarm (if present)
• Flushing all toilets, running all taps and showers to clean any stagnant water and to eliminate any smell, leaving fresh water in the pipes
• Preparing property for the owners arrival if required - switching on air conditioning/heating, boiler, fridge and appliances, also switching on lights if night arrival and providing emergency rations or full welcome pack – milk, water, bread, butter, tea and coffee and more (for an extra charge)
• Attending any appointment set by owner at the property to receive workmen or deliveries. We will wait for up to 1 hour free of charge within this service and anything after that will be charged at a rate of 15€ per hour
• Weekly watering of plants
• Checking mailbox and removing any mail, forwarding to the UK if necessary or holding in the office ready for collection
• Ensuring property is properly secured on completion of inspection
• Emergency check on the property in the event of a storm or flooding
• Regular updates to the client

 

Zafira Property Management can only take responsibility for the property or any of its contents when we are sole key holders. Should the owner arrange for any maintenance work direct with contractors and wish us to provide keys, then we must have written authorisation to do so and cannot then be deemed to have responsibility for the property or its contents. Its the owners responsibility to make sure that the property and its contents are properly insured against any damage or theft.

Sapphire Property Management Package

This package is for those homeowners who have regular friends and relatives visiting the property and want someone to look after their guests, ensuring that they have a carefree holiday and come back feeling relaxed and well cared for.

• Key Holding
• Checking the property twice a month, inside and out
• Immediately informing the owner of any problems arising at the property requiring urgent attention and acting on the owner's instructions
• Checking the property for signs of damp or mould
• Checking the property for any infestation both inside and out
• Allowing the property to have a good airing
• Inspecting the security of all windows, doors and alarm (if present)
• Flushing all toilets, running all taps and showers to clean any stagnant water and to eliminate any smell, leaving fresh water in the pipes
• Preparing property for the owners arrival if required - switching on air conditioning/heating, boiler, fridge and appliances, also switching on lights if night arrival and providing emergency rations or full welcome pack – milk, water, bread, butter, tea and coffee and more (for an extra charge)
• Attending any appointment set by owner at the property to receive workmen or deliveries. We will wait for up to 1 hour free of charge within this service and anything after that will be charged at a rate of 15€ per hour
• Weekly watering of plants
• Checking mailbox and removing any mail, forwarding to the UK if necessary or holding in the office ready for collection
• Ensuring property is properly secured on completion of inspection
• Emergency check on the property in the event of a storm or flooding
• Regular updates to the client

 

Plus, Additional Service For The Owner's Personal Guests

• Airport collection (for an extra charge)
• Guest meet and greet service with key handover on arrival and departure of guest.
• Preparation of the property for guest arrival, switching on electricity, fridge, boiler, air conditioning/heating. Making up of beds, clean towels, etc.
• We can supply a welcome pack for 15 Euros, this includes milk, water, tea, coffee, cereal, bread, butter, preserves, sugar, orange juice, coke, wine, beer, eggs, bacon. We highly recommend this for late night or Sunday flight arrivals.
• Supply and fit new gas bottle as required (cost of new gas bottle to owner plus collection).
• General assistance to guests if needed in case of medical or police problems, etc.
• On request rent-a-car bookings made on behalf of the guests.
• On departure of the guests, the property will be inspected for any loss of items or any damage incurred will be reported to the owner so that any security deposit taken by the owner can be retained.
• Our cleaning and laundry service will be carried out on guest departure at an extra cost to the guest or owners.
• Leaving a selection of local guides in the property for restaurants, places of interest etc.
• Emergency contact numbers including a 24hr Zafira emergency contact number.

 

PLEASE NOTE: On same day change over, your guests must vacate the property by 11.00 hrs with the new guests arriving not before 16.00 hrs due to the cleaning and linen change in your property.

Zafira Property Management can only take responsibility for the property or any of its contents when we are sole key holders. Should the owner arrange for any maintenance work direct with contractors and wish us to provide keys, then we must have written authorisation to do so and cannot then be deemed to have responsibility for the property or its contents. Its the owners responsibility to make sure that the property and its contents are properly insured against any damage or theft.

Diamond Property Management Package

This service is for those homeowners who want their investment to work for them, we promote your property to guarantee you the best rental income that we can and try to let your property throughout the year. The fees charged by us are easily recouped by regular letting and it is our intention to make sure that each booking goes as smoothly as possible, resulting in guests that wish to re-book the following year, and recommend your property to others . . . Word of mouth advertising is probably about the best you can get!.

• Key Holding
• Checking the property twice a month, inside and out
• Immediately informing the owner of any problems arising at the property requiring urgent attention and acting on the owner's instructions
• Checking the property for signs of damp or mould
• Checking the property for any infestation both inside and out
• Allowing the property to have a good airing
• Inspecting the security of all windows, doors and alarm (if present)
• Flushing all toilets, running all taps and showers to clean any stagnant water and to eliminate any smell, leaving fresh water in the pipes
• Preparing property for the owners arrival if required - switching on air conditioning/heating, boiler, fridge and appliances, also switching on lights if night arrival and providing emergency rations or full welcome pack – milk, water, bread, butter, tea and coffee and more (for an extra charge)
• Attending any appointment set by owner at the property to receive workmen or deliveries. We will wait for up to 1 hour free of charge within this service and anything after that will be charged at a rate of 15€ per hour
• Weekly watering of plants
• Checking mailbox and removing any mail, forwarding to the UK if necessary or holding in the office ready for collection
• Ensuring property is properly secured on completion of inspection
• Emergency check on the property in the event of a storm or flooding
• Regular updates to the client

 

Zafira Property Management can only take responsibility for the property or any of its contents when we are sole key holders. Should the owner arrange for any maintenance work direct with contractors and wish us to provide keys, then we must have written authorisation to do so and cannot then be deemed to have responsibility for the property or its contents. Its the owners responsibility to make sure that the property and its contents are properly insured against any damage or theft.

Promotion Of Your Property

• We want to get you as many rental bookings as possible, if you don’t earn we don’t earn! To help us achieve this we will promote and advertise your property on various websites and in magazines and newspapers.
• Setting the rental prices (as agreed with the owner) and maintaining the rental tariff so that up to date pricing is always available for the clients
• Dealing with the initial rental enquiry through to final confirmation on all bookings and lettings for the owner's property

 

Service For The Rental Guests

• Airport collection (for an extra charge)
• Guest meet and greet service with key handover on arrival and departure of guest.
• Preparation of the property for guest arrival, switching on electricity, fridge, boiler, air conditioning/heating. Making up of beds, clean towels, etc.
• We can supply a welcome pack for 15 Euros, this includes milk, water, tea, coffee, cereal, bread, butter, preserves, sugar, orange juice, coke, wine, beer, eggs, bacon. We highly recommend this for late night or Sunday flight arrivals.
• Supply and fit new gas bottle as required (cost of new gas bottle to owner plus collection).
• General assistance to guests if needed in case of medical or police problems, etc.
• On request rent-a-car bookings made on behalf of the guests.
• On departure of the guests, the property will be inspected for any loss of items or any damage incurred will be reported to the owner so that any security deposit taken by the owner can be retained.
• Our cleaning and laundry service will be carried out on guest departure at an extra cost to the guest or owners.
• Leaving a selection of local guides in the property for restaurants, places of interest etc.
• Emergency contact numbers including a 24hr Zafira emergency contact number.

We have supplied a simple tick list below detailing our three management packages and what is available in each making it easier to decide on your requirements.

Please note we recommend that for the comfort of all guests it is best if you ask visitors not to smoke in the property and restrict smoking to the terraces, balconies and gardens.

ADDITIONAL SERVICES

If you want someone to keep an eye on your property or help with specific tasks and none of the packages above quite fit into your needs, we do offer a range of services including:

Key Holding
We will hold the keys of your property and upon request make them available to visiting guests or tradesmen. This is normally for owners who do not regularly rent out their property or want any other kind of service. We charge 10 Euros per month for this service. We can also arrange for one of our team to be at the property to meet visitors or tradesmen at an extra cost.

24 Hr Emergency Key Call Out Service
We charge an initial first hour call out fee, anything after that will be charged on a per hour basis plus locksmith costs. New locks will be fitted if required at cost of replacement lock and installation charges. If the person residing in the property locks the keys on the inside of the door and is unable to gain access, (as in our experience has happened before), the locksmith will need to gain entry via the doors by drilling out the old locks, additional costs will then be incurred.

All of the above costs are paid by the person residing in the property at that time and not the owner, unless of course there has been a break in, in which case the owner is responsible for all costs which can then be redeemed from his insurance company.

Call Out Service
This service can be used to liaise with tradesmen and receive deliveries, gain access to the property to carryout maintenance and repairs or an emergency. We charge a 30€ call out fee per visit which includes waiting for up to 1 hour. Anything after that will be charged on a 20€ per hour basis.

Welcome Packs
We would highly recommend welcome packs particularly when arriving on late night or Sunday flights or even on a Fiesta day. Our charge is 20€ and for this you would receive the following items: water, tea, coffee, milk, sugar, bread, butter, preserves, cereal, wine, coke, orange juice and beer. You can of course customise the packs to your own individual requirements or for a special occasion add extras such as champagne, chocolates and flowers.

Baby/Toddler Equipment
We can offer a baby equipment rental service (subject to availability) providing high chairs, travel cots, baby bedding, buggies and car seats.

Repairs and Maintenance
During the course of your normal property inspections various maintenance/repair situations may arise. These will be notified to you immediately and we will be happy to provide you with our own, most competitive quotations. We are able to offer a qualified plumber, electrician, carpenter, general handy man plus anything else you may need.

Garden Maintenance
We are pleased to be able to offer a professional garden maintenance service. Weekly - watering, deadheading, cutting back, pruning, border tidying/weeding, lawn mowing. Purchase of plants (at an extra cost to the owner) and planting, if required. We can also offer you a complete landscaping service including water features, tiling, splash or full sized pools and the ever popular decking. We can also advise on which types of plants and trees that are appropriate for your house and the environment we have here in Spain.

New Build Snagging
As part of our full management package we will inspect the property thoroughly and draw up a snag list that we will present to the builders and site offices for rectification. We will liaise closely with them ensuring the snags are carried out as quickly as possible.
Car Hire
As part of our endeavours to provide superb customer care we can arrange car hire for you or your guests. Following a simple procedure a suitable vehicle can be collected from the airport ready for your arrival along with directions to your holiday home.

Airport Pick up Service
We can quickly and simply arrange for you or your guests to be picked up from any airport and chauffeur driven to your holiday home. Prices start at just 25€ so please contact us for more information.

Pool Maintenance
If you are one of those owners lucky enough to have a pool then please speak to us about our yearly pool maintenance contracts that will keep your pool in pristine condition. It is very important to keep the chemical levels correct, especially if you are renting the property and also to make sure that you get an all round service and not simply a pool clean. It doesn’t take long for a pool to go green but it takes a while to get it back to normal after poor pool maintenance. If you are planning to purchase a home with a pool then please speak to us for a quotation on the yearly maintenance cost.

Window/Grill Cleaning Rates
Windows, frames and grills are cleaned once a month or as required. The rate is dependant on the size of the property.

Cleaning, Laundry, Ironing & Sewing
We can provide all types of domestic services from departure cleaning, linen change, end of year cleaning, builders clean, refresher cleaning (prior to arrival) and external cleaning (patios, terraces, furniture, etc.). We are always happy to offer special/tailor made cleaning to your requirements including washing and ironing a dry cleaning service and general sewing repairs.

Re-Upholstery
If your sofas, chairs or cushions are looking tired and dated we can offer a very competitive price for a re-upholstery service.

Maid Service
A midweek or weekly maid service can be arranged for you or your clients at convenient times to suit you or your guests schedule. This will add the feeling of luxury to anyone’s stay and the cost of this is paid for by the guests or can be incorporated within the cost of the holiday if required.15€ per hour plus 7€ per person for laundry.

Oven Cleaning
A full intensive clean of the oven for 30€.

Chef Service
If you are looking to have that perfect evening or want to try some Spanish specialities, our chef can come into your home with all the ingredients and cooks for you, they will wash up afterwards so all you have to do is enjoy the fabulous meal. Speciality cakes also available.

Childcare
If you want a romantic night out or just a little bit of me time let our qualified and fully vetted minders look after your children, we will even take them out to the “Wacky Warehouse” for a couple of hours so they’re nice and tired in the morning so you get a bit of a lie-in.

Patio, Terrace & Pool Jet / Pressure Washing
Using a high powered pressure washer we can clean patios, terraces and pool areas. On arrival at your holiday home after a tiring flight we know that the last thing that anyone wants to do is sweeping the dust from the patio. Alternatively if a jet wash is not required we can clean all patios prior to arrival of guests. Let us take that burden away from you.

Insurance
If you need a completive quote from a well known company where the policies are all in English and there are English speaking help-line numbers then call us, home, life, medical, death, car, whatever you need we can get you a quote.

FULL BACK-UP SERVICE

We understand that sometimes it is those little extras that make the difference to your peace of mind. Zafira have designed a comprehensive list of additional back up services, this list is not exhaustive by any means and we hope to alter and add to it as we continue to evolve and innovate.
We pride ourselves on being able to offer a service which is both professional and personal to all of our clients.

Our additional services include:

• Translation Service
• Fax and Photocopying Charges
• Full Inventory
• Furniture & Electrical Goods Shopping Trips
• Furniture Removal
• House doctoring

Translation Service
We are able to provide a full translation service for owners and guests. This service can be very helpful if for instance you have had a break in within your property and need to attend the police station to make a report, have an accident or if you are having trouble getting a phone line installed, etc. We can also help with obtaining N.I.E. numbers, Residencia and Notary applications, SIP cards, hospital appointments. The charges start from 15€ per hour.

Fax & Photocopying Charges
Our office is happy to send/receive faxes and make photocopies on your behalf. 1€ per page to fax. 25c per page to copy.

Emergency Telephone or Internet Availability
Our office hours are 10 am to 7pm Monday to Friday and 10 am to 2pm Saturday and our staff will be only too happy to help with any enquiries or difficulties that you may have. Out of office hours we are able to offer our 24/7 service in case of emergency and a one-hour call out service for plumbers, electricians etc.

 

Full Inventory
We can make a full inventory of the property's contents. Inventories are essential if your second home is very much in use by guests. Also an inventory will become invaluable in the unfortunate event of a break-in or the property's contents being damaged and any resulting insurance claim. The cost of this will be 20€.

Furniture & Electrical Shopping Trips
We can take the owner shopping if he signs up for one of our services. This includes going to choose furniture that suits your individual tastes and needs rather than buying a general furniture package. This gives your property individuality and does not look the same as everybody else’s. We have re-searched a lot of companies and shops and the companies we use, both English and Spanish, have a very high quality and range of products and offer discount to clients on their purchases. We can also take you to buy all your white goods, TV/DVD and lighting. For owners that do not wish the burden of spending days travelling around to buy bed linen, towels, crockery, cutlery, kettles, toasters, ironing boards etc, generally all the necessary items you will need for your house, we can take the hassle out of this for you and for a small charge have the house ready and fully kitted out for your next return.

Furniture Removal
When moving house we can help lighten the load, whether it’s just a van to move the odd bulky item or man power to move the kitchen sink we are more than happy to give you a quote.

House Doctoring
Having successfully staged a number of properties for sale we can now offer this service to our house renters as well, not to be confused with interior design, property styling is about presenting a property as an appealing product making it more appealing to renters (or purchasers) and giving it that little bit extra. It is not about spending vast amounts of money on expensive designer furnishings, but using your budget to make your house feel as homely and stylish as possible.

SECURITY PRODUCTS

Security with the ever increasing incidents of petty crime is always an important decision for your Spanish home.

Alarms
At home it is normal to have an alarm system and we can help you to decide which alarm system to choose. The choices are in three forms:

• Securitas Direct Alarms which are a response alarm company whereby pay for your alarm system with an additional monthly fee for a guard to respond to a intrusion on your property.

 

• Our security engineer can install a standard alarm which carries a 127 decibel high pitched noise so that anyone entering the property has to instantly leave, this in turn activates an intruder alarm that is programmed to the mobile number of Zafira who instantly attend the property.

• Door/window entry alarms. This is a less expensive solution and one which has an audible sound when an intrusion happens but no guard response.

Security Grills
In Spain you will notice that the majority of houses are fitted with ornate window and door security grills, this is because we are in an environment that has a high concentration of holiday makers who have a tendency to leave doors or windows open because of the heat and therefore entice petty house crime. This can be easily overcome ensuring that you don’t have to worry about your holiday renters being careless with your property, we can provide a competitive quotation and organise the installation while you are back home.

Please be aware that some insurance companies do not cover house contents if you do not have adequate security.

Tariff of Prices:

Service Offered	Prices From
Ruby Property Management Package	390€ per year
Sapphire Property Management Package	690€ per year
Gold Property Management Package	990€ per year
Standard Welcome Pack	from 20€
Waiting Time	20€ per hour
Airport Pickup	from 25€
Meet and Greet	from 20€
Maid Service	from 15€ per hour
Translation Service	from 15€ per hour
Key Holding	10€ per month
24 Hour Call Out Service	30€ call out fee plus 20€ per hour
Garden Maintenance	from 15€ per hour
Pool Maintenance	from 15€ per hour
Window/Grille Cleaning	from 15€ per hour
Cleaning, Laundry, ironing and Sewing	15€ per hour
Oven Cleaning	30€
Chef Service	20€ per hour plus items
Childcare	20€ per hour

For any other services not detailed above, please contact us to discuss your requirements and the price                                                                            

 

Annual Property Management Agreement

Name:..................................................................................................

Home Address:........................................................................................

..........................................................................................................

Contact telephone number(s):.....................................................................

E-mail:..................................................................................................

I wish to receive my post every month at the following address:............................

..........................................................................................................

Property Address:.....................................................................................

..........................................................................................................

Number of Bedrooms:.......................... Number of Bathrooms:........................

Property phone number:............................................................................

I have a home insurance policy for the above property with the following company:...

..........................................................................................................

I would like the following Property Management Package:

RUBY                                        SAPPHIRE                                            DIAMOND

Signature: .............................................................................................      

Date:....................................................................................................

 

Conditions According to Package

1. Visiting your property regularly. We will make sure that your Spanish property is clean and tidy, testing appliances to make sure all are in working order - gas, electricity, light-bulbs, security systems if applicable. The property will be aired, and plants watered. The property will be checked for insect infestation, damp, water leaks and that all windows and doors are secure. Toilets will be flushed and taps will be turned on to ensure water is running correctly and to flush out any debris from tanks.
2. Watering of plants both inside and outside. Ensuring the terrace is kept tidy.
3. We will also check the property in the event of a storm or flooding, as storm and flood damage is a very real possibility in the north Costa Blanca. We will make sure all TV's, telephones and electrical appliances are unplugged.
4. Collection of post from your post box to be left either in your property or to be resent to your home address or stored in the office for collection.
5. A Spring clean of the property at the beginning of the rental season is advisable. This service will involve a comprehensive clean of the whole property, including checking electrical goods, lights and toilet flush. Lights, fans, windows and curtains will be cleaned, and the outside of the property - terraces, patios etc. will be hosed down. The best time of year for this is May, but please pre-book if this service is required.
6. Keeping your key in our strong box and providing access to the property to your guests or suppliers, with your authorization, if requested by you.
7. Ensuring your tenants, should you choose to rent out the property, are making good use of your property.
8. Management will be contracted for a period of one year and must be paid annually in advance.
9. Send you our report following each property check. Log books are held for each property, and we will submit regular reports via email or post to our clients. Any damage will be recorded on digital camera, whereby images can be posted or emailed to the owner. Report to Police if necessary.
10. Filling in of insurance claim forms and handing insurance claims if required. Maintenance - If we are required to buy fittings/replacements or specialist work is necessary, this will incur an additional charge . We will inform you if any problems that may arise and quotes can be obtained for works on your behalf.

Rental Services

We will visit your Spanish rental property and take photos to advertise your property on our Spanish Holiday Rental and other rental websites.
Getting bookings for your property is as important to us as it is to you - no bookings, no fee!!
Our job will then involve: - Dealing with enquiries from your clients. Vetting clients to make sure they are suitable.
Handling client complaints/queries. Keeping booking calendars and availability charts. Keep spreadsheet records of all your rentals. Managing all bookings, taking deposits and payments and banking them for our owners, holding damage deposits and making relevant deductions if any damages. (A full property check will be made before releasing the damage deposits back to your clients) Our commission will be deducted from the booking payment and statements are issued to clients.
Issuing your clients with booking conditions, directions and arrival instructions. Maintaining telephone or email contact with your clients from the first enquiry until they leave for Spain. We will provide details on how everything works, where to dispose of rubbish, informing them of house rules and giving information on local restaurants, local attractions etc. Keep an updated 'guest manual' in the property where guests can make their comments and suggestions on both the property and the rental management service we provide.
All administrative tasks pertaining to the above. Provide welcome packs and a welcome card (if required and at additional costs) for your guests, and arrange airport transfers or car hire if required.
Our number will be left with the guests in case of emergency and they will be able to contact us at any time.
People are more likely to look after your property if they feel you have gone to a lot of trouble to make them feel comfortable and welcome and we will do our best at all times to ensure that this is so. To win over potential or actual clients you have to show an interest in them and make them feel special. By using Zafira Property Management, we can do all that for you.
Our fees for the above services are 20% of your weekly holiday rentals, reducing to 10% for longer term bookings 6 – 11 months).
For rental purposes, 4 sets of keys are required. One will be kept in our office at all times, one will be kept by the cleaner and two will be in circulation for incoming holiday rentals. Our number will be left with the guests in case of emergency and they will be able to contact us at any time.
We will also require a full inventory provided by the owner, which will be checked at each changeover clean, plus 2 complete sets of linen and towels. We can arrange additional services, such as Meet and Greet, Welcome Packs and Car Hire if required.
Owners must inform us immediately of any bookings taken by themselves, or any periods that they require the use of the property for themselves. Zafira will automatically take bookings for any dates that are known to be free and inform you as soon as we have taken a reservation. Once Zafira take a booking deposit, this is a confirmed booking and cannot be cancelled by the owner at a later date. If the owner refuses to honour a booking already taken by Zafira, they will be required to pay compensation, or for alternative accommodation that Zafira may find for their clients.
At the end of the contract period, if for any reason you should decide not to renew, bookings previously taken by Zafira for periods after the term of the contract and previously agreed by yourselves, should also be honoured or alternative accommodation found and paid for.