Although the buildings we manage vary in size and type, the process we follow to mitigate risk and achieve full vacant possession is the same each time. When a client requires their property back, a notice period of only 32 days is required when terminating a licence agreement. This allows adequate time to complete the restoration of the property back to its original condition, and in many cases, in a better condition than when LOWE Guardians initially moved in, as well as the opportunity to rehome guardians at another LOWE property, where possible.
LOWE’s hand back process: how we achieve vacant possession
Guardian management
Every potential guardian must complete an extensive vetting process; this includes background checks, DBS, employment, and landlord references. All guardians are personally met and interviewed by a member of the LOWE team, and we ensure that only the most socially responsible guardians pass our vetting process. LOWE Guardians sign a license agreement, instead of a tenancy agreement, whereby they agree to a 28-day notice period as well as our terms and conditions, and their responsibilities as a guardian.
Keeping a good relationship with our guardians is essential to ensure we successfully vacate the properties on time, and it is due to this that we rarely encounter issues. We establish this relationship through ongoing and regular communication, and updates on the property, and once we have served formal notice on a building, our Guardian Services team are in constant contact with them providing full transparency to ensure they are fully aware of what is going on with the property. Our Guardians Services team work closely with our guardians to discuss move out plans, and provide support where necessary, and we also aim to rehouse our guardians in another LOWE property wherever possible, so we can assure vacant possession.
At our larger properties, we appoint positive and outgoing Head Guardians who foster community and structure in a large communal setting. Head Guardians act as a representative for their community and work with LOWE to keep us informed and aware of any potential issues or concerns, so we can manage these accordingly to ensure our guardians are safe and happy.
Timely handover and vacant possession
When we serve formal notice to our guardians, we will first inform them by email, and then a hard copy will be sent either by post or given to them in person. A member of our LOWE Guardians Services team will speak to the guardians directly at a property meeting, to ensure they are fully aware of the next steps and how the process will work. Our team will remain in full contact with the guardians throughout their notice period, providing support and transparency, and advising of other LOWE vacancies where necessary.
We keep in regular contact with our guardians to ensure they are preparing for their move and to assess any potential overstay risks as the final day approaches. We also increase LOWE’s presence on site and the regularity of our property inspections to address any operational or security issues. The safety of our guardians and the emptying of the buildings are our top priority, and we aim to mitigate any risks early on in the hand back process. On the day of the hand back, members from our Guardian Services and Property Services teams will be on site to support the guardians with moving out and ensure the property is clear and in good condition.
Account management
We settle any existing or outstanding bills as initially agreed in our terms of business prior to the date of the hand back, and close down any council tax or utilities accounts for which we have had responsibility. If after vacant possession is achieved, security is still required, we will work with the client to advise on traditional security methods available and transfer to the responsibility of the client.
Once vacant possession is achieved and the building is handed back to our client, we send an end of project review, which includes an overview of our activities, the works completed, and good news stories about our guardians and how they benefitted from living at the property. We are committed to achieving a consistently high level of service, total compliance within health and safety requirements, and delivering tangible social impact.