Property Management & Refurbishment

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Property Management & Refurbishment

Property Management & Refurbishment

Are you considering letting your property in the Greater Accra Region or any part of Ghana, but you’re not sure what it takes? Please read our list of useful information and advice on property management, as well as the services that Index Estates can offer you.

Index Estates Services

Services Provided Comprehensive Management Service Introduction & Tenancy
Professional Photography
Comprehensive marketing
Tenant finding
Comprehensive in house referencing
Tenancy agreement included
Legal Process (paperless if required)
Electrical and Gas Inspections Arranged
Energy performance certificates arranged
Property Licensing advice
Inventory and Check in Provided
Renegotiate Tenancy Extensions
Collection of rent
Collection of rent
Monthly financial statements
Pursue & Advice on rent arrears
Deposit Registration
Yearly Financial Tax Statements
Rental Guarantee arranged
Professional cleaning arranged
Key holding service
Payment of outgoings
Repairs and Maintenance arranged
24 Hours Emergency Available
Property inspections included
Legal Notices Served
Management of the check out
Deposit deduction advice
Vacant Property management
Corporate Service and Short Lets

Professional Photography

At Index Estates we use in-house, qualified photographers to ensure we obtain the best shots possible of your home, complete with an interactive floor plan which is available exclusively to view and download from the internet.

Comprehensive Marketing

We subscribe to all the main property portals including Rightmove, PrimeLocation, Zoopla and Find a property. Index Estates produces its own property newspaper advert which is distributed to over 80,000 selected local homes. Your property is presented 24 hours a day on our office LCD screens and on glossy A3 window details.

Tenant Finding

Given your guidelines, we will work towards presenting the most suitable tenants for you. You can happily meet with any prospective client before any decision is made.

Comprehensive In-House Referencing

We pride ourselves on ensuring that the tenants are of a high standard and we will carefully select suitable potential tenants. All tenants are comprehensively checked and verified by our trained administrators. Employment and previous landlord references will typically be provided, as well as a credit history report, plus an accountant/character reference when required. The tenancy default ratio within Index Estates is considerably lower than the industry norm, which is testament to our stringent procedures. Copies of all of the references will be provided to you to sign off and confirm agreement to proceed.

Tenancy Agreement Included

Once the tenancy terms have been agreed, a bespoke contract drafted by property lawyers will be compiled to make certain that it includes the correct details and conforms to all legal requirements. We shall select the appropriate type and length of agreement to suit your needs.

Legal Process (paperless if required)

Index Estates is a paperless company if required to do so. We will arrange for any legal documents to be signed electronically, including the tenancy agreement. This system allows for remote completion of important documents, enabling tasks to be completed quickly and more efficiently.

Electrical & Gas Inspections Arranged

A gas safety check must be carried out on every gas appliance and flue. This will ensure gas fittings and appliances are safe to use. A certificate will be supplied by a Gas Safe registered engineer stating a fail, and the appropriate action required, or a pass. The certificate is valid for 12 months. Index Estates can arrange for the electrics and/or gas to be checked at your property.

Energy Performance Certificate Arranged

This is required by law and also needs to be in situ prior to marketing and provides details of the energy efficiency of your property and how improvements can be made.

Property Licensing Advice

There is a strong consensus that most landlords will, at some stage, be required to register their privately rented property with the Local Authority. We are already experienced with this and are able to provide guidance when necessary.

Inventory & Check-In Provided

This is a report of the condition and contents of your property. A professional, comprehensive inventory will be carried out at no cost to the owner. This will ensure proof of condition at the start of the tenancy and protect you should any deductions be required from the deposit once the tenants have vacated. Usually tenants are checked in and out to prevent disagreements.

Renegotiate the Tenancy Extensions

We contact the tenants prior to the end of their tenancy agreement to ascertain whether they would like to stay. This will enable us to negotiate any changes to the tenancy that suit you or, if the tenants wish to move out, remarket your property immediately to minimise the void period between tenancies.

Collection of Rent

Typically collected on a monthly basis and by one Direct Debit only, Index Estates will collect rent on your behalf. To ensure your accounting is in order, Index Estates will email you a monthly financial statement of any costs and repairs incurred, along with confirmation on the rental amount paid each and every month.

Monthly Financial Statements

If you provide Index Estates with an active email account, you will automatically receive a monthly financial statement, showing any movement on your account in that period. This will be accompanied with any relevant invoices for works taken place.

Pursue & Advice on Rent Arrears

If the rent is not received on the due date, we will pursue the tenants for the arrears on your behalf. We will also advise and assist should legal proceedings be required.

Deposit Registration

Index Estates will usually collect a month’s security deposit from the tenants. This must be registered with a government approved scheme within a specified time from the date the initial deposit is received. The deposit will be registered with ‘My Deposits’ under our Comprehensive Management Services, and a certificate provided to both you and your tenants. This will also be updated should tenants change or the contract is renewed.

Yearly Financial Tax Statements

At the end of the financial year, Index Estates can arrange for a financial summary to be prepared and sent direct to your accountant if you so desire.

Rental Guarantee Arranged

Landlords legal protection with optional rent guarantee can be arranged, which can include the following; buildings & contents cover, loss of rent following insured perils, landlords legal defence costs, criminal prosecution defence costs, property disputes defence costs, emergency assistance legal and tax helplines, landlords legal defence, criminal prosecution defence costs, property disputes defence costs, legal and tax helplines.

Professional Cleaning Arranged

This may be required before or after a tenancy. We have a long standing relationship with a number of local cleaning companies and can happily arrange this for you.

Key Holding Service

When we manage your property, our branch will require a 2 x full set of keys, including access codes and fobs, for contractors to gain access to the property.

Payment of Outgoings

We can arrange for your ground rent, service charge, tax and other fees to be paid from the rent we receive.

Repairs & Maintenance Arranged

Our maintenance team will liaise directly with you and your tenants to arrange reports, quotes and repairs.

24 Hour Emergency Service

Your tenants will be provided with a 24 hour emergency contact. Contractors are aware of what may constitute an emergency e.g. Floods or no heating in the winter.

Property Inspections Included

Index Estates will carry out periodic inspections, during the tenancy. This will ensure that your property is being well cared for and highlight any potential issues before they escalate.

Legal Notices Served

We will serve notice on your tenants at the appropriate time to ensure the tenancy length runs to the agreed initial term. Should you require possession of the property before the end of the fixed term, and in-line with any stated break clause, we will complete and advise you of the notice requirements at your request. The accuracy of a notice requiring possession including its content, type of notice, how and where it is served, is crucial to ensure it is legally accepted and not refused by the tenants/courts.

Management of the Check Out

Tenants will be checked out of the property at the end of the tenancy, which will provide a basis to propose deductions from the security deposit. The owner will be liable for the cost, which is dependent on the size of the property.

Deposit Deduction Advice

Our team will be on hand to advise you on any suggested deductions once the check out report has been received. We can also arrange for the necessary quotations to be compiled to support any proposed deductions to the tenants.

Vacant Property Management

Index Estates can arrange for maintenance or improvements to be carried out and regular visits to switch on/off lighting, heating, etc.

Corporate Services & Short-lets

Employee Relocation Service – City firms and Blue Chip organisations operate within a global market and frequently require their staff to move overseas. Index Estates have direct links with the relocation departments of large corporate organisations. Short-lets are a great alternative option to hotels, which can ensure tenants opt for a conventional home for periods up to six months. Short-let properties are offered fully furnished and ready to move into. All bills and utilities are included within the rent.

Unhappy with your current tenant (Free Eviction)

If you have a tenant which is refusing to vacate or is causing a disturbance to you we can evict your tenant and no cost including serving the appropriate notices. (T&C apply)

Property Refurbishment

Index Estates has on board contractors readily available to internally and externally decorate properties for the standard of selling or rent. In most cases the benefit of using our contractor is the speed, efficiency and professional workmanship we offer, furthermore you will not need to pay for any invoices and costs of work in advance this can be deducted from you rent on a monthly basis.

The Legal Bit –

We do the research so you don’t have to, making sure you are aware of your current legal obligations as a landlord.


The Gas Safety (Installation and Use) Regulations 1998 require a gas safety check to be carried out on every gas appliance/flue. The certificate is valid for 12 months and must be provided to the tenants within 28 days of the check


The furniture supplied within a rental property must comply with fire resistance requirements as defined within The Fire and Furnishings (Fire) (Safety) Regulations 1988 (as amended). The regulations apply to beds, headboards of beds and mattresses, sofa-beds, futons and other convertibles, nursery furniture, garden furniture suitable for use in the dwelling, scatter cushions and seat pads, pillows, loose and stretch covers for furniture.

Electrical Equipment & Systems

There are currently no statutory regulations governing electrical equipment and systems in Ghana, although you are obligated to ensure the property is safe and you may be liable should something go wrong.

Smoke Alarm

The Buildings Regulations Act 1991 states that all properties built after 1st June 1992 must have mains powered smoke alarms on each floor. If the property is built prior to this date it is not a legal requirement, however, it is strongly recommended that all properties provide at least one smoke alarm.

Tax and the Non-Resident Landlord Scheme

You may be subject to income tax during the rental period and capital gains when you sell. If you reside overseas, we are required by HMRC to comply with the non-resident landlord scheme.

Tenancy Deposit Protection

Legislation requires security deposits for all Assured Shorthold Tenancies to be registered with a government approved scheme. We are members of the ‘My deposits’

Terms and Conditions

The contract between Index Estate and yourself (landlord) can be sent upon request.


An Energy Performance Certificate needs to be commission prior to marketing by Index Estate