Landlords guide

Many clients use our property management service as they find it takes the hassle out of managing a property themselves. Whether you decide to use us or manage yourself, all landlords need to be aware of the legal, financial and practical issues involved so we’ve put together this useful guide to help you.

1.Legal issues

Consents to let - Prior to letting your property, it is essential:

1. a.   If your property is mortgaged, to obtain consent from your mortgage lender.
2. b.   If your property is leasehold, to obtain permission from the freeholder.
3. c.   To inform your insurance company of your plan to let the property.

Types of tenancy - Selecting the appropriate tenancy agreement will ensure you are completely protected while letting your property. We will, of course, always advise you on which type of tenancy agreement is suitable, each time we let your property

1. Assured Periodic Tenancy (APT)
   An Assured Periodic Tenancy (APT) is the standard tenancy for residential lettings in England under the Renters’ Rights Act 2025, effective from 1 May 2026. Replacing the former Assured Shorthold Tenancy, an APT runs on a rolling basis, usually month to month, with no fixed end date. The agreement must be provided in writing before the tenancy starts and outlines the rights and responsibilities of both landlord and tenant. It applies where annual rent is below £100,000 pa and the tenant is an individual or group of individuals who occupies the property as their only or principal home.
2. Non-Housing Act Tenancies (including company lets)
   Also known as Contractual Tenancies, these agreements are created when an APT cannot be used; such as when the rent is over £100,000 per annum or where the named Tenant is a company. If the tenancy is taken by an organisation, the agreement will also normally state who the permitted occupiers are.
3. Short-term letting agreement
   This is used when the initial term is less than six months. The tenant does not have any additional statutory protection and both parties are bound only by the terms of the agreement.

Notices - To end a tenancy, either party must serve a valid written notice. A tenant may end the tenancy at any time by giving two months’ written notice, expiring at the end of a rent period or the day before it. A landlord may only seek possession by serving a Section 8 notice relying on one or more statutory grounds under the Renters’ Rights Act 2025. If the notice is invalid, or the required ground is not established, the tenancy will continue on a rolling basis under the existing terms, including payment of rent until a valid notice is served and possession is granted by the court, or the tenant serves notice to end the tenancy.

Energy Performance Certificate (EPC) - All rental properties are legally required to have an EPC (which is valid for ten years) with an EPC rating of at least E, showing the energy performance of a property. Landlords must make a copy of the EPC available for prospective tenants and must provide the tenant with a copy. We can arrange for an EPC to be provided by an approved supplier.

Property Licences - Certain London properties require a selective licence from the local authority. Houses in Multiple Occupation (HMOs) may also need mandatory or additional HMO licences where licensing schemes apply. Failure to obtain the correct licence can lead to substantial fines, rent repayment orders and restrictions on a landlord’s ability to serve valid possession notices.

Right to rent - Under UK law, a property cannot be let without first checking that the applying tenants have a legal right to rent in the UK. Checks may be completed by verifying original documents or via the Home Office online checking service where the tenant holds a share code. Where a tenant has a time-limited right to rent, follow-up checks must be carried out before that right expires. Failure to comply can result in significant civil penalties.

2. Safety regulations

A landlord has a legal obligation to ensure that a rental property is safe for tenants to live in. Penalties for non-compliance with regulations are severe, resulting in fines and even prison sentences. We therefore insist that landlords ensure compliance with all relevant legislation.

1. Gas appliance safety
   The Gas Safety Regulations 1998 (as amended) require that all appliances using gas are inspected on an annual basis, with a valid report given to the tenant(s) prior to them moving into a property and upon every new inspection. To ensure compliance with regulations, a gas plumber certified by the Gas Safe Register must carry out the inspection with the Law requiring the landlord to retain not less than the two prior reports as a minimum. Non-compliance with these regulations is a criminal offence with a penalty of six months in prison or a fine of up to £5,000.
2. Electrical safety
   Electrical safety has now become a key responsibility for landlords. The Electrical Equipment (Safety) Regulations 1994 require that all electrical appliances in a property are safe and present no risk of personal injury or death. As best practice, a property will need to have a Portable Appliance Test (PAT) conducted as well as an Electrical Installation Condition Report (EICR).
3. Electrical Installation Condition Report (EICR)
   As of 1st July 2020 rules regarding electrical installations are changing. The UK government now places a continuous duty on landlords in England to maintain their property to meet electrical safety standards and to have evidence of this. To meet your legal obligations as a landlord, any new tenancy, or renewal of a tenancy, on or after 1st July 2020 will require an EICR. The EICR must be given to all of the tenants before they occupy the property and is valid for up to 5 years, but may be valid for a shorter period.
4. Smoke alarms
   To comply with Building Regulations, properties built after June 1992 must be fitted with mains operated smoke detectors and alarms on each floor. We also recommend that you fit a carbon monoxide detector.
5. Furniture and furnishings regulations
   All furniture in a rental property must comply with the Furniture and Furnishings (Fire) (Safety) Regulations 1988 and its subsequent amendments. Regulations apply to sofas, beds, bedheads, furniture covers, cushions and pillows as well as other items. Curtains, carpets, bed linen, duvets and mattress covers are not included. Furniture manufactured before 1950 is exempt.

3. Financial issues

1. Rent
   We will collect rent on your behalf in accordance with the Tenancy Agreement. This will be paid into your nominated bank account, usually within three working days of receiving cleared funds from the tenant. You’ll have access to your own secure account online so you can view all your statements when it’s convenient to you. You can register online for our text messaging service which will advise you as soon as a rental payment has been credited to your account.
2. Deposit
   We will hold a deposit, usually of 5 weeks’ rent, which will be registered, if applicable, with a Government-backed tenancy deposit scheme in accordance with the Housing Act. Corporate tenants may provide a letter of guarantee instead of a deposit.
3. Tax
   All rental income from property in the UK is taxable and must be declared to HMRC on the appropriate tax return, whether you are an individual or company landlord. There are a number of allowable deductions that can reduce your tax liability. These include letting and management fees, insurance, ground rent and service charges, legal and accounting fees, repairs, maintenance, redecoration and replacement of domestic items relief for furnished properties. For individual landlords, mortgage interest is no longer fully deductible, with relief instead given as a 20% tax credit. Company landlords may deduct mortgage interest as a business expense in full against rental profits, though other restrictions may apply. HMRC requires us to disclose details of rental income for landlords we represent. We recommend consulting an accountant for specialist advice.
4. Overseas landlords
   You are liable to pay UK tax on rental income received in this country under the Income Tax Act 2007 and the Taxation of Income from Land (Non-residents) Regulations 1995, even if you do not live in the UK.
   
   We are obliged by law to deduct tax at the basic rate from rent received on your behalf and pay this to HMRC under the Non-Resident Landlord Scheme (NRLS), unless we hold written authorisation from HMRC to pay the income to you gross. If you will be living outside the UK while the property is let, you must submit the relevant application form to HMRC. Further information and forms are available on the HMRC Non-Resident Landlord Scheme guidance page: https://www.gov.uk/government/publications/non-resident-landord-guidance-notes-for-letting-agents-and-tenant
5. Fees
   Fees are payable on the introduction of a new tenant and continue for the duration of the tenancy. For contractual tenancies, fees are also payable on any renewals or extensions. Full details can be found in our Terms and Conditions of Business.
6. Anti-Money Laundering & Financial Sanctions
   We are required to carry out checks on all landlords and tenants in accordance with our legal obligations. Where the monthly rent is €10,000 or more, the Money Laundering Regulations 2017 require us to conduct full customer due diligence (CDD) on both landlord and tenant including verification of identity and source of funds. From May 2025, all letting agents must also screen clients against the UK Financial Sanctions List and report to the Office of Financial Sanctions Implementation (OFSI) where required, regardless of rent level. Failure to comply may result in significant financial penalties. We may request documentation as part of this process.

4. Getting ready for a tenant to move in

1. Inventory and check-in procedures
   A full inventory is required , outlining the condition of the property and its contents before the tenant moves in. The purpose is to safeguard your position should you wish to propose a deduction to the tenant’s deposit which is then challenged. Under the current climate, the burden of proof falls to the landlord, and without a check-in (and the checkout at the end of the tenancy), claims are unlikely to succeed.
2. Handing over the keys and moving in the tenant
   If we hold the keys, we can hand them over to the inventory clerk or to the tenant on moving-in day. We will also supply the tenant with contact details of whoever is responsible for managing the property.
3. Utility bills
   The tenant is responsible for utility bills billed in their name (unless otherwise agreed) such as gas, electricity, water, telephone, as well as council tax and the TV licence. When a new tenant moves in, we will inform the local authority as well as the utility companies and provide them with the relevant meter readings. Should you instruct us only on a tenant find and rent collection service, the onus of informing any relevant third parties would fall to yourself.

5. Maintaining your property

You have a contractual obligation as well as a duty of care to your tenant. General and routine maintenance is recommended to keep your property in good condition to maintain its value. Our fully managed service aims to take the stress out of the day-to-day issues involved in being a landlord. To do this, we will assign you a dedicated property manager who will take responsibility for the management of your property. They will act as your point of contact and will act on your behalf from organising repairs, arranging maintenance, contacting utility companies, paying your service charge, to keeping you up-to-date with legislation.

1. Maintenance and repairs
   We have long-standing relationships with trusted contractors who we use to carry out repairs and maintenance on the properties we manage. All our contractors have the required certifications to work in their field and carry their own liability insurances when conducting works. We know how important it is to respond quickly if a tenant informs us that there is a problem, so our contractors are available 24 hours a day, 7 days a week. It’s often not possible for a landlord to be at the property to provide access for a contractor, so we provide a key-holding service for clients, holding your keys securely and arranging for contractors to gain access to your property to carry out repairs or maintenance. This also allows us to gain access if there is an emergency and the tenant is not available.
2. Property inspections
   Inspections are important to monitor the developments at your property. As a service, your assigned property manager will make one inspection each year, checking that the property is being looked after. After this visit, we will send you a full report, outlining details of any work that may need to be carried out. WE highly recommend an additional 2nd inspection every year so 2 are carried out.

6. At the end of the tenancy

1. Checkout procedures
   On our fully managed service, we will instruct a checkout to take place on the last day of the tenancy. Once the checkout has been conducted, we receive the report 3-4 days after it has been carried out. A copy will be sent directly to both you and the tenant. Your property manager will prepare a proposed quantification for your approval. Once a mutual agreement is reached and the tenant has shown proof their council tax and utility accounts are settled, then we will release the deposit.
   
   On a tenant find and rent collection service, the responsibility will fall to the Landlord to arrange a checkout and liaise with the tenant regarding any deductions to the deposit. You will additionally need to notify the utility providers and the local authority to bring the accounts back into your name, until a new tenant moves in.

7. Why clients choose our property management service

Tenants (particularly corporate tenants) demand a high standard of service and it can be time-consuming to meet their requirements. That is why many clients find our property management service to be invaluable. And, in fact, many companies looking to relocate their staff insist that they only rent managed properties. You can be certain of our complete professionalism; we are a fully licenced agent so you can rest assured that your money is protected at all times.

We are members of ARLA Propertymark, (Association of Residential Letting Agents), the Tenancy Deposit Scheme (TDS) and The Property Ombudsman (TPO). All our staff are fully trained and we operate a strict Code of Practice and Code of Conduct. We also have a formal complaints procedure with independent arbitration and redress and Client money protection.

We have been letting properties for over 60 years and over that time we have perfected our administration procedures. You won’t find this level of experience with any other lettings agent. So, you won’t just receive great service, you’ll have complete peace of mind when it comes to letting your property.

We will

• Provide a single point of contact - a dedicated property manager will handle all aspects of the management of your property
• Organise all relevant legal inspections (gas safety, electrical safety, etc)
• Arrange transfer of utilities
• Provide a key-holding service
• Arrange payment of bills
• Organise repairs and maintenance
• Provide a 24/7 emergency service
• Carry out an annual property inspection
• Arrange a full inventory to be carried out and handle check-in and check-out processes.

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