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Managing Residential Tenancies

Residential Leasehold Rent and Service Charge Templates

Having robust procedures in place for rent and service charge collection is essential for the smooth running of any property rental business. Clear documentation helps landlords manage payments efficiently, comply with their legal obligations, and maintain positive tenant relationships.

Landlords and managing agents can choose from a wide range of professionally drafted documents and templates to assist and support them.  Please note these documents are suitable for use in England only. 

What documents can help with rent collection under an Assured Shorthold Tenancy (AST)?

For ASTs in England, the Tenancy Standing Order Form, Rent Authority Letter,  and Letter from New Landlord (Section 3 and Section 48) are useful documents to support the rent collection process.

What documents assist with ground  rent collection and service charges for residential leases?

For properties let on long residential leases, e.g. leasehold flats, landlords and managing agents can use the Ground Rent Demand for Long Residential Lease.

Landlords and agents collecting and managing service charges for residential properties can use a wide range of statements and schedules for service charge collection from the list below:

Residential Leasehold Rent and Service Charge Templates is part of Property. Just £38.50 + VAT provides unlimited downloads from Property for 1 year.

Frequently Asked Questions

What is the difference between rent collection on a tenancy and on a long lease? +
They are different regimes. On an assured tenancy you collect rent under the tenancy agreement, using tools like a standing order form and a rent authority letter. On a long residential lease, for example a leasehold flat, the leaseholder owns the flat and pays ground rent and service charges, which are governed by leasehold law and must be demanded in a specific legal form. Use the right documents for each.
Can I recover ground rent on a long lease if I just ask for it? +
No. Ground rent on a long residential lease is only payable once you have served a demand in the prescribed form. The demand must specify a payment date that is not less than 30 nor more than 60 days after the notice, and it must contain the required information. Until you serve a valid demand the leaseholder is not obliged to pay, so use the ground rent demand template.
What makes a service charge demand valid and enforceable? +
A service charge must be reasonably incurred and for work of a reasonable standard, and the leaseholder can challenge it at the First-tier Tribunal. The demand must also give your name and an address in England or Wales for service. For major works or long agreements you must consult leaseholders first, or your recovery is capped. Costs demanded more than 18 months after they were incurred may not be recoverable.
I have bought a let property, what must I tell the tenant or leaseholder? +
You must give notice of the new landlord. For an assured tenancy, the section 3 and section 48 letter tells the tenant who the new landlord is and gives an address for serving notices, and rent is not lawfully due until you do. On a long lease the same name and address rules apply. Serving the new landlord letter promptly keeps rent and charges collectable.
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