Appointment of Lettings Agent to Find a Tenant and Manage the Deposit

Residential Lettings Agency Appointment Form (Letting & Deposit Holding Service)

PROP.EST.07
This Residential Lettings Agency Appointment Form (Letting & Deposit Holding Service) is for use by residential lettings agencies when they take on a new landlord client. The form is completed and signed by the Owner of a property who wishes to appoint an Agent to market the property and protect the tenant’s security deposit during the tenancy.

The Appointment Form, in conjunction with the Residential Lettings Agency Terms and Conditions (Letting & Deposit Holding Service), creates a contract between the Agency and the Owner. The Appointment Form and Terms and Conditions can be displayed on the Agency’s website but must also be provided to Owners in hard copy.

This version of the Appointment Form should be used where the Agency’s role is limited to finding a tenant and protecting the security deposit during the tenancy. If the Agency is to manage the property or collect rent for the Owner, the “Fully Managed” or “Rent Collection Service” versions of the Appointment Form should be used instead. If the Owner is responsible for protecting the security deposit, the “Letting Only” version should be used.

Contracts between Owners and Agents are sometimes made in the Owner’s home. The form therefore includes the information required under The Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 which relate to contracts made in a consumer’s home or otherwise off the trader’s premises. Essentially, these are details of the services that will be provided, the identity of the Agency, pricing and the Owner’s right to cancel.

The Appointment Form contains fields for the Agent’s details, the Owner’s details and a detailed description of the property. Details of the agency arrangements are also captured: the agency start date and fixed term, the Commission and target rent. At the end of the form is a “model cancellation form”. This is to comply with the 2013 Regulations referred to above which give a 14 day “cooling off” period in relation to contracts made off the trader’s premises. If the Appointment Form is signed at the Agency’s office this wording is not required and can be deleted.

In most cases, the Owner will want the Agency to begin marketing the property straight away, rather than wait for the 14 day cooling off period to expire. The Appointment Form therefore includes an instruction to the Agency to commence marketing immediately and an acknowledgement of the consequences this will have for the Owner under the 2013 Regulations. These are first, loss of the right to cancel if a letting is agreed within the 14 day period and, secondly, a requirement to pay the Agency for any services performed up to the date of cancellation, should the Owner exercise the right to cancel.

By signing the form the Owner confirms that there are no restrictions (such as planning control, mortgage conditions or restrictions in the title deeds) that prevent the property being let. Owners should investigate these matters before entering into a contract with an Agency. The Agent also signs the form to confirm that the terms of the agency contract have been explained to the Owner.

Optional phrases / clauses are enclosed in square brackets. These should be read carefully and selected so as to be compatible with one another. Unused options should be removed from the document.

This Residential Lettings Agency Appointment Form (Letting & Deposit Holding Service) is in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.

Once you have purchased access to the appropriate document folder click on the “Download Document” button below. You will be asked what you want to do with the file. It is recommended that you save the document to a location of your choice prior to viewing.
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