Terms and Conditions for Residential Lettings Agency – Management Service

Residential Lettings Agency Terms and Conditions (Fully Managed Service)

PROP.EST.01

These Residential Lettings Agency Terms and Conditions (Fully Managed Service) are for use by estate agents specialising in lettings and property management. They set out the Agency’s and the Owner’s responsibilities and provide for commission to be paid to the Agency. The Terms and Conditions, together with the Residential Lettings Agency Appointment Form (Fully Managed Service), create a contract between the Agency and the Owner. 

This version of the Terms and Conditions should be used where the Agency will be providing a “fully managed” service, i.e. dealing with day to day management of the property, as well as finding a tenant and setting up a tenancy. If the Owner is to manage the property, the “Letting and Rent Collection” or “Letting Only” version of the Terms and Conditions should be used instead.

The Terms and Conditions have been updated to reflect the requirement, effective from 1 October 2014, for lettings agencies to belong to an approved redress scheme for dealing with complaints. They also include a clause requiring the agent to take responsibility for the “right to rent” checks that are required under the Immigration Act 2014 in some geographical areas from 1 December 2014.

Clause 1 contains definitions and in some cases refers to information contained in the Appointment Form. The “Commission” comprises the “Letting Commission” (paid for finding a tenant and completing a tenancy agreement) and the “Management Commission” (payable for the Agent taking on a management role during the tenancy). The Commission is paid in monthly instalments. If the Owner terminates the contract during the Management Period (i.e. when a tenancy agreement is in place), the Letting Commission becomes payable in full.

Clause 2 covers the appointment of the Agent.

Clause 3 sets out the duties of the Agent during the Introduction Period (when the property is on the market) and during the Management Period (when a tenancy agreement is in place). These include preparing particulars, vetting potential tenants, handling the tenant’s security deposit, collecting rent, chasing rent arrears and dealing with maintenance issues.

Clause 4 sets out the duties of the Owner. These include obtaining any consents that may be required from the Owner’s insurers, landlord or mortgage company, and complying with statutory obligations regarding gas appliances, electrical equipment and fire safety.

Clause 5 deals with termination of the contract between the Agent and the Owner. There are different termination provisions for the Introduction Period (i.e. before a tenant has been found) and the Management Period.

Clause 6 relates to renewal or continuation of the tenancy. If the tenant remains in occupation after the expiry of the original tenancy, the Agent is entitled to receive additional commission (the “Renewal Commission”).

Clause 7 makes reference to the Agent’s complaints handling procedure and confirms which of the three approved redress schemes the Agent belongs to.

Clauses 8 to 12 contain standard legal interpretation wording and provisions regarding the service of notices and VAT.

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.

These Residential Lettings Agency Terms and Conditions (Fully Managed Service) are in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.

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