Letting and Management Instruction Form
Client Name & Correspondence address
and property owner if different:
Letting address inc
Restrictions: (i.e. pets, children, smokers etc.)
Alarm code (if
Type of property:
Number of beds:
Satellite TV and Broadband:
Inventory: Has this been done? Yes/No Date:
Gas Safety Certificate: Has this been done? Yes/No Date:
Energy Performance Certificate: Has this been done? Yes/No Date:
Electrical Periodic: Has this been done? Yes/No Date:
PAT test: Has this been done? Yes/No Date:
Any of the above can be arranged at £90 + Vat each fixed fee per property by Sasha David Estates LLP if required.
Bank Details for rental forwarding
Property reference: Water Meter Location:
Mortgages: You must inform your building society / bank that the property is to be let.
Has this been done? Yes/No
Insurance: Has your insurance company been informed that the property is to be tenanted?
Insurer & policy no:
Council tax (Local Authority : Tax Band:
Electricity supplier: Supplier: Supply Number:
Gas supplier: Supplier : Gas Meter Ref Number:
Location of meter cupboard:
Location of main water stop cock:
Terms and Conditions
Where the property to be let is subject to a mortgage, permission is normally required from the mortgagees to let the
property. Please obtain your mortgagee’s permission to let (if required) in writing, at the earliest date rather than
applying for this at a later stage. Most mortgages enable the lender to withhold permission without providing a
reason. Please submit all necessary consents with this instruction form.
2. Let only Fees
2.1 On finding a tenant who is accepted by you, or whom you have given us or our assignees authority to
accept on your behalf, and who completes the Tenancy Agreement, our commission will be charged
2.2 50% of the first month’s rent for a let of 6 months or less, or 75% of the first month’s rent for a let
of 12 months or a minimum fee of £399+vat will be charged.
2.3 Commission is payable on any subsequent new tenancies as per point 2.2.
2.4 A £250 fee is payable for the renewal of an existing tenancy agreement.
2.5 The initial fee is payable at the commencement of each tenancy and/or extension.
2.6 Fees remain due and payable should the landlord dispense with the services of the agent during
2.7 Fee for drawing up AST £60
3. The Let Only services included in our commission are:
3.1 Marketing the property via a variety of property websites and media, and circulating details around our
3.2 Apply for and obtain relevant personal and financial references in connection with each tenant party.
Each tenant is also credit referenced with Homelet however we can give no warranties to the suitability
of a prospective tenant.
3.3 Arranging the Tenancy Agreement
3.4 Accompanied viewings
3.5 Give tenants instructions on how to pay the landlord.
3.6 Give tenant contact details of landlord/person managing the property.
3.7 Securing of the tenant’s deposit with the DPS (or other schemes as 9.1).
4. Unfurnished / Furnished rent
Unless otherwise agreed, the rent quoted to a tenant by us on your behalf must be inclusive of all
outgoings for which you are responsible (i.e. private estate rates, ground rent, service charges, etc) with
the exception of gas, electricity, the telephone service and fuel oil where there is an independent oil fired
heating system, the Council Tax and water rates.
Inventories can be prepared by ourselves for an additional fee. We strongly recommend that landlords
have an inventory prepared for both furnished and unfurnished premises as it can save costly litigation
and disputes at the termination of the tenancy. Under the Tenant Deposit Schemes a landlord will be at a
disadvantage should he seek to claim compensation for any loss or damage if there is no inventory. We
cannot be held responsible for any loss suffered if there is no inventory.
6. Tenancy Agreement and Charges
Unless we are instructed otherwise we use our standard form of Tenancy Agreement in respect of all
unfurnished/furnished lettings. Our charge to the landlord for this form of agreement for any tenancy
renewals, being for a term of six or twelve months, is £60.00 exclusive of V.A.T. If alterations are made
to our standard agreement whether by you or tenant we reserve the right to charge a fee of an additional
£75.00 for the alterations made.
7. Rent Remittance
The current banking arrangement makes it necessary for us to allow approximately 3 - 4 days for rent
payments to be cleared. No rent will be payable to you until we have cleared funds from the tenant.
You must make certain that the property and its contents are adequately and appropriately insured.
Please be advised that many policies do not allow cover on unfurnished/furnished lettings. Your policy
will be void if your insurers are not aware the property is being let
9.1 Sasha David Estates LLP shall hold the deposit in accordance with the Housing Act 2004. Such deposit
shall be the equivalent of one month’s rent. We use the designated Tenancy Deposit Scheme the Deposit
Protection Service – see our website or www.depositprotection.com for full details. We reserve the right
to change scheme provider to TDS or My Deposits.
9.2 A £30+vat fee is charged for securing the tenant’s deposit with the Deposit Protection Service.
9.3 After the end of the Tenancy the Landlord shall use his best endeavors to agree with his tenant what
deductions should be made from the deposit and will in any event within twenty days of the termination
of the Tenancy notify Sasha David Estates LLP of what sums/issues remain in dispute.
9.4 Sasha David Estates LLP will, as soon as reasonably practicable after such notification, refer the dispute
to the Administrator of the Tenancy Deposit Scheme subscribed to who will then determine matters in
accordance with the provisions of that scheme. The Landlord agrees to provide such co-operation as is
reasonably required to assist in such a referral and the determination of any dispute. This obligation
does not in any way limit the Landlord’s right to make an application to the County Court where
9.5 If the dispute goes to arbitration or a single claim has to be made a fee of £50.00+vat per hour will be
charged for administration.
9.6 Except with the consent of the Landlord’s tenant or where there has been a determination made by the
relevant Tenancy Deposit Scheme or by a Court of Law, the Landlord accepts that notwithstanding the
terms of his Tenancy Agreement, no deductions will be made from the deposit and that he will not be
entitled to claim interest thereon.
10. Section 21 Notice
We will serve a Section 21 Notice to obtain possession of an Assured Shorthold tenancy to expire no
earlier than the end of the fixed term, or in line with the break clause. Having done this we will only
serve further Section 21 Notices upon receipt of the Landlord's written instructions. Please note the
Notice must be served at least two months prior to the expiry of any fixed term. If the tenancy is
periodic, at least two tenancy periods' notice must be given.
11. Additional available services and fees
11.1 Arrange and co-ordinate the tenant(s) occupation and vacation of the premises. The Check in and Check-
out of tenants from the property will be charged at £60.00+vat per visit to the property.
11.2 We can provide monthly property visits whilst the tenant(s) are in occupation and complete a written
report on the condition of the property, listing any problems that have arisen and the action which needs
to be taken charged at £60.00 per visit.
12. Legal Action
The landlord will be responsible for taking any legal action necessary for recovery of any rent due or for
court action for repossession of the property, including any other matters relating to the tenancy between
the landlord and his/her tenant(s). Moreover, the landlord will be responsible for the payment of all fees
and costs relating to such matters.
13. Resident outside the UK
Where the landlord resides abroad (outside England or Wales) and is not registered for 'Self -assessment'
then tax of allowable expenses at the current rate of the net rent collected by the agency will be deducted
and retained by the agency until authority to pay over the money has been obtained from the Inland
Revenue. The Landlord must seek to register for “self assessed” for rental if living abroad and becoming
a non-resident landlord (NRL 1 form must be obtained).
14. Sale of the property
Should at any time after the commencement of the tenancy unconditional contracts for the sale of
the landlord’s property are exchanged with the tenant, the agency will be entitled to a commission
of 1 % of the sale price, including fixtures & fittings, plus VAT.
15. House of Multiple Occupation
The landlord confirms that where a property falls under a licensable House in Multiple Occupation
(HMO) it has been registered as such with the local authority and that the property complies with all
relevant regulations. Further information can be obtained from your local Housing Authority.
16. Sale of premises to a Third Party
If the landlord sells the property to a third party and the tenant introduced by ourselves remains
in occupation the landlord will be liable for all our fees until the tenant vacates the property.
The Landlord agrees to indemnify us as agents against any costs, expenses or liabilities incurred or
imposed on us provided that they were incurred on his behalf in pursuit of our normal duties.
18. Safety Regulations
The landlord will fully comply with the Furniture & Furnishings (Fire) (Safety) (Amendment)
Regulations 1996; Gas Installation (Safety & Use) Regulations 1996; Electrical Equipment (Safety)
Regulations 1994 or amendments that may apply during the period of any tenancy plus any other
regulations referred to within this agreement or that may apply at any time. We reserve the right to
remove any furniture that does not comply and either dispose of it or store it at the Landlord’s expense.
19. Flag Board
The Landlord agrees that the agent can place a “To Let” board outside the property once instructions to
let have been received. This will be replaced with a “Let by” board when the property has been let.
(Subject to the Town and Country Planning (control of Advertisements) Regulations 1992).
20. Electric and Gas Appliances Regulations
20.1 Under the Gas Safety (Installation and Use) Regulations 1998, all gas appliances must be checked by
professional tradesmen. The landlord must carry out such tests annually and a copy of the safety record
provided to the agent, or they will be carried out by the agent at the landlord’s expense prior to the rental
of the property and on an annual basis thereafter, the costs being deductible from the rent.
20.2 The Electrical Equipment (Safety) (Amendment) Regulations 1994 require all electrical appliances to
be safe. In order to ensure safety of all appliances including such items as immersion heaters and
electric wall heaters, the agent will arrange a safety check of the appliances prior to the first tenancy and
annually thereafter. All appliances must have instruction books left at the property.
21. Additional Services - Caretaking Service
The agency can offer a the landlord a Caretaking Service for empty or vacant periods when the property
has no tenants in occupation - Details and charges for this service are upon request and the signing of a
new agency agreement
22. Energy Performance Certificate
The landlord will fully comply with the The Energy Performance of Buildings (Certificates and
Inspections) (England and Wales) Regulations 2007 or amendments that may apply during the period
of any tenancy plus any other regulations referred to within this agreement or that may apply at any time.
We reserve the right to withdraw our services in respect of any Property that does not comply.
23. Additional Charges Payable to the Agent
23.1 The reasonable costs of any overseas calls/faxes and redirected mail on behalf of the landlord shall be
23.2 A sum equivalent to 10% of the value of any insurance claim (minimum fee £50) administered or dealt
with by the agent on behalf of the landlord is recoverable.
The landlord agrees to maintain the property to a good standard of repair throughout the tenancy term
whilst occupied by the tenant(s) and to carry out all necessary repairs and maintenance as and when
required as stated within the terms and conditions of the tenancy agreement.
25. Signing the Agreement
25.1 As agent of the landlord we can legally bind our principal that is the landlord, by signing the tenancy
agreement on his behalf. If you do not wish for us, as agent to have authorisation to sign the agreement
on your behalf please delete the relevant section at the end of the contract.
25.2 The landlord allows the agent to instruct a third party inventory company to prepare and deal with all
inventory matters where applicable, and to sign any insurance proposal forms on the behalf of the
26. Terms of Appointment
The landlord agrees that he appoints us as his sole agent in connection with the agent’s functions under
this agreement and the tenancy agreement to be entered into, and authorises us (without any obligation to
do so) to enter the premises and take all reasonable steps with regard to our appointment as agent. If an
additional agents is used and they find the tenant the charges outlined herein will be submitted to the
landlord for payment.
27.1 The landlord undertakes to indemnify the agency within seven days of a demand for payment against the
agency for all claims, costs and expenses of whatever nature made against the agency concerning the
landlord or landlord’s property.
27.2 The landlord undertakes to indemnify the agency within seven days of a demand for payment against all
claims, costs and expenses of whatever nature made by the Department of Social Security or any other
body or person and arising from the collection and payment to you and/or nominated bank or building
society of the monthly rent.
The Agency reserves the right to give 30 days notice in writing to the landlord to terminate this
agreement stating the reason for doing so. In the case of Landlord termination three months notice must
29.1 I (We) confirm that I (We) are the sole/joint owners of the property named on page 1 of this agreement.
Please submit proof of this with the form.
29.2 I (We) being the sole/joint owners of the above property authorise you to sign the tenancy agreement on
29.3 I (We) the landlord(s) or authorised representative(s) warrant that I (We) have title and power to enter
into a tenancy agreement and that all necessary licenses and consents (if any) have been obtained and
attach hereto copies of all necessary consents. Furthermore, should any necessary documents not be
submitted with this instruction form, that I (We) will produce such documentation upon demand by the
agent within 7 days
29.4 I (We) hereby authorise the under mentioned agency company to act on my / our behalf in the letting of
the property (address as above), during the letting period and to sign any tenancy agreements where
I (We) confirm that we agree to comply with the attached Terms and Conditions and wish you to
undertake the letting as described in these conditions.
I (We) understand that the fees must be paid direct by me/us to the company or will be deducted by the
Agency Company from the rental income due to me/us.
I (We) understand that renewal fees are chargeable in line with clause 2 of this agreement.
The signing of this agreement means that the property will have vacant possession and will be available to let upon the agent
finding a tenant(s). DO NOT SIGN THIS UNLESS YOU AGREE
I (WE) AGREE TO ALL OF THE TERMS ABOVE.
Landlord’s Full Name: X
Landlord’s Signature: X
PLEASE STATE WHETHER THE LANDLORD OR PERSON(S) AUTHORISED TO SIGN ON BEHALF OF THE
LANDLORD. If authorised please enclosed copies of such authority (e.g. Power of Attorney)
Sasha David Estates LLP
28A York Place
LEEDS LS1 2EZ
Sasha David Estates LLP SIGNATURE: _________________________________________Date____________