Terms of trading

The agent should have their own published terms of trading, and these should include a statement on the following points.

• Fee structure, including extra charges that may be raised for specific items (e.g. inventories).
• Procedure for tenant selection and references.
• Reporting and periodic statement of accounts – procedure and frequency.
• Procedure and time scale for transfer of rental receipts.
• Tax payments for overseas landlords.
• Procedure for dealing with minor repairs, and limits on expenditure allowed without further authority.
• Arrangements for paying routine outgoings not the responsibility of the tenant (e.g. water rates).
• Frequency of property inspections and reporting procedure.
• Arrangements for inventory checking.
• Arrangements for forwarding mail.
• Procedure for ending the management contract before the end of the tenancy.
• Procedure for dealing with Rent Assessment Committee hearings.
• Procedure for dealing with local authority notices, including registration of houses in multiple occupation (where required).
• Procedure for arranging gas inspections.
• Measures to be taken to ensure electrical safety.
• Arrangements for cleaning, and redecorating when necessary, of property between lets.
• Procedure for arranging transfer of utilities, telephones and Council Tax liability.
• Agents involvement in any litigation that might arise between landlord and tenant (e.g. recovery of rent arrears or possession proceedings).
• What steps will be taken after the tenancy has ended to recover money owed by the tenant.
• What authority the agent has to sign documents on behalf of the landlord.