Terms of Business

EPROPERTYS – TERMS OF BUSINESS  

(Lettings & Management – Residential) 

 

1. TERMS OF BUSINESS 

Please read our Terms of Business https://epropertys.com/terms_of_business before you agree to them, in particular the section which sets out the fees and other charges. Please get in contact if you have any queries. 

 

By agreeing to our Terms of Business you  

confirm you are (i) the sole owner(s) of the Property or (ii) are entitled to lawfully let the Property and are signing for and on behalf of all persons who have an interest in the Property and have the required permission to do so; 

confirm the information provided by you on the Platform is true to the best of your knowledge; and 

agree to be bound by these Terms of Business and you authorise us to market your Property and agree to pay our Fees in accordance with these Terms of Business. 

 

2. KEY POINTS 

Agency Status 

You are instructing ePropertys to act on a multiple agency basis. This means you are free to appoint other agents to market your Property. Please see clause 1.1 of our Terms of Business for more details on what multiple agency means. 

 

Minimum Term 

Please note our Fees are competitive for the lettings and management market. In return, we ask that you commit to a minimum term with us of 1 year in respect of each Property where we find a Tenant (called “Minimum Term”). 

 

Even where we find you a Tenant for a Property, you are free to end your agreement with us in respect of that Property at any time upon 90 days’ written notice. 

 

Where you enter into a Tenancy Agreement and you choose to end your agreement with us before the end of the Minimum Term for the Property we would charge you the remaining balance of our Fees for the Minimum Term, as set out in clause 1.2.3 of our Terms of Business. 

 

For clarity, these provisions would only apply where you serve notice to end your agreement before the expiry of 9 months of the Minimum Term and not on any renewal of a Tenancy. 

 

Fee Increase 

We may alter our Fees upon 30 days’ notice to you.   

 

Where you are not happy with the Fee increase, you can terminate our agreement in accordance with clause 8.2. 

 

 

3. YOUR CANCELLATION RIGHTS 
Notice of Right to Cancel 

You have the right to cancel our appointment under the Terms of Business within 14 days without giving any reason. The cancellation period will expire after 14 days from the day you sign our Terms of Business. 

 

To cancel, you must inform us of your decision to cancel our appointment under the Terms of Business by a clear statement (e.g. an email or letter). 

 

Please send your written notice to the following addresses: (by email) to [info@epropertys.com] or (by post) to ePropertys, 292-294 Hale Lane, Edgware, London, HA8 8NP 

 

To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired. 

Immediate Start  

By ticking the “Immediate Start” box on the Platform you are requesting that we begin marketing the Property immediately. 

 

You acknowledge that if we begin marketing the Property during the cancellation period, you may still have to: 

 

pay our Fees for the Minimum Term if we introduce a Tenant before you send the cancellation notice and you subsequently enter into a Tenancy Agreement with that Tenant; and 

 

pay a Cancellation Fee for our reasonable expenses incurred prior to the date of the cancellation notice regardless of whether a tenant is introduced (as described at clause 1.4 of our Terms of Business). 

 

You do not need to tick the “Immediate Start” box but if you decide not to, we will not commence marketing the Property until after the 14 day cancellation period.  

 

 

 EPROPERTYS LETTINGS AND SALES LIMITED 

Terms Of Business - Lettings Terms And Conditions (Residential) 

Definitions  

This list of definitions is to help explain some terms or expressions that are used in these Terms of Business. 

Additional Charges  additional charges set out in the Additional Charges document attached to these Terms of Business and available at https://epropertys.com/terms_of_business. 
Agreement  this agreement incorporating these Terms of Business and the relevant information on the Platform regarding you, the Property and the services to be provided. 
Approval Number  the approval number shown on a notice of approval to receive rent with no tax deducted issued by HM Revenue & Customs under the Non-Resident Landlords Scheme 
Assisted Managed Service  our assisted managed property service we provide in relation to properties, as described on the Platform. 
Business Day  a day other than a Saturday, Sunday or public holiday in England when banks in London are open for business. 
Cancellation Fee 

means 

our non-cancellable third party costs in respect of preparing any photos, property platform advertising fees EPC, gas safety checks, inventory checks and electrical checks;  

an administration fee of £72 (inclusive of VAT) and £72 (plus VAT) for our internal time spent performing the services. 

Cancellation Period  the period of 14 days from the date you agree to our Terms of Business in relation to a Property on the Platform  
DPS  the Deposit Protection Service operated by Computershare Investor Services Plc. Registered address: The DPS, The Pavilions, Bridgwater Road, Bristol, BS99 6AA. https://www.depositprotection.com/  
Deposit   any deposit payable by a Tenant upon the commencement of a Tenancy. 
Fees  our fees as stated on the Platform for the services (as selected by you) we perform in relation to the Property in accordance with these Terms of Business. 
Fully Managed Service  our fully managed property service we provide in relation to properties, as described on the Platform. 
Immediate Start  where you request we commence providing our services during the Cancellation Period in relation to a Property from the date you sign the Terms of Business.  
Minimum Term  a period of one year from the commencement of first Tenancy we introduce to you in respect of a Property.  
Non-Qualifying Fully Managed Service  our Fully Managed Service in relation to a Tenancy for a Property with a rental of between £8,000 to £14,999 a calendar year. 
Platform  our online platform available at https://epropertys.com/ link which has functionality amongst other things for you to upload details of the Property, select the services we are to provide in relation to the Property and details of our Fees. 
Property  a property stated on the Platform in your account that you have designated we will provide service in relation to, with the property including all or any parts of the dwelling house, gardens, paths, fences, boundaries or other outbuildings that form part of the Tenancy and if a leasehold Property will include any common parts. 
Qualifying Fully Managed Service  our Fully Managed Service in relation a Tenancy for a Property with a rental of £15,000 or more a calendar year. 
Standard Tenancy Agreement  our standard form of assured shorthold tenancy agreement. 
Tenancy  any or all tenancies arranged by us in respect of the Property under the terms of this Agreement. 
Tenancy Agreement  the tenancy agreement entered into by you and Tenant regarding the Property. 
Tenant  any one or more individuals or corporate entities introduced by us or named as Tenant or occupant in the Tenancy Agreement. 
Tenant Find Service  our tenant find property service we provide in relation to properties, as described on the Platform. 
We / Us / Our  ePropertys A&P Limited whose company number is 12797419 and whose registered office is 292-294 Hale Lane, Edgware, London, HA8 8NP.  
Withdrawal Fee 

means 

our non-cancellable third party costs in respect of preparing any photos, property platform advertising fees EPC, gas safety checks, inventory checks and electrical checks;  

an administration fee of £72 (inclusive of VAT) and £72 (plus VAT) for our internal time spent performing the services. 

You  the landlord(s) of the Property being the person, persons, party or parties who at any relevant time own, or have an interest in, the Property that gives them the right to possession of the Property at the end of the Tenancy or any renewal. 

 

OUR STATUS, FEES, ADDITIONAL CHARGES, FEES INCREASE 

Status 

You are instructing us to act upon a multiple agency basis which means you will be liable to pay our Fees, in addition to any other cost or charges agreed if: 

unconditional contracts for the letting of the Property are exchanged during the period of our appointment with a Tenant introduced by us or with whom we had negotiations during the period of our appointment. 

if unconditional contracts for the letting of the Property are exchanged within the six months after the expiry of the period our appointment to a Tenant who was introduced by us to you during that period or with whom we had negotiations about the Property during that period. 

Fees 

You confirm you wish to instruct us to provide the services for the Property as selected on the Platform and agree to pay us the Fees stated on the Platform for the services selected. 

All Fees set out on the Platform are stated on an inclusive of VAT and exclusive of VAT basis. 

Where you terminate this Agreement in relation to a Tenancy prior to the expiry of the Minimum Term, you will remain liable to pay us the Fees for the remainder of the Minimum Term.  

Additional Charges 

You agree to pay any Additional Charges (where applicable) for services provided at your request in accordance with clause 5. 

Cancellation Fee 

Where you have requested we make an Immediate Start and you cancel our appointment in relation to a Property during the Cancellation Period: 

prior to entering into a Tenancy, you will be liable for paying us a Cancellation Fee as a contribution towards the administration and marketing costs incurred by us; or. 

after we have introduced a Tenant and you subsequently enter into a Tenancy Agreement with that Tenant, you will be liable for our Fees for the Minimum Term 

Withdrawal Fee 

Where you terminate our appointment after the Cancellation Period has expired but prior to entering into a Tenancy you will be liable for paying us a Withdrawal Fee as a contribution towards the administration and marketing costs incurred by us. 

Direct Debit 

Our Fees are payable by direct debit and managed through Go Cardless (https://gocardless.com/). Where you cancel your direct debit to us, we may terminate your Agreement with us but you will still be liable for our Fees as set out in these Terms of Business. 

Fee Increase 

We may increase our Fees upon 30 days’ notice to you.  

We, however, will not increase our Fees more than once during your Minimum Term for a Tenancy and during a Minimum Term our increase in Fees will be no more than 1.5% (so if a 5% management fee was charged we could increase this to 6.5%). 

If you are not happy with the Fees increase: 

where you are outside of your Minimum Term, you can terminate upon 30 days’ written notice to us (subject to you providing us with such written notice within 30 days’ of us notifying you of the increase in Fees); 

 where you are within your Minimum Term, you can terminate this Agreement at the end of the Minimum Term, subject to providing us with 30 days’ written notice in accordance with clause 8.2.4 

VAT 

Our Fees are based upon VAT being set at 20%. Where the VAT rate increases we will increase our Fees proportionately to reflect this. 

TERMS APPLICABLE TO ALL SERVICES 

General 

The provisions of this clause 2 are applicable to all our services (Tenant Find Service, Assisted Manage Service and Fully Managed Service). 

Property Platforms 

Our services and Fees will include the marketing of the Property on our website and you will have the choice of marketing on one or both of Zoopla or Rightmove. 

Selection and References 

You will have the sole discretion over selection of Tenants under the Tenant Find Service and Assisted Managed Service (please see clause 3.4 for further details). 

We will select Tenants in relation to the Fully Managed Service (please see clause 4.4). 

If a potential Tenant passes the referencing procedure, we will notify you of such by the Platform and seek your approval to prepare a Tenancy Agreement. 

Upon receiving your approval on the Platform, we will prepare the Tenancy Agreement for you and the Tenant to sign. 

If a potential Tenant does not pass the referencing procedure or the results of the referencing procedure include advice that advance payment of rent or a guarantor should be sought, we will notify you through the Platform and contact you to decide next steps. 

Where a guarantor is required for a Tenancy, we can assist with the guarantee document but this will be subject to an Additional Charge. 

Photos 

We can arrange for photos to be taken in respect of a Property as follows: 

for the Tenant Find Service and Assisted Manage Service, please clause 3; and 

for the Fully Managed Service, please see clause 4. 

Tenancy Agreements 

Unless instructed otherwise by you, all Tenancy’s granted will be on the terms set out in the applicable Standard Tenancy Agreement. 

Where you wish to use a form of Tenancy Agreement other than the Standard Tenancy Agreements, we will take no steps to verify or check the validity of such and will not be liable for any losses suffered as a result of the use of the Tenancy Agreement concerned. 

Inventory 

We strongly recommend that an inventory and schedule of condition is obtained by you upon the grant of a Tenancy and that a formal check-out is carried out at the end of any Tenancy. 

For details of our inventory service offering in respect of: 

the Tenant Find Service and Assisted Manage Service, please see clause 3; and 

the Fully Managed Service, please see clause 4. 

We cannot accept responsibility for any losses resulting from any errors or omissions in any inventory carried out by any third party. 

Deposits 

We will hold all Deposits as stakeholder and in accordance with the terms of the Housing Act 2004 and the DPS.  Full details of the DPS are available at https://www.depositprotection.com  

If on expiry or termination of the Tenancy there is no dispute between the Tenant and you as to the proportion of the Deposit (if any) to be returned to the Tenant, we will, upon receiving written consent from both the Tenant and you, refund or retain the Deposit as instructed.   

Where we are notified of or become aware of a dispute between the Tenant and you regarding the Deposit, we will provide reasonable assistance in an attempt to resolve the dispute. However, where the dispute is not resolved within 10 Business Days, we will submit the dispute to the DPS for adjudication. 

We will cooperate with DPS in any adjudication or arbitration and will follow their recommendations. 

We do not accept any liability for any loss you might suffer as a result of your failure or delay in instructing us to make any refund of the Deposit or to inform us of any dispute concerning the Deposit. 

Any interest earned on the Deposit will be retained by us. 

Negotiations Concerning Deposits 

For details of our deposit negotiation service offering in respect of: 

the Tenant Find Service and Assisted Manage Service, please see clause 3; and 

the Fully Managed Service, please see clause 4 

Transfer of Rental Payments and Accounting 

We will collect rent from the Tenant in accordance with the Tenancy Agreement. 

Subject to the provisions of clause 2.9.4, we will make payment of any balance due to the bank account by which you make Direct Debit payments to us within 10 Business Days of cleared funds being received in our client account. 

We are not responsible for any bank charges incurred by you as a result of delays in payment by the Tenant. You are advised to arrange a bank facility to take account of rent payment dates, void periods or default by the Tenant. 

If the Tenancy Agreement permits, we may from time to time decide to collect rent from the Tenant in advance of a rental payment date where we reasonably determine it is advisable to protect your commercial interests, including without limitation where the Tenant is known to have credit issues or has missed previous rent payments. In such circumstances, any rent collected by us in advance shall not be paid to you until the due date under the Tenancy Agreement. We shall be entitled to any interest accruing on rent paid in advance. 

Our Platform will set out in relation to each Property details of the rent received, payments to be taken from you by Direct Debit for our Fees and any other expenditure carried out by us on your behalf. We will not send a statement of account to you. 

If you are not resident in the UK and do not have an Approved Number we are required to deduct tax at basic rate from the rent and remit the tax withheld to HMRC quarterly until an Approval Number is obtained from HMRC.  This service is subject to an Additional Charge. 

Where requested by you, we will provide an annual statement of gross income and expenditure relating to tenancies administered by us under this Agreement (where you are a private individual or individuals).  This service is subject to an Additional Charge. 

If you are not resident in the UK, upon your written request we will provide the required gross annual income and expenditure statement to HMRC.  This service is subject to an Additional Charge. 

If we have not deducted tax from a non-resident landlord in accordance with clause 2.10.6 above either through error or other circumstances we reserve the right to recover this money from you at a later date. 

Arrears 

If the Tenant falls into arrears we will initiate our arrears procedure. 

Should it become necessary to take legal action and you wish to instruct solicitors, you will be responsible for instructing solicitors.  You authorise us to supply to any solicitors instructed by you any information or copies or documentation held by it and requested by such solicitors. Any attendance at Court by us is subject to an Additional Charge. 

Expiry of Initial Tenancy 

We will notify you on the Platform prior to the expiry of the Tenancy and seek your instructions as to whether you wish to (a) terminate the Tenancy on expiry, (b) extend the existing Tenancy; or (c) grant a new Tenancy to the existing Tenant (and if so, on what terms). 

Consumer Protection 

You confirm that you have declared all information regarding the Property which an average consumer would wish to know before deciding to view or rent (for example, neighbour disputes).  However, should you become aware of any further information it will pass this information to us without delay. 

Breach of Tenancy 

We will inform you if we become aware of a breach of the Tenancy Agreement by the Tenant.  Where it becomes necessary to take legal action or seek legal advice in respect of such breach and you wish to instruct solicitors, you will be responsible for instructing solicitors (and bearing any costs incurred). You authorise us to supply to any solicitors instructed by you any information or copies of documentation held by it and requested by such solicitors. 

Insurance Claims 

We will not act as your agent in relation to the management of insurance claims, unless agreed otherwise in writing. 

SERVICES – APPLICABLE TO TENANT FIND SERVICE AND ASSISTED MANAGE SERVICE  

General 

The provisions of this clause 3 are applicable to our Tenant Find Service and Assisted Manage Service. 

Point of Contact 

You and the Tenant can contact us via the Platform with any queries regarding the Tenancy. 

Viewings 

You are responsible for undertaking viewings of the Property with a prospective Tenant for viewings arranged on the Platform. 

Selection of Tenants 

You have sole discretion over who you select as potential Tenants for the Property. 

You have the ability to purchase a comprehensive background check on a Tenant through the Platform. 

 

Energy Performance Certificate (EPC) 

You confirm that an Energy Performance Certificate (EPC) will be provided to us via the Platform prior to marketing the Property and that the responsibility of obtaining the EPC remains with you. Where you have not provided an EPC, you can request we arrange an EPC in accordance with clause 5 (subject to payment of an Additional Charge)   

Inventory & Cleaning 

We can upon your request arrange an inventory and cleaning (pre and post Tenancy) to be prepared or carried out. This will be subject to an Additional Charge.   

Photos 

You are responsible for taking photos of the Property and uploading them to the Platform. Upon your request, we can arrange for photos of the Property to be taken, subject to payment of the Additional Charge. 

Where we take photos of the Property, we will retain copyright in the photos of the Property and may use them in future general marketing and promotion of our services. 

Where you take photos of the Property and upload them to the Platform, you grant us permission to use such photos for the purposes of marketing the Property and performing our obligations under this Agreement. 

Negotiation of Deposits 

We can (upon your written request) provide assistance on negotiations on your behalf in respect of the Deposit. Our assistance in negotiations will be subject to an Additional Charge.  

Utilities 

We shall not be responsible for informing the council and/or utilities of incoming or outgoing Tenants. This will be the responsibility of you or the incoming/outgoing Tenants. 

Gas Safety 

Your gas safety obligations regarding the Property are described at clause 7.1 

You must provide the original gas safety certificate to us via the Platform prior to the commencement of the Tenancy.  If you do not provide the original certificate to us prior to the commencement of the Tenancy, we reserve the right to appoint a Gas Safe registered engineer to inspect all gas appliances and their installation, carry out any remedial works where necessary and provide a certificate.  The cost incurred, together with our Additional Charge will be recharged to you. 

If the Tenant is remaining in occupation beyond the expiry of the original certificate you are responsible for obtaining a replacement valid certificate and supplying the original of the same to the Tenant. If you do not provide the original certificate to us prior to the commencement of the Tenancy, we reserve the right to appoint a Gas Safe registered engineer to inspect all gas appliances and their installation, carry out any remedial works where necessary and provide a certificate.  The cost incurred, together with the Additional Charge, will be recharged to you. 

Smoke and Carbon Monoxide Alarms 

Your obligations regarding smoke alarms and carbon monoxide alarms are described at clause 7.3. 

Maintenance Works/Repairs 

You are responsible for arranging any maintenance works/repairs required to the Property. We can assist in arranging maintenance works/repairs, subject to an Additional Charge. 

Where requested, our role is limited to arrange for contractors to come to your Property to undertake maintenance works repairs. Contractors are third party providers and you should arrange a direct contract with them before work is carried out. We are not responsible for damage caused by their poor workmanship which will be covered by them directly (including their insurance). 

Electrics 

Your electrical safety obligations regarding the Property are described at clause 7.4. 

You must provide the original electrical inspection certificate to us via the Platform prior to the commencement of the Tenancy.  If you do not provide the original certificate to us prior to the commencement of the Tenancy, we reserve the right to appoint a qualified electrician to inspect all electrical installations, carry out any remedial works where necessary and provide a certificate.  The cost incurred, together with our Additional Charge will be recharged to you. 

If the Tenant is remaining in occupation beyond the expiry of the original electrical inspection certificate you are responsible for obtaining a replacement valid certificate and supplying the original of the same to the Tenant. If you do not provide the original certificate to us prior to the commencement of the Tenancy, we reserve the right to appoint a qualified electrician to inspect all electrical installations and carry out any remedial works where necessary and provide a certificate.  The cost incurred, together with the Additional Charge, will be recharged to you. 

Property Visits 

We do not undertake visits to the Property. We can undertake a Property visit at your request, subject to an Additional Charge. 

Houses of Multiple Occupation 

We do not provide the Assisted Manage Service to any Property which is a house of multiple occupation. 

SERVICES –FULLY MANAGED SERVICE 

General 

The provisions of this clause 4 are applicable to our Fully Managed Service.  

Point of Contact 

You and the Tenant can contact us via the Platform with any queries regarding the Tenancy. 

Viewings 

We will undertake viewing of the Property with a prospective Tenant for viewings arranged on the Platform. This applies to both a Qualifying Fully Managed Services and a Non-Qualifying Fully Managed Service. 

Selection of Tenants 

We have discretion over those Tenants we select for a potential Tenancy, subject to us complying with all applicable laws. 

We shall take reasonable steps to check the identity of potential Tenants. 

We will take reasonable steps to reference potential Tenants. Such steps may include utilising credit referencing and tenant referencing services provided by third parties. 

Energy Performance Certificate (EPC) 

You confirm that an Energy Performance Certificate (EPC) will be provided to us via the Platform prior to marketing the Property and that the responsibility of obtaining the EPC remains with you.  

Where you have not provided an EPC and you: 

have a Qualifying Fully Managed Service, we will arrange for an EPC to be prepared by us at no extra charge; 

have a Non-Qualifying Fully Managed Service, we can arrange for an EPC to be prepared by us in accordance with clause 5 (subject to payment of an Additional Charge). 

Inventory 

Where you have a Qualifying Fully Managed Service, we will arrange for an inventory (pre and post Tenancy) to be prepared and carried out by us at no extra charge. 

Where you have a Non-Qualifying Fully Managed Service, we can arrange for an inventory (pre and post Tenancy) to be prepared and carried out by us in accordance with clause 5 (subject to payment of an Additional Charge). 

Photos 

Where you have a Qualifying Fully Managed Service, we will take photos of the Property in order to market it to potential Tenants on our Platform and property search platforms at no extra cost. 

Where we take photos of the Property, we will retain copyright in the photos of the Property and may use them in future general marketing and promotion of our services. 

Where you have a Non-Qualifying Fully Managed Service, the provisions of clause 3.5 will apply.  

Negotiation on Deposits 

Where you have a Qualifying Fully Managed Service, we will undertake any negotiations on your behalf in respect of the Deposit at no extra cost. 

Where you have a Non-Qualifying Fully Managed Service, we can (upon your written request) provide assistance on negotiations on your behalf in respect of the Deposit. Our assistance in negotiations will be subject to an Additional Charge.  

Utilities 

We shall notify the council and/or utilities of incoming or outgoing Tenants. 

Gas Safety 

Your gas safety obligations regarding the Property are described at clause 7.1 

Where you have a Qualifying Fully Managed Service, we will arrange for gas safety checks to be undertaken on in respect of the Property. There will be no Fees payable for the undertaking of the gas certificate check. However, where remedial works are needed to bring the gas systems up to regulatory standards such work will be recharged to you.  

Where you have a Non-Qualifying Fully Managed Service, the provisions of clauses 3.8.1 and 3.8.2 shall apply. 

Smoke and Carbon Monoxide Alarms 

Your obligations regarding smoke alarms and carbon monoxide alarms are described at clause 7.3. 

We will check the smoke and carbon monoxide alarms at the start of each new Tenancy. 

Maintenance Works/Repairs 

We can arrange and manage any required or instructed maintenance works or repairs required to a Property. 

We will notify you of the contractor’s costs for undertaking the work or repairs and submit them for your approval 

 We will only arrange for and manage such works if (a) you consent to such works being carried out; and (b) approve the contractor’s costs for undertaking such works. 

We will recharge the contractor’s costs to you for undertaking the work. We will not apply a mark-up or administration fee to the contractor’s costs. 

Our role is limited to arrange for contractors to come to your Property to undertake maintenance works repairs. Contractors are third party providers and you should arrange a direct contract with them before work is carried out. We are not responsible for damage caused by their poor workmanship which will be covered by them directly (including their insurance). 

If works are of an emergency nature are required to protect your interests and/or ensure compliance with any relevant statutory obligations (e.g. gas safety), where we have been or are unable to obtain your consent to such works we may in our absolute discretion arrange for such works to be carried out and recover the cost of such work from you. 

You are solely responsible for informing us and the Tenant of the existence of and any relevant details of any service contracts or warranties taken out for the Property we will not be liable for any losses suffered by you arising from any failure to inform us of the existence of and any relevant details of any service contracts or warranties.  

Electrics 

Your electrical safety obligations regarding the Property are described at clause 7.4 

Where you have a Qualifying Fully Managed Service, we will arrange an electrical inspection check to be undertaken in respect of the Property. There will be no Fees payable for the undertaking of the electrical inspection report check. However, where remedial works are needed to bring the electrical installations up to regulatory standards such work will be recharged to you.  

Where you have a Non-Qualifying Fully Managed Service, the provisions of clauses 3.11.2 and 3.11.3 shall apply. 

Keys 

We require a set of management keys to allow us to effectively manage the Property and each Tenant also requires one set of keys.  We reserve the right to install a key safe at the Property. 

Where a management set or the full number of Tenant’s keys are not available, we reserve the right to cut additional sets at your expense (based upon the Additional Charge). If keys are lost or unaccounted for, we will not accept any liability other than the cost of obtaining replacement keys. 

Property Visits 

We will carry out property visits for each Tenancy that has been arranged as follows: 

our first property visit will be during the third month of a Tenancy and 

on a six monthly basis during the Tenancy thereafter. 

Where you require further visits to be undertaken, we will carry out such visits where expressly instructed to do so, with any further visits being subject to payment of an Additional Charge. Property visits are a walk through to identify any obvious defects or repairs and are not a structural survey of the Property. We cannot accept responsibility for hidden or latent defects. 

Houses of Multiple Occupation 

We do not provide the Fully Managed Service to any Property which is a house of multiple occupation. 

ADDITIONAL SERVICES 

Additional Services 

This clause summarises the additional services we can offer, if not covered by the service we provide to your Property. 

Guarantor 

We can arrange guarantor documentation in relation to a Tenancy, subject to payment of the Additional Charge. 

EPC 

We can arrange an EPC in relation to a Property, subject to payment of the Additional Charge 

Gas Safety 

We can arrange a gas safety check and certificate in relation to a Property, subject to payment of the Additional Charge. 

Electrical Installation Condition Report 

We can arrange an electrical installation condition report in relation to a Property, subject to payment of the Additional Charge. 

PAT 

We can arrange an electrical PAT check in relation to a Property, subject to payment of the Additional Charge. 

Legionella Risk Assessment 

We can arrange legionella risk assessment in relation to a Property, subject to payment of the Additional Charge. 

Inventory Report 

We can arrange inventory report (pre-Tenancy and post-Tenancy) in relation to a Property, subject to payment of the Additional Charge. 

Professional Cleaning 

We can arrange professional cleaning in relation to a Property, subject to payment of the Additional Charge. 

Property Visits 

We can undertake visits to the Property, subject to payment of the Additional Charge. 

Keys 

We can arrange key cutting services for a Property, subject to payment of the Additional Charge. 

Property Maintenance, Repairs, Refurbishment 

We can arrange property maintenance, repairs or refurbishment for a Property, subject to payment of the Additional Charge. 

Deposit Negotiations 

We can undertake deposit negotiations on your behalf, subject to payment of the Additional Charge. 

Service of Notices 

We can serve statutory notices in relation to a Property, subject to payment of the Additional Charge. 

Attendance at Court 

We can arrange for attendance at court in relation to a Tenancy, subject to payment of the Additional Charge. 

Landlord Legal Obligations 

Consent to Let 

Where you are a leaseholder, you confirm that permission is granted under the head lease to let the Property and that any relevant sections of the head lease will be provided to us prior to the commencement of the Tenancy, to attach to the Tenancy Agreement if applicable, and that the period of the intended letting expires before the expiry of the landlord’s headlease. 

You confirm that where the Property is subject to a mortgage or is/has been changed, permission has been sought where required from the mortgage lender or charge holder before letting the Property. 

Insurance 

You confirm that building and contents insurance cover is in place for the Property including third party liability, that copies of the relevant sections will be provided to the Tenant at the start of the Tenancy, and that the insurer has been informed of the letting of the Property. 

Property Repair 

You confirm that we have made you aware of the statutory responsibility to keep the Property in repair including the exterior, drains gutters and pipes; to repair the sanitary appliances, to repair the installations for supply of space and water heating and to repair the installations for the supply of gas, electricity and water. 

Landlord Information on Rent Demands 

We are obliged to provide your full name and actual address on all rent demands.  If you reside outside England and Wales then you must provide the Tenant with an alternative address to which notices may be served within the jurisdiction of England and Wales. Where a Fully Managed Service has been chosen, we will use our office address for such purposes. 

Local Authority Licensing Schemes 

You are responsible for ensuring compliance with all local authority licensing schemes for rental properties, including schemes relating to Houses in Multiple Occupation and housing quality regulations under the Housing Act 2004. 

Mail 

You are responsible for re-directing any of your mail. We have no liability for lost documents. 

Water Companies 

Unless we are providing a Fully Managed Service, you are responsible to notify water companies with details of those responsible for the payment of water and/or sewerage charges for the Property. You can notify water companies through https://www.landlordtap.com/  

Landlord Safety Obligations 

Gas Safety 

Under gas safety regulations, it is your responsibility to ensure that: 

all gas appliances and the fixed installations are maintained in good order, 

checked for safety at least every 12 months by a Gas Safe registered engineer,  

a certificate confirming such checks have been carried out and that the original of such certificate is supplied to the Tenant at the commencement of the Tenancy and within 28 days of renewal of a certificate. 

We do not accept any liability arising from your failure to comply with the gas safety regulations, unless such failure is due to the provision of our services.  

Furniture and Furnishings 

You confirm that any furniture and soft furnishings supplied for a Tenancy at the Property comply with furniture safety regulations. 

You agree to compensate us for any liability, cost or expense incurred by us under the furniture safety regulations, due to your failure to comply with such regulations. 

Smoke and Carbon Monoxide Alarms 

Landlords are required to have at least one smoke alarm installed on every storey of their properties and a carbon monoxide alarm in any room containing a solid fuel burning appliance (e.g. a coal fire, wood burning stove). 

You confirm that smoke alarms and carbon monoxide alarms are in place and working at the Property as set out above. 

Electrics 

You confirm that all electrical equipment provided at the Property is fully operational, is safe and has written instructions for use provided, to comply with current electrical safety regulations. 

You confirm the Property has had an electrical inspection within the last 5 years and will provide a certificate to us confirming this.  

You agree to compensate us for any liability, cost or expense incurred under electrical safety regulations. 

Appliance Manuals 

You confirm that copies of instruction manuals for all gas, electrical and other appliances present at the Property will be provided to the Tenant.  

Health & Safety 

You are responsible for ensuring that the Property complies fully with all relevant health and safety requirements and, in particular, for ensuring that no instances of legionella bacteria are present in the Property. We recommend that you carry out a thorough health and safety risk assessment before renting out the Property. 

Legionnaires 

You are responsible for carrying out a risk assessment, or instruct a competent person to do so, at the Property prior to a tenancy commencing, especially if there are open water tanks or cooling systems. Upon request, you will provide a copy of any risk assessment. 

General Conditions 

Terms of Business 

Unless otherwise agreed with you in writing these Terms of Business will apply. 

These Terms of Business will apply to all of your properties managed by us on the Platform from time to time. 

We reserve the right to make changes to these Terms of Business. We will inform you by notification on the Platform and email of any changes in advance with an effective start date. 

Upon and after this Agreement takes effect, each of the parties shall, at the request of the other, do and execute or procure to be done and executed all such acts, deeds, documents and things as may be necessary to give effect to this Agreement. 

Where we decide to take legal proceedings to recover from you outstanding monies, you agree to meet the legal expenses of our reasonably incurred in taking such action. 

Termination 

Either party may terminate this Agreement by giving the other 90 days’ prior written notice of termination.  

Following termination you remain liable to pay to us the amount of any Fees due under clause 1.2.3 for the remainder of any Minimum Term for a Tenancy, together with other Fees due. 

 The full amount of any unpaid Fees is due and payable at the date of termination and we can take by Direct Debit the amount of such unpaid Fees. 

If you are not happy with a Fees increase notified to you under clause 1.7: 

where you are outside of your Minimum Term, you can terminate upon 30 days’ written notice to us (subject to you providing us with such written notice within 30 days’ of us notifying you of the increase in Fees); 

 where you are within your Minimum Term, you can terminate this Agreement at the end of the Minimum Term. This is subject to you providing 30 days’ written notice prior to the end of the Minimum Term 

Client Identification 

Client identification documentation will be required from you, evidencing your identity (photographic and address) when taking instructions to market the Property. We will notify you of the client identification documentation required. If you do not provide the client identification within a reasonable time, we reserve the right to cease marketing the Property but you will remain bound by the terms of this Agreement. 

Data Protection 

We will process your personal information in accordance with our data protection notice set out at [INSERT LINK]. 

Professional Memberships 

We are members of The Property Redress Scheme (www.theprs.co.uk ) and the UK Association of Letting Agents (www.ukala.org.uk) . 

Liability 

We are not liable for non-payment of rent or any action of the Tenant, including (but not limited to) any failure by the Tenant to deliver up possession of the Property. 

We are not liable for the care of or any damage suffered to the Property when it is untenanted. 

Rights of Third Parties 

No term of this Agreement shall be enforceable by any third party. 

Notices 

Any notice given under this Agreement shall be in writing and signed by or on behalf of the party giving it and shall be served: 

to us by email to info@epropertys.com; and  

to you by email or registered post at the contact addresses specified on the Platform.  

Any such notice shall be deemed to have been received: 

If sent by email at the time of transmission; 

in the case of registered post, 48 hours from the date of posting. 

General 

References, headings or subheadings are to headings or subheadings of this Agreement. 

All obligations and promises expressed or entered into by more than one person, are given by the persons concerned in a joint capacity and in an individual capacity. This means the persons in breach could all be pursued (i.e. jointly) or only one or some of the persons pursued (i.e. separately). 

This Agreement, together with any documents referred to in it, constitutes the whole agreement between the parties relating to its subject matter and takes priority over and replaces any prior agreements, promises, assurances and arrangements between the parties. 

Governing Law and Service 

This Agreement shall be governed by and construed in accordance with the law of England and Wales and the Courts of England and Wales shall have exclusive jurisdiction in respect of any dispute under it. 

Any legal proceedings to be served in respect of this Agreement which are to be served outside the jurisdiction shall be deemed to be sufficiently served if they are sent by ordinary first-class or airmail post or its equivalent and it is agreed that all legal proceedings may be served in English without the necessity for translation. 

Complaints Procedure 

Where you have any issues with our service which you are unable to resolve with your ePropertys main contact then please contact ePropertys Director 1 by email at ashik.tailor@epropertys.com. You will receive an acknowledgement within three days; within 21 days of investigation you will receive a response.  

Where you are dissatisfied with the response from ePropertys Director 1, then please email ePropertys Director 2 at prakash.patel@epropertys.com. You will receive an acknowledgement within three days; within 21 days of investigation you will receive a written detailed response together with a proposed resolution.  

Where you still remain dissatisfied, you are entitled to refer the matter to the Property Redress Scheme for review. Contact details are available at www.theprs.co.uk.   

 

Additional Charges 
Service  Description  Additional Charge 
Tenancy Set-Up- Guarantor  Arranging guarantor documentation for a Tenancy   Admin fee of £72 inc VAT £60 (plus VAT)   
Property Safety - Energy Performance Certificates 

Arranging an EPC (Energy Performance Certificate)  

(included within Qualifying Fully Managed Service) 

Admin fee of £72 inc VAT £60 (plus VAT), 

Contractor’s costs to produce EPC. 

Property Safety - Gas Safety Certificate 

Arranging a Gas Safety Certificate 

(included within Qualifying Fully Managed Service) 

Admin fee of £72 inc VAT £60 (plus VAT), 

Contractor’s costs to undertake gas safety check. 

Property Safety - Electrical Installation Condition Report 

Arranging an Electrical Installation Condition Report (EICR) 

(included within Qualifying Fully Managed Service) 

Admin fee of £72 inc VAT £60 (plus VAT), 

Contractor’s costs to undertake EICR 

Property Safety - PAT Certificate 

Arranging Portable Appliance Testing (PAT) checks on electrical equipment. 

(included within Qualifying Fully Managed Service) 

Admin fee of £72 inc VAT £60 (plus VAT), 

Contractor’s costs to undertake PAT checks 

Property Safety - Legionella Risk Assessment  Arranging for a legionella risk assessment. 

Admin fee of £72 inc VAT £60 (plus VAT), 

Contractor’s costs to undertake risk assessment. 

Inventory Report - Pre-Tenancy 

Arranging pre-Tenancy inventory report 

(included within Qualifying Fully Managed Service) 

Admin fee of £72 inc VAT £60 (plus VAT), 

Contractor’s costs to produce inventory report 

Inventory Report - Post-Tenancy 

Arranging post-Tenancy inventory report 

(included within Qualifying Fully Managed Service) 

Admin fee of £72 inc VAT £60 (plus VAT), 

Contractor’s costs to produce inventory report 

Professional Cleaning  Arranging a professional clean of the Property 

Admin fee of £72 inc VAT £60 (plus VAT), 

Contractor’s costs to undertake cleaning. 

Property Visits - Tenanted 

Attending property to inspect during Tenancy. 

(one visit per Tenancy Period included within Fully Managed Service) 

Admin fee of £72 inc VAT £60 (plus VAT) 
Property Visit - Vacant  Attending property to inspect whilst unoccupied.  Admin fee of £72 inc VAT £60 (plus VAT), 
Key Cutting  Arranging for additional key to be put. 

Admin fee of £72 inc VAT £60 (plus VAT), 

Contractor’s costs to cut keys. 

Property /Maintenance Repairs 

Arranging Property maintenance or repairs. 

(included within Fully Managed Service) 

Admin fee the higher of 10% inc VAT 12% (plus VAT) of total cost of refurbishments or £72 inc VAT £60 (plus VAT), 

Contractor’s costs to undertaking refurbishment works. 

Property furnishing or refurbishment  Arranging partial or total furnishing or refurbishment of the Property. 

Admin fee the higher of 10% inc VAT 12% (plus VAT) of total cost of refurbishments or £72 inc VAT £60 (plus VAT), 

Contractor’s costs to undertaking refurbishment works. 

Deposit Negotiations 

Undertaking any negotiations concerning deductions from the Deposit  

(included within Qualifying Fully Managed Service) 

Admin fee of £72 inc VAT £60 (plus VAT) 
Service of Notices 

Arranging for service of notices  

(included within Qualifying Fully Managed Service) 

Admin fee of £72 inc VAT £60 (plus VAT) 

 

Attendance at Court  Attendance at Court or any Tribunal   Admin fee of £72 inc VAT £60 (plus VAT) per day or part thereof. 
Overseas Landlords -  (without Approval Number)  Arranging completion of tax retention and documentation for overseas landlords without an Approval Number).  Admin fee of £72 inc VAT £60 (plus VAT) 
Overseas Landlords - Annual Income Statement  Arranging for the provision of the required gross annual income and expenditure statement to HMRC.  Admin fee of £72 inc VAT £60 (plus VAT)   

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