Landlord Terms
of Business

In these Terms, the following defined terms have the meanings given. Other capitalised terms are defined where they first appear.

“Introduced Tenant”

means a person to whom we actively introduced the Property during our marketing and with whom we had material dealings (such as arranging a viewing, processing an application, or referencing) which led, directly or indirectly, to the grant of a Tenancy. It does not include a person who merely made a general enquiry.

“Associated Person”

means, in relation to the Landlord, the Landlord’s spouse or civil partner, or a company or other entity which the Landlord controls.

“Initial Period”

means the period of 12 months beginning on the date the Tenancy commences. The Initial Period is a commercial commitment between you and Kings Estates only. It does not create a fixed-term tenancy, a minimum tenancy term, or any restriction on the Tenant’s statutory right to end the Tenancy.

“Tenancy commences”

means the date on which the Tenant becomes entitled to occupy the Property.

4.1 This clause applies only where, within the Initial Period, you terminate this agreement, move to a lower service level, transfer the Property or Tenancy to another agent, self-manage, or otherwise remove us from the management while a Tenant we introduced remains in occupation. It does not apply where the Tenancy ends as a result of the Tenant exercising a statutory right to end the Tenancy.

4.2 We incur the substantial majority of our costs at the outset of a Tenancy and recover them through Management Commission over time. Early termination or downgrade within the Initial Period leaves those costs unrecovered. The Early Termination Fee is a genuine pre-estimate of that loss, intended to recover our reasonable unrecovered costs and not to penalise you.

4.3 The Early Termination / Minimum-Earnings Fee is calculated by reference to our reasonable unrecovered costs, including the difference between the Let Only Tenant-Find / Setup Fee that would have been payable for the same Tenancy and the reduced managed Setup Fee already paid, together with any reasonable unrecovered management onboarding costs — subject always to a cap of the lower of that amount and one month’s rent (inclusive of VAT). This fee is intended to recover our reasonable unrecovered costs and is not a penalty.

4.4 No Early Termination Fee is payable where you terminate because we are in material breach of this agreement, or have failed to carry out our services with reasonable care and skill, and we have not remedied that failure within a reasonable period after written notice.

4.5 After the Initial Period, you may terminate this agreement on three months’ written notice without any Early Termination Fee, subject only to Continuation Commission under Section 5.

5.1 Where the Tenancy continues (including as a periodic tenancy) with an Introduced Tenant in occupation, and you end our management, self-manage, transfer to another agent, or otherwise remove us while that Tenant remains, Continuation Commission at the rate in the Fee Schedule remains payable, subject to clause 5.2. This is not a renewal fee: it is payable because you continue to benefit from an Introduced Tenant sourced by Kings Estates after removing us from the management of the Tenancy.

5.2 Continuation Commission ceases on the earlier of: (a) the date the Introduced Tenant ceases to occupy the Property; and (b) the expiry of 12 months from the date our appointment ends.

5.3 We do not charge a separate renewal fee. Where the Tenancy continues as a periodic tenancy, no renewal document is required and none will be charged. Rent increases are dealt with under the Rent Review / Section 13 provisions.

6.1 If, within 12 months of our introducing a prospective Tenant to the Property, you or an Associated Person grant a tenancy of the Property to, or permit occupation by, that Introduced Tenant — whether directly or through another agent — our Setup Fee and Management Commission (or Continuation Commission) apply as if we had arranged that Tenancy.

6.2 This clause protects us against loss of fees properly due for work we have carried out. It does not prevent you from instructing another agent or managing the Property yourself; it applies only to a Tenant we actually introduced.

6.3 (Sale to an Introduced Tenant.) If, during our appointment or within 18 months after it ends, you or an Associated Person sell the Property to an Introduced Tenant (or to an Associated Person of an Introduced Tenant), a sale commission of 1.2% (inclusive of VAT) of the agreed sale price is payable to us on completion.

7.1 We will not charge more than once for the same work. Where more than one fee could apply to the same event (for example the Setup Fee, Re-Let Fee, Early Termination Fee and Continuation Commission), we will charge only the fee or combination that does not result in our recovering more than once, and we will tell you which applies.

8.1 You confirm that you are the sole owner of the Property (or are otherwise lawfully entitled to let it) and that there is no legal impediment to letting it.

8.2 You will, before the Tenancy commences and throughout it, comply with all legal obligations applicable to letting the Property that are in force from time to time, including (without limitation) repairing obligations, gas and electrical safety, energy performance, smoke and carbon-monoxide alarm requirements, and fire-safety obligations.

8.3 You acknowledge that further standards — including the Decent Homes Standard and “Awaab’s Law” requirements — are expected to be extended to the private rented sector. You agree to comply with each such standard if and when, and to the extent that, it comes into force and applies to the Property. We do not warrant the current applicability or timing of any such standard.

8.4 You will obtain, before the Tenancy commences, all necessary consents to let the Property, including from any mortgage lender, freeholder or superior landlord, insurer, and (if leasehold) the managing agent. You will provide copies on request.

8.5 You will give us accurate and complete information, and tell us promptly of anything affecting the letting or management of the Property. You will provide your National Insurance number and/or Unique Taxpayer Reference, and — if you are or become a Non-Resident Landlord — your NRL approval number or evidence of your application, before rent is remitted.

8.6 You authorise us to act on your behalf within your selected service level, to instruct contractors and third parties as needed, and to deduct our fees and approved costs from rent collected. You will indemnify us against liabilities reasonably incurred in carrying out your instructions, except to the extent caused by our breach or negligence.

8.7 You remain responsible for your own tax affairs, including income tax on rent. We are not your tax adviser.

8.8 (Recording devices.) If the Property has, or you install, CCTV, a video doorbell or any other audio-visual recording device that captures any part the Tenant occupies, shares or approaches, you are the data controller for it. You must operate it lawfully (including under UK GDPR), tell the Tenant it is there, and not use it to monitor the Tenant. Any device capturing the interior of the let space must be removed or disabled before the Tenancy commences unless the Tenant has agreed in writing. We are not responsible for your recording devices.

9.1 This agreement operates under the Renters’ Rights Act 2026 (“the Act”), the relevant provisions of which came into force on 1 May 2026. References to specific requirements are to the law as in force from time to time.

9.2 (In force now.) You acknowledge the following, which apply to assured periodic tenancies from 1 May 2026:

(a) tenancies are periodic; fixed terms and minimum tenancy terms are not permitted, and neither we nor you may purport to grant a fixed term;

(b) Section 21 “no-fault” notices have been abolished; possession may be sought only on a ground under Schedule 2 to the Housing Act 1988 (as amended), using the prescribed Section 8 procedure;

(c) rent may be increased only once in any 12-month period, by at least the prescribed notice (currently two months), using the statutory Section 13 procedure and prescribed form (currently Form 4A); contractual rent-review clauses no longer apply; a tenant may challenge a proposed increase at the First-tier Tribunal;

(d) a tenant may end the tenancy by giving the prescribed notice (currently two months);

(e) a tenant has a right to request to keep a pet, which you may not unreasonably refuse. We will not require the Tenant to take out pet insurance or to reimburse the cost of such insurance, and no such requirement will be made a condition of consent;

(f) a prospective or current Tenant may not be discriminated against because they receive benefits or because they have children; we will market, reference and select tenants on that basis; and

(g) we will not require, and you may not require, more rent in advance than the Act permits (broadly, no more than one month’s rent) as a condition of granting the Tenancy.

9.3 (Information Sheet / written statement.) Where required by the Act, we will (on Managed instructions) serve the prescribed Government Information Sheet and any required written statement of terms on the Tenant within the statutory timescales. On Let Only and Rent Collection instructions this is your responsibility unless separately instructed and charged.

9.4 (Not yet in force — conditional services.) Certain provisions of the Act are not yet in force, including the PRS Database, the landlord redress scheme, and the extension of the Decent Homes Standard and “Awaab’s Law” to the private rented sector. Where we have agreed to handle these for you (see the Service Matrix), our obligation arises only once the relevant provision is in force and operative, and we will charge for that work as set out in the Fee Schedule. We make no representation as to when any such provision will commence.

9.5 (Penalties.) Non-compliance with the Act may expose you to civil penalties. These are tiered: lower-level or first breaches may attract penalties up to a lower statutory maximum, and serious or repeated breaches substantially higher penalties. We will use reasonable care and skill in assisting your compliance on Managed instructions, but you remain legally responsible as landlord and we do not guarantee any outcome.

9.6 Our compliance assistance does not constitute legal advice. Where a matter requires legal advice or representation (including possession proceedings or tribunal hearings), we will refer you to, or work alongside, a suitably qualified professional, and such work is separately chargeable.

9.7 (Existing tenancies — transition.) Where the Property is already let when the relevant provisions of the Act come into force, the Act converts the existing tenancy (including any fixed-term tenancy, and any tenancy with no written terms) to the new periodic regime on the statutory transition date. On Managed instructions, and where you instruct us, we will help you transition the tenancy — including serving any written statement of terms the Act requires — and that work is chargeable per the Fee Schedule. You remain responsible as Landlord for the tenancy before, during and after transition.

10.1 Client money is held in a designated client account, separate from our own funds, and is protected under the Propertymark Client Money Protection (CMP) Scheme, Member No. C0003376. Our CMP certificate and redress scheme membership (The Property Ombudsman) details are available on request.

10.2 On Rent Collection and Managed instructions, we collect rent, deduct our fees, approved costs and any sums you owe us, and remit the balance to you with a statement, normally within five working days of cleared receipt.

10.3 Our Management Commission is charged on rent collected. Where rent is not received, we will take the follow-up steps appropriate to your service level and liaise with you on options; we do not charge Commission on rent we have not collected (unless a Rent & Legal Protection policy is in place, which is governed by its own terms).

10.4 Rent is in arrears if not received in cleared funds by the third working day after its due date. We will then begin the arrears process for your service level. Sustained arrears work beyond the standard process (payment plans, repeated escalation) is chargeable per the Fee Schedule.

10.5 We may retain interest earned on money held in our client account. This helps meet the cost of operating the account and is not deducted from sums due to you.

10.6 You authorise us to deduct from rent or other money we hold any fees, approved costs, and other sums properly due to us under this agreement. If money we hold is insufficient, you will pay the balance within 14 days of our invoice. We may charge interest on late payment at 4% above the Bank of England base rate.

10.7 Where you are a Non-Resident Landlord, we will operate the Non-Resident Landlord Scheme and account for tax to HMRC as required, unless you hold HMRC approval to receive rent gross.

10.8 Same-day, non-standard or foreign-currency payments are chargeable per the Fee Schedule.

11.1 Every deposit must, by law, be protected in a Government-authorised scheme and the prescribed information served on the Tenant within the statutory period (currently 30 days of receipt).

11.2 (Managed / Rent Collection.) We will protect the deposit in our chosen scheme, serve the prescribed information, hold the deposit during the Tenancy, and at the end deal with any agreed deductions and the return of the balance.

11.3 (Let Only — Bronze.) We will collect the deposit and transfer it to you at or shortly after move-in. You must then protect it in a Government-authorised scheme and serve the prescribed information within the statutory period, and you are solely responsible for its custody, any deductions, and its return. We are not responsible for the deposit after transfer. If you instruct us to protect it on your behalf as a one-off, that is chargeable per the Fee Schedule.

11.4 At the end of a Tenancy we hold the deposit for, we will seek to agree deductions between you and the Tenant. Where deductions are disputed and we protected the deposit, our preparation and submission of the case to the scheme is chargeable per the Fee Schedule (Deposit Dispute fee). We do not guarantee the outcome of any dispute.

11.5 Where you and the Tenant agree to use a Zero Deposit / no-deposit product instead of a cash deposit, that product is governed by its own terms; a deposit processing fee applies per the Fee Schedule.

12.1 (Managed only.) You authorise us to arrange routine repairs and maintenance, and to instruct contractors, up to a value of £250 per item without prior reference to you. Above that value we will seek your approval first, except in an emergency or to meet a legal or safety obligation, where we may act to protect the Property, the occupants or your legal position and inform you as soon as practicable.

12.2 We may hold a maintenance float of £250 from rent, to be replenished, for minor works and recurring costs.

12.3 (Works arrangement fee.) For works, refurbishment or projects over £750 net, we charge an arrangement fee of 12% of the net cost for sourcing contractors, arranging access, overseeing the work against specification, processing payment and retaining any warranty.

12.4 (Contractor commission — disclosure.) Some contractors and suppliers on our panel pay us a commission or administration fee, currently up to 12% of the value of the work, in return for the introduction and our administration. You consent to our receiving and retaining this. It does not increase the price you pay compared with instructing the contractor directly, and we will tell you the amount on request for any specific job.

12.5 Contractors are independent third parties. We will select them with reasonable care, but we are not liable for the quality of their work or for loss they cause, except to the extent caused by our own failure to use reasonable care in selecting or instructing them.

12.6 You may ask us to use your own preferred contractor; if you do, our arrangement and commission provisions may not apply, and we accept no responsibility for that contractor.

13.1 We will provide our services with reasonable care and skill.

13.2 Nothing in this agreement limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any liability that cannot lawfully be limited or excluded.

13.3 Subject to clause 13.2, our total liability to you for any one claim or series of connected claims arising from this agreement is limited to £1,000,000, and we maintain professional indemnity insurance of not less than that amount.

13.4 Subject to clause 13.2, we are not liable for: (a) the acts, defaults or solvency of any Tenant, including rent arrears, damage beyond the deposit, or breach of the tenancy (unless a Rent & Legal Protection policy responds); (b) the acts or defaults of independent contractors, save as in clause 12.5; (c) latent or pre-existing defects in the Property not reasonably apparent on inspection; (d) loss arising from information you gave us that was inaccurate or incomplete; (e) matters outside your selected service level; or (f) events beyond our reasonable control.

13.5 Subject to clause 13.2, we are not liable for any indirect or consequential loss, or for loss of profit, rent or opportunity, except to the extent directly caused by our breach.

13.6 You will indemnify us against claims, liabilities and reasonable costs arising from the letting or management of the Property or from your breach of this agreement or of your legal obligations, except to the extent caused by our own breach or negligence.

13.7 Any claim under this agreement must be notified to us in writing within 12 months of the date you became, or ought reasonably to have become, aware of the circumstances giving rise to it.

14.1 Premier Kent Properties Limited (trading as Kings Estates) is registered with the Information Commissioner’s Office (Registration No. Z2120558) and processes personal data as a data controller in accordance with UK GDPR and the Data Protection Act 2018. Our Privacy Notice explains what we collect, why, and your rights, and forms part of this agreement.

14.2 You authorise us to share your and the Tenant’s information with parties necessary to deliver our services, including referencing providers, deposit schemes, contractors, utility companies, local authorities, HMRC, and our CMP and redress schemes.

14.3 You confirm that, where you provide us with personal data about any third party, you are entitled to do so.

14.4 (Marketing materials.) Photographs, floorplans and particulars we produce for the Property remain our property. We may use them to market the Property during our appointment and for our own portfolio and marketing for up to 12 months after it ends. We will not use them in a way that identifies you personally without your consent.

14.5 We retain records for as long as necessary for legal, regulatory and legitimate business purposes.

15.1 Either party may end this agreement on three months’ written notice, subject to the Initial Period and Early Termination Fee (Section 4) and to Continuation Commission (Section 5).

15.2 We may end this agreement immediately on written notice if you are in material breach and have not remedied it within a reasonable period of our request, if required by law or our regulatory obligations, or if continuing would expose us or others to legal or safety risk.

15.3 Termination does not affect fees, commission or costs already accrued or payable, including the Setup Fee (earned on commencement), the Early Termination Fee, and Continuation Commission.

15.4 (Handover.) On termination we will, within a reasonable period and once all sums due to us are settled: account to you for money we hold; where we hold the deposit, transfer it to you or your new agent and provide the information needed for it to remain protected (your or your new agent’s responsibility thereafter); return your documents and keys; and provide reasonable information to enable an orderly handover.

15.5 Where statutory notices (such as Section 13 or Section 8) have been served before termination, you are responsible for any follow-on steps after termination unless separately instructed.

15.6 (Existing arrangements.) Where you and we have an arrangement in place before the date of these terms, that arrangement continues on its existing commercial terms unless we agree in writing to vary it, and nothing in these terms reduces fees or rights already accrued.

16.1 (Confidentiality.) Each party will keep the other’s confidential information confidential and use it only to perform this agreement, except where disclosure is required by law, regulation, or our schemes, or to deliver our services.

16.2 (Entire agreement.) This agreement, with the Confirmation of Instruction, Service Matrix, Fee Schedule and Privacy Notice, is the entire agreement between us and replaces any previous understanding, save as preserved by clause 15.6.

16.3 (Variation.) Any variation must be in writing. We may update these terms to reflect changes in law or regulation on reasonable written notice.

16.4 (Assignment.) You may not assign this agreement without our consent. If you sell the Property, you will tell us, and you remain liable for sums due up to the date our appointment ends.

16.5 (Third parties.) No one other than you and us has rights under this agreement.

16.6 (Severance.) If any provision is found unenforceable, the rest continues in force, and the provision will be read down to the extent needed to make it enforceable.

16.7 (Notices.) Notices must be in writing and sent to the contact details in the Confirmation of Instruction (email accepted).

16.8 (Complaints & redress.) We operate a complaints procedure (available on request). If a complaint is not resolved, you may refer it to our redress scheme, The Property Ombudsman (TPO).

16.9 (Force majeure.) Neither party is liable for failure caused by events beyond its reasonable control.

16.10 (Governing law.) This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.