Landlord Schedule 
of Services & Fees

This Schedule of Services & Fees. You will be notified by email and given a minimum of 30 days notice in the case of changes. 
* Government introduced Tenant Fee Ban - These fees will change on or before April 2019, you will be given at least 30 days notice of any changes will may take effect.

  • London
  • Non-London
  • Portfolio

Portfolio Clients are those who have 3 or more properties managed by Ezytrac Property Group.
Commission is payable at London properties: 7.5% + VAT and Outside London properties: 10% + VAT of the rent collect each month.

Description of Service Fees & Charges
Assured Shorthold Tenancy (AST) Preparation - As AST is drawn up by ourselves and sent to the letting agent to use at sign up. included - no additional charge*
Tenants Security Deposit - The tenant' security deposit is registered with The Deposit Protection Service (DPS). This is a government approved scheme. Included - no additional charge.
Deposit related Alternative Dispute Resolution (ADR) Management - Should agreement not be able to be reached between the tenant and landlord we will refer to the DPS ADR and manage the process through to a decision. Included - no additional charge.
Collecting and forwarding the rent - Ezytrac will collect ongoing rental payments, preparing and forwarding such payments to you on a monthly basis, less any fee’s or expenses due or incurred that month. Included – no additional charge
Rental reviews - The rent will be assessed on an annual basis and increased subject to the current market climate and tenancy agreement clauses and legislation. Included – no additional charge
Tenancy Renewals - Where possible and directed, we will renew the tenancy for subsequent periods of fixed terms. Included – no additional charge
Repairs & Maintenance - Co-coordinating repairs, maintenance or replacements including arranging for tradesmen to attend the property and obtaining estimates where necessary, supervising works and settling accounts from rents received. Our maintenance coordinators will advise you of any issues prior to instructing work... We offer an emergency 24/7 maintenance line for tenants to report issues outside of office hours. Cost of works are not included within the management charge
Breaches of tenancy - Ezytrac will pursue the tenant for any arrears and other breaches; we will serve any relevant notices including for possession. Should the arrears not be cleared by the tenant we will guide you through the process up to taking legal proceedings. Included – no additional charge
Bills Registration Management - Ezytrac will oversee the registration of Ground Rent, Service Charge, Permission to Let, Utilities (council, water, electric, Combined Heat and Power (CHP) and gas suppliers), Void Period Bills on your behalf. A seperate agreement and authorisation is required for this service. Any necessary payments due can be paid from the rent or credit card/bank transfer. Included – no additional charge.
Bills Payment Management - Ezytrac will oversee the payment of Ground Rent, Service Charge, Permission to Let, Utilities (council, water, electric, Combined Heat and Power (CHP) and gas suppliers), Void Period Bills on your behalf. A seperate agreement and authorisation is required for this service. Any necessary payments due can be paid from the rent or credit card/bank transfer. Included for Portfolio Landlords – no additional charge, £120 inc VAT per annum for all other landlords.
Tenant Find - We, or our network of local agents, will arrange to market your property, conduct viewings on your property and secure a tenant. London Properties - 5% +VAT of First Years Rent. Non-London Properties - Will not exceed £350 +VAT of the First Years Rent.
Tenant Check In - We, or our appointed representative, will attend to your property on the day of, or as close to, move in date, conduct a visual inspection, take photographic evidence suitable for Ombudsman and Court proceedings, including checking smoke alarms and other regulartory requirements. Make a detailed inventory. London Properties - Will not exceed £290 +VAT. Non-London Properties - Will not exceed £170 +VAT. Price is dependant on the number of bedrooms.
Tenant Check Out - Where the tenant is not liable or does not pay, We, or our appointed representative, will attend to your property on the day of, or as close to, move out date, conduct a visual inspection, take photographic evidence suitable for Ombudsman and Court proceedings. Make a detailed inventory. London Properties - Will not exceed £290 +VAT. Non-London Properties - Will not exceed £170 +VAT. Price is dependant on the number of bedrooms.
Key holding - We will hold a management set of keys to the property. If the developers do not release enough keys for each tenant and Ezytrac to hold, we will require an additional set. Cost of additional keys not included within the management charge
Ensuring Compliance - Gas Safety - Ensuring compliance with the Gas Safety (installation and use) Regulations 1998 with regards to the inspection, maintenance, and keeping of records in respect of gas appliances in tenant’s premises. The first certificate is included in the build by the developers; they are valid for 12 months. Cost of certificate not included within the management charge - £110 inc VAT
Ensuring Compliance - Electrical Equipment - Ensuring compliance with the (Safety) Regulations 1994 and other relevant legislation with regard to the condition and safety of electrical equipment and appliances in tenanted premises. The first certificate is included in the build by the developers; they are valid for 5 years. Cost of certificate is not included within the management charge - £180 inc VAT
Ensuring Compliance - Energy Performance Certificate – Ensuring compliance with the (EPC) Regulations 2007 and other relevant legislation with regard to the letting of a rented property. The first certificate is included in the build by the developers; they are valid for 10 years. Cost of certificate not included within the management charge -approx. £90 inc VAT
Ensuring Compliance - Legionella risk assessment £100 inc VAT
Ensuring Compliance - Furniture and Furnishing - Ensuring compliance with the Furniture and Furnishings (Fire) (Safety) Regulations 1988 (and amends) with regard to minimum fire resistant standards of specified items supplied in the course of letting the property. Included – no additional charge
Ensuring Compliance - The Smoke and Carbon Monoxide Alarm (England) Regulations 2015. Included – no additional charge
Inspections of the property - If instructed, Ezytrac will carry out a property inspection Cost of inspection not included within the management charge - £48 inc VAT
Non-Resident Landlord Application Service - We will compile all the information required to complete the Non-Resident Landlord application for HMRC and follow through to receipt of the certificate. NOTE - You may have to personally submit the online document we have prepared. £72 inc VAT
Accountant Referral Service - We will compile your information ready for an Accountant, the first full meeting is included with them including a report, You will then be referred to a Wealth Advisor(if you don't have one), the service includes a meeting with them and a report. You will then meet with a Portfolio Manager to discuss the implementation plan. £595 inc VAT
Key Cutting Administration Charge - We will cut a copy of your key and hold it in our office. Includes one copy of key Standard Key £30 inc VAT - Security Key £40-£60 inc VAT (inc Block Management charge)
Attendance at Court/Tribunal - Where a member or members of our team have to attend court/tribunal and our costs are not covered by the Landlord Legal insurance. £100 per half day or part thereof plus actual out of pocket Travel and Subsistance costs
Paper copies of statements of account £2 per page up to a maximum of £20 incl VAT
Application as Data Officer with ICO - we will make the application on your behalf with the ICO. A seperate agreement is required before conducting this to ensure your systems are robust enough. £88 incl VAT

Ver 08 July 2018