Landlord Onboarding Application


LANDLORD DETAILS

How many Landlords are party to this agreement (inc spouses)?

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Company Name: (If applicable)?

Company Rego No.:(If applicable)?

Landlord 1 - Main Contact - ()

Landlord 1 (LL1) Name:

LL1 Email: LL1 Phone:

LL1 Non-Resident Status:

Non-Resident Landlord Scheme - If you are a landlord that resides outside the United Kingdom for 6 months or more in any 12 month period, you will need to register to receive rental income without tax being deducted at source, through HMRC. Ezytrac’s Agents NRL number is NA049588. We can complete the application for you, simply contact your Property Manager.

LL1 Address:

Landlord 2

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Landlord 2 (LL2) Name: - ()

LL2 Email: LL2 Phone:

LL2 Non-Resident Status:

LL2 Address:

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Landlord 3

Landlord 3 (LL3) Name: - ()

LL3 Email: LL3 Phone:

LL3 Non-Resident Status:

LL3 Address:

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Landlord 4

Landlord 4 (LL4) Name: - ()

LL4 Email: LL4 Phone:

LL4 Non-Resident Status:

LL4 Address:

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PROPERTY DETAILS

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How many Completed properties? How many Off Plan properties?

How many London properties? How many Non-London properties?

Total number of properties?

PROPERTY 1

Property 1 Name:

Entity Owned:

PP1 Address:

PP1 Ownership %:

PROPERTY 2

Propety 2 Name:

Entity Owned:

PP2 Address:

PP2 Ownership %:

FINANCIALS

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Account Number:

Top Up Maintenance:

Default Spending Limit:

CHOSEN MANAGEMENT TIER (Applies to all properties):

 

DECLARATION

1. Landlord Terms of Business

1. DEFINITIONS

The following expressions shall have the following meanings:

 

1.1. “Agent” means Ezytrac Property Management Limited (company registration number 6700223), whose address for correspondence is Suite 8, Regatta House, Henley Way, Doddington Road, Lincoln LN6 3QR, Company Registration number 6700223, or assigns;

1.2. “Landlord” means any person who purchases Services from the Agent;

1.3. “Application Form” means the Landlord and Property application form (including the Schedule of Services and Fees) annexed hereto;

1.4. “Services” means the agency services as described in the Application Form, as varied in any Variation of Fees Schedule which may have been issued, and other services required from time to time;

1.5. “Property” means the property which belongs to the Landlord and is to be let to the Tenant;

1.6. “Tenant” means the person contracted to rent the Property;

1.7. “Tenancy” means the period for which the Tenant is contracted to rent the Property;

1.8. “Fees” means the Agent’s charges for the Services, as set out in the Application Form or the Variation of Fees Schedule if one has been issued;

1.9. “Deposit” means the sum of money retained by the Agent from the Tenant for the period of the Tenancy to cover any damage;

1.10. “Terms and Conditions” means the terms and conditions of supply of Services as set out in this document and any subsequent terms and conditions agreed in writing by the Agent;

1.11. “Agreement” means the contract between the Agent and the Landlord for the provision of the Services incorporating these Terms and Conditions and the documents referred to in it;

1.12. “Variation of Fees Schedule” means the document emailed by the Agent to the Landlord wherever the Agent has agreed to vary its standard fees in any way, setting out the fees as varied.

 

2. GENERAL

2.1. These Terms and Conditions shall apply to the Agreement for the supply of Services by the Agent to the Landlord and shall supersede any other documentation or communication between the parties.

2.2. Any variation to the Agreement must be agreed in writing and signed by the Agent and the Landlord.

2.3. Nothing in this Agreement shall prejudice any condition or warranty, express or implied, or any legal remedy to which the Agent or Landlord may be entitled in relation to the Services, by virtue of any statute, law or regulation.

2.4. All parties agree that in exercising their rights and obligations under this Agreement they will, at all times, act reasonably.

 

3. APPLICATION FORM AND VARIATION OF FEES SCHEDULE

3.1. The Application Form and Variation of Fees Schedule (if any) shall form part of this Agreement.

3.2. The Application Form and Variation of Fees Schedule (if any) is accepted by the Landlord in their entirety.

3.3. The Agreement between the Agent and the Landlord, incorporating these Terms and Conditions, shall come into force when the Landlord confirms acceptance of these Terms and Conditions.

 

4. SERVICES

4.1. Any variation to the Services must be agreed by the Agent and the Landlord in writing.

4.2. The Services shall commence on the date specified on the Application Form, or such other date as may be agreed between the parties, and shall continue unless terminated in accordance with Condition 12 below. Where a minimum term has been agreed, this will be specified in the Variation of Fees Schedule.

4.3. Dates given for the commencement of the Services are estimates only and not guaranteed. Time for commencement shall not be of the essence and the Agent shall not be held liable for any loss, costs, damages, charges or expenses caused directly or indirectly by any delay in the provision of the Services.

 

5. PRICE AND PAYMENT OF FEES

5.1. The Fees are as specified in the Schedule of Services and Fees section of the Application Form, or the Variation of Fees Schedule (if any), and are inclusive of VAT. Some Services, such as project management, are charged on a time and materials basis, but where this is the case it will be made clear prior to commencement of the relevant Service.

5.2. The Agent shall pay the rental payments for the Property to the Landlord within a reasonable time after receipt by the Agent, and after deducting the Fees and any other expenses incurred by the Agent on behalf of the Landlord.

5.3. The Agent shall endeavour to collect all rents on their due date but cannot be held liable for non-payment or late payment of rent by the Tenant.

5.4. Where there are sums due to the Agent that have not been deducted under Condition 5.2, or where the Fees exceed the rent, the Agent shall invoice the Landlord and the Landlord must pay the invoice within 7 days of the invoice date.

5.5. The Landlord will pay interest on all late payments at a rate of 4% per annum above the base lending rate of National Westminster Bank in relation to Condition 5.4.. This also applies to any payment due to a contractor.

5.6. The Agent is also entitled to recover all reasonable costs and expenses incurred in obtaining payment from the Landlord where any payment due to the Agent is late.

5.7. The Services may be suspended while Fees remain unpaid.

5.8. The Landlord is not entitled to withhold any monies due to the Agent.

5.9. The Agent is entitled to vary the Fees to take account of:

5.9.1. any additional Services requested by the Landlord which were not included in the original Application Form; and

5.9.2. any reasonable increase in hourly, daily or set rates, if applicable; and any variation must be intimated to the Landlord in writing by the Agent.

5.10. In the event that the Landlord seeks to cancel the Agreement earlier than permitted by Condition 12.1 and not in the circumstances set out in Condition 12.4, the Landlord shall pay the Agent a cancellation fee equal to three months’ Fees, on the basis of the existing Tenancy agreement.

5.11. In the event of any Rent Protection & Legal Expenses claim, Ezytrac will retain any management fee due from any other insurance provider.

 

6. TENANCY AGREEMENT

6.1. Unless otherwise instructed by the Landlord, the Agent shall provide a standard Assured Shorthold Tenancy agreement for the Tenancy and the Landlord shall meet the fees for drawing up this document as stipulated in the Application Form. Should the Landlord wish to instruct their own solicitor to provide a tenancy agreement they shall be liable to meet the expenses incurred in this respect. The Landlord agrees that Ezytrac can sign the tenancy agreement on behalf of the Landlord and the Landlord hereby indemnifies the Agent in respect of any loss or damages as a result of the same.

 

7. LANDLORD’S OBLIGATIONS

7.1. The Landlord agrees to cooperate with the Agent as may be required. For example, the Landlord shall promptly pass on information and documents to the Agent, promptly make decisions, and shall pass the Agent any rents it receives directly from the Tenant, and promptly pay the Agent’s invoices. No liability shall attach to the Agent by reason of it having acted or omitted to act where such action or omission resulted from any failure or delay on the part of the Landlord.

7.2. If appropriate, the Landlord agrees to obtain permission from his/her mortgage company to let the Property as envisaged by this Agreement, and shall provide written proof to the Agent that this permission has been obtained.

7.3. The Landlord agrees to notify his/her insurance company of the Landlord’s intention to let the Property as envisaged by this Agreement, and will maintain such cover as is appropriate throughout the period of the Agreement, and will observe all the terms of such insurance policies.

7.4. The Landlord shall ensure that the Property is able to be let as envisaged by this Agreement.

7.5. The Landlord shall notify all relevant authorities and service providers of the Agent’s interest prior to the Agreement commencing.

7.6. The Landlord shall not have any utility services disconnected prior to the start of the Tenancy.

7.7. The Landlord shall remain responsible for the security and well-being of the Property during vacant periods.

7.8. The Landlord must provide the Agent with a comprehensive inventory listing the contents and condition of the Property or meet the costs of the Agent preparing such a document.

 

8. AGENT’S OBLIGATIONS

8.1. The Agent shall use its reasonable endeavours to supply the Services throughout the period of this Agreement.

8.2. The Agent shall perform the Services with reasonable skill and care and to a reasonable standard and in accordance with recognised codes of practice and statutory obligations.

8.3. The Agent shall notify the Landlord as soon as is reasonably practicable of any breach by the Tenant of any terms of the Tenancy agreement, but the Landlord is responsible for pursuing any remedy against the Tenant including the costs of any legal action.

8.4. The Landlord authorises the Agent to carry out any repairs, maintenance work or incur any other relevant costs as the Agent deems necessary up to the limit of £300 per property each month of the Agreement. This obligation shall not oblige the Agent to keep the Property in any better state of repair than at the date of this Agreement. Also, it does not cover work to the structure or roof or exterior of the Property, or any works arising out of any insured risk. Emergency repairs, such as the fixing of a leak, may also be carried out where the Agent is unable to contact the Landlord to specifically authorise the same.

8.5. The appointment by the Agent of contractors or other third parties to provide services in connection with the Property shall be made as agent for the Landlord, who shall be responsible for their fees and other charges (including VAT where applicable).

8.6. The Agent shall ensure that electrical equipment is checked at the beginning of the Tenancy and every year at the cost of the Landlord. The Landlord agrees to indemnify the Agent against any expenses or penalties that may be suffered as a result of non-compliance of the Property with Fire and appliance safety standards.

8.7. The Agent shall ensure that there is a current Gas Safety Certificate in line with the Gas Safety (Installation and Use) Regulations 1994.

8.8. The Agent shall not be obliged to provide assistance to the Landlord outside the Agent’s normal working hours, which are 9am to 5pm, Monday to Friday, excluding public holidays.

 

9. TENANCY DEPOSIT SCHEME

9.1. The Agent shall obtain a Deposit from the Tenant on behalf of the Landlord prior to the commencement of the Tenancy which shall be deposited with the Agents chosen Tenancy Deposit Protection Scheme.

9.2. At the end of the Tenancy the Agent shall perform an inventory check on the property and notify the Tenant and Landlord of the amount of Deposit due to be returned to the Tenant less any expenses for damaged or missing items, and, should this figure be agreed by both parties, the Agent shall action payment of this sum to the Tenant.

9.3. In the event of a dispute between the Landlord and Tenant over the amount of Deposit to be returned the Landlord shall be responsible for seeking resolution to the conflict in terms of the Tenancy Deposit Scheme regulations and shall meet the costs of any such action. If the Agent agrees to act on behalf of the Landlord the Agent shall be entitled to charge a reasonable fee agreed between the Agent and the Landlord beforehand.

9.4. The Agent shall serve all appropriate statutory notices in relation to and for the duration of the Tenancy.

 

10. OVERSEAS RESIDENTS / NON-RESIDENT LANDLORDS

10.1. When letting property and collecting rents for landlords overseas, the Agent is obliged by the Finance Act 2011 (or under similar powers of any future tax legislation) to deduct monies (currently equivalent to 20% of the gross rents) to cover any tax liability. In this situation, the Agent also requests that the Landlord appoint an accountant, or the Agent reserves the right to employ a suitably qualified accountant, in order to manage correspondence with the HMRC.

10.2. An annual charge may be made for this work and administration expenses may be charged by the Agent for further work requested by the Landlord, the Landlord's accountant or the HMRC in connection with such tax liabilities.

 

11. RENEWALS

11.1. The Agent will assume that the Landlord wants to have the property let out on a continuous basis and will therefore assume that once the end of an existing tenancy is reached that it will continue as a periodic tenancy unless the Landlord notifies the Agent otherwise.

 

12. TERMINATION

12.1. Should the Landlord wish to terminate this Agreement, the Landlord is required to give the Agent at least three months’ written notice of the termination with any such notice only being acceptable if a minimum of twelve months has occurred since the start, or re-let, of the existing Tenancy. The notice shall expire at the end of a calendar month.

12.2. The Agent is required to give the Landlord three months’ written notice to terminate this Agreement, giving three clear months from the next rent due date.

12.3. The Agent may terminate the Agreement if the Landlord has failed to make any payment due within four weeks of the sum being requested.

12.4. Either party may terminate the Agreement by notice in writing to the other if:

12.4.1. the other party commits a material breach of these Terms and Conditions and, in the case of a breach capable of being remedied, fails to remedy it within four weeks of being given written notice from the other party to do so; or

12.4.2. the other party commits a material breach of these Terms and Conditions which cannot be remedied under any circumstances; or

12.4.3. the other party passes a resolution for winding up (other than for the purpose of solvent amalgamation or reconstruction), or a court of competent jurisdiction makes an order to that effect; or

12.4.4. the other party ceases to carry on its business or substantially the whole of its business; or

12.4.5. the other party is declared insolvent, or convenes a meeting of or makes or proposes to make any arrangement or composition with its creditors; or a liquidator, receiver, administrative receiver, manager, trustee or similar officer is appointed over any of its assets.

12.5. In the event of termination, the Landlord must pay the Agent in respect of work done and expenses incurred up to the date of termination.

12.6. Termination of this Agreement shall not affect any rights, remedies, obligations or liabilities of the parties that have accrued up to and including the date of termination, including the right to claim damages in respect of any breach which existed at or before the date of termination. The indemnities given in this Agreement shall survive termination as shall Condition 17 (Limitation of Liability).

 

13. AUTHORITY TO SIGN

13.1. Both parties warrant their authority to enter into this Agreement and have obtained all necessary approvals to do so. Where the Landlord is a group of entities, the person signing this Agreement confirms that they have the full authority of the other entities to sign on their behalf.

 

14. LIMITATION OF LIABILITY

14.1. Nothing in these Terms and Conditions shall exclude or limit the liability of the Agent for death or personal injury caused by negligence, or for fraud. However the Agent shall not be liable for any direct loss or damage suffered by the Landlord or any third party howsoever caused, as a result of any negligence, breach of contract or otherwise, in excess of the sum insured under the professional indemnity insurance policy held by the Agent in the insurance year in which the Landlord’s claim is first notified. In addition, the Agent shall under no circumstances be liable for indirect loss or damage.

 

15. INDEMNITY

15.1 The Landlord shall keep the Agent fully and effectively indemnified in respect of all expenditure costs, expenses, demands, liabilities, actions and proceedings properly incurred or suffered in the proper carrying out of its obligations under this Agreement, including the fees, charges and expenses of any other agents or advisers properly engaged by the Agent in carrying out its obligations under this Agreement.

 

16.FORCE MAJEURE

16.1. Neither party shall be liable for any delay or failure to perform any of its obligations if the delay or failure results from events or circumstances outside its reasonable control, including but not limited to acts of God, terrorism, strikes, lockouts, accidents, war, fire, breakdown of plant or machinery or shortage or unavailability of raw materials from a natural source of supply, and the party shall be entitled to a reasonable extension of time to perform its obligations.

 

17. DISPUTE RESOLUTION

17.1 The Agent will operate an appropriate procedure for the resolution of any disputes and the handling of complaints relating to the Agent’s performance of its obligations under this Agreement. The parties agree to use their best endeavours to resolve disputes without resorting to arbitration. In the event that they are unable to resolve a dispute, any dispute between the Landlord and the Agent arising out of the Agreement may be referred at the instance of either or both parties to, and determined by, a sole arbitrator to be agreed between the Landlord and the Agent or, in default of agreement within 30 days of the dispute being identified, appointed by the Chair of The Centre for Effective Dispute Resolution.

 

18. CONFIDENTIALITY AND DATA PROTECTION

18.1. The Agent will at all times during the term of this Agreement and thereafter keep all information concerning the business or affairs of the Landlord (including personal information about the Tenants) which comes into the Agent’s possession confidential.

18.2. For the purposes of the Data Protection Act 2018, the Landlord shall be the data controller in relation to any personal data it holds in relation to this Agreement, and the Agent shall be its data processor. Both parties shall comply with all relevant legislation. The Agent shall process the personal data only on the instructions of the Landlord, which shall be deemed to include instructions to process Tenants’ personal data for the purposes and duration of this Agreement. The Agent shall ensure that it has in place appropriate technical and organisational measures to protect against unauthorised or unlawful processing and accidental loss or destruction of personal data, and shall ensure that its personnel with access to the data are required to keep it confidential. Personal data shall only be transferred outside the EEA provided appropriate safeguards are in place. For example, transfers to the USA may be made provided the recipient is a member of the EU-US Privacy Shield. The Agent shall assist the Landlord, at the Landlord’s cost, in responding to any request from a Tenant in relation to personal data, and shall notify the Landlord without undue delay on becoming aware of any personal data breach. The Agent shall delete or return personal data to the Landlord on termination of this Agreement, unless required by law to store it, and shall maintain records to demonstrate its compliance with this clause.

 

19. ASSIGNMENT

19.1. The Landlord shall not be entitled to assign its rights or obligations or delegate its duties under this Agreement without the prior written consent of the Agent. The Agent consents to an assignment to a company set up and controlled by the Landlord, but the Landlord must write to tell the Agent if this has happened.

19.2. The Landlord grants the Agent the right to assign its rights or obligations or delegate its duties under this Agreement, either to its holding company, Ezytrac Property Group Ltd, any other subsidiary of that company, or to a carefully chosen subcontractor.

 

20. THIRD PARTY RIGHTS

20.1. Nothing in these Terms and Conditions is intended to confer any rights on a third party.

 

21. SEVERANCE

21.1. If any term or provision of these Terms and Conditions is held invalid, illegal or unenforceable for any reason by any court of competent jurisdiction such provision shall be severed and the remainder of the provisions hereof shall continue in full force and effect as if these Terms and Conditions had been agreed with the invalid, illegal or unenforceable provision eliminated.

 

22. WAIVER

22.1. The failure by either party to enforce at any time or for any period any one or more of the Terms and Conditions herein shall not be a waiver of them or of the right at any time subsequently to enforce all Terms and Conditions.

 

23. NOTICES

23.1. Any notice to be given by either party to the other may be served by email, fax, personal service or by post to the address of the other party given in the Application Form or such other address as such party may from time to time have communicated to the other in writing, and if sent by email shall unless the contrary is proved be deemed to be received on the day it was sent, if sent by fax shall be deemed to be served on receipt of an error free transmission report, if given by letter shall be deemed to have been served at the time at which the letter was delivered personally or if sent by post shall be deemed to have been delivered in the ordinary course of post.

 

24. ENTIRE AGREEMENT

24.1. These Terms and Conditions supersede any previous agreements, arrangements, documents or other undertakings either written or oral.

 

25. GOVERNING LAW

25.1. These Terms and Conditions shall be governed by and construed in accordance with the law of England and the parties hereby submit to the exclusive jurisdiction of the English courts.

Schedule of Services and Fees & Charges

Description of Service Standard Effortless PLUS Effortless GOLD

1.0 Marketing (One Off)

Usually only required when a property is onboarded or if you wish to update photos.
1.1 Ad Copywriting - We will professionally write the ad copy to appear on various portals.
Included in tier.
1.2 Basic Photography - Point and shoot camera including up to 12 external and internal photos. Basic essential editing of photos. We will store your photos on our servers. £60 incl VAT
Included in tier.
1.3 Professional Photography - We will arrange up to 24 professional photos of external/internal of your property using professional equipment that will bring out the best including corrections for colour, sky, everything you need to make the property look it's best. We will store your photos on our servers.
£145 incl VAT
1.4 Professional Dressing - We will professionally dress your property ready for photographs, 360 degree tours or in preparation to sell. Ideal if you want to make a bang with your marketing.
Call for Price
1.5 Floor Plans - We will arrange for professional floor plans to be prepared for your property. These may be reused with each letting and will be stored securely on our servers.
£105 incl VAT
Included in tier.
1.6 360 Virtual Tours, Floor Plan & 3D Doll House - We will arrange a 360 degree virtual tour, floor plan and 3d Doll House, perfect for marketing on portals.
£210 incl VAT
Included in tier.
1.7 New Build Completion Handovers - We will arrange to pick up keys from the Developer on your behalf.
Included in tier.
1.8 Professional Property Snagging Inspection - Our Consultant will conduct a professional inspection of your property, compiling a list of snagging issues. This list can be provided to a developer (in the case of new build) to remedy or used to help negotiate in the case of a purchase. Our Consultant will follow up once works are completed and provide a second report confirming that issues are addressed. Ezytrac accepts no responsibility if Vendor or Developer refuses to undertake works.
£355 incl VAT with Initial report, £420 incl VAT including Follow Up report.
1.9 Professional Marketing Bundle - Combine all the best of marketing to set your property up for success. This product includes - Marketing, Professional Photos, Floor Plans, 3D Doll House, 360 degree Walkthrough
£330 incl VAT
Description of Service Standard Effortless PLUS Effortless GOLD

2.0 Finding You A Tenant

Your dedicated Property Manager will work with our network of agents to effortlessly find you a tenant.
2.1 Dedicated Property Manager - You will be provided a dedicated Property Manager who will be your sole point of call throughout the process. Your Manager will also oversee your entire portfolio of properties.
Included in tier.
2.2 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 - Up to 6% incl VAT of the annual rent / Non-London Properties £420 incl VAT as a tenant find/set up fee.
London Properties - Up to 5% incl VAT of the annual rent / Non-London Properties £350 incl VAT as a tenant find/set up fee.
Included in tier
2.3 12 month Tenant Find Fee Guarantee - Your Tenant Find fee covers your tenancy for a full 12 months which means if a tenant leaves after 6 months an adjustment will be made to your next tenant find fee that will reflect the length of the previous tenancy  This is not in any way a rent guarantee.
Not Available
Included in tier.
Description of Service Standard Effortless PLUS Effortless GOLD

3.0 Setting Up The Tenancy

Your dedicated Property Manager will set up your tenancy to be fully compliance.
3.1 Assured Shorthold Tenancy (AST) Preparation - A compliant AST is drawn up which we will sign on your behalf and sent to the tenant for signing.
Included in tier.
3.2 Right to Rent Checks - We will undertake Right to Rent checks on all occupants aged over 18 in line with the Immigration Act 2014
Included in tier.
3.3 Tenants Security Deposit - The tenant's security deposit will be registered with the one of the government appointed schemes in line with the Housing Act 2004.
Included in tier.
3.4 Tenant Check In - We (or our appointed representative) will attend the property in order to produce a detailed inventory report on the tenancy start date or as close to as possible. This will include a description and supporting photographs of the decor, contents and property fixture and fittings as well as any relevant information regarding the external condition of the property including, but limited to, gardens, driveways, garages, sheds and any external buildings. As well as this, utility meter readings will be noted, smoke alarms and carbon monoxide alarms will be checked and tested and any other relevant legislative regulatory requirements will be checked. This will help to ensure that the reports are suitable for any potential future legal proceedings or deposit disputes.
Charge based on number of bedrooms & furnishings. London properties will not exceed £350 incl VAT. Non-London properties will not exceed £205 incl VAT.
3.5 Tenant Check Out - We (or our appointed representative) will attend the property in order to produce a detailed checkout inspection report on the tenancy end date or as close to as possible. The report will be a descriptive and photographic account of any noticeable discrepancies between the original inventory report and the condition of the property once the tenants have surrendered the keys. Utility meter readings will be noted, smoke alarms and carbon monoxide alarms will be checked and tested and any other relevant legislative regulatory requirements will be checked. This will help to ensure that the reports are suitable for any potential future legal proceedings deposit disputes.
Charge based on number of bedrooms & furnishings. London properties will not exceed £350 incl VAT. Non-London properties will not exceed £205 incl VAT.
3.6 Utility Registration - 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), Deal with void period bills on your behalf. A separate agreement and authorisation may be required for this service. £60 incl VAT
Included in tier.
3.7 Rent Protection & Legal Expenses Service - To cover the costs of tenancy arrears & evictions. This may not cover all breaches in the tenancy. *Subject to tenant referencing
Introducer Service
Included in tier.
3.8 Selective Property Licensing Check -We will check to see if your property requires a Selective Licence in order to rent out.
Included in tier
3.9 Selective Property Licensing Initial Registration -With your assistance we will compile the necessary information for submission to the appropriate council.
£180 incl VAT
Description of Service Standard Effortless PLUS Effortless GOLD

4.0 Managing the Tenancy and Property

Our specialist teams will ensure your tenants and your experience with us is effortless
4.1 Act as Agent for your Service Address - This is often required for Shariah mortgages and for overseas investors. We will act as your address and either action mail immediately or pass it onto you.
£10 incl VAT per month.
Included in tier.
4.2 Dedicated Renewals Manager - You will be assigned an experienced valuer and negotiator who will oversee the increase of your rent and renew of the tenancy for subsequent periods of fixed terms.
Included in tier.
4.3 Tenancy Renewals - Where possible and directed, we will renew the tenancy for subsequent periods of fixed terms. £115 incl VAT per Renewal
Included in tier.
4.4 Tenants Repairs & Maintenance Troubleshooting Website - Your tenants will be given access to our trouble shooting website which provides details of actions that can be taken to remedy common problems before they need to register a Maintenance issue. If they have an issue this will be registered on our Maintenance website and if required used in evidencing actions taken and response times. This is essential should matters go to Ombudsman/Tribunal/Courts. Tenant Access Included
Included in tier.
4.5 Repairs & Maintenance - Co-coordinating repairs, maintenance works and/or replacement items. This includes arranging for tradesmen to attend the property to obtain quotes, supervising works and works schedules and paying invoices from rents received. Our dedicated maintenance team will advise you of any issues prior to instructing works unless previously agreed otherwise or in emergency situations. We provide tenants with an out of office emergency maintenance line so emergency issues can be reported outside of office hours. Should an emergency situation arise or should you not be available, we will always act as your 'Agent of Necessity' in order to fulfil your legal obligations and to ensure the safety and well being of tenants, third parties and/or the property. Type 1 (Simple) Issues £25 incl VAT per case. Type 2 (Serious) & 3 (Serious & Complex) Issue and above £60 incl VAT per case. Cost of works are not included within the tier.
Included in tier. Cost of works are not included.
4.6 Key Cutting Administration Charge - We will cut a copy of your key. Includes one copy of key.
Standard Key £30 inc VAT - Security Key £40-£60 inc VAT (inc Block Management charge)
4.7 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.
Included in tier. Cost of additional keys not included within the management charge.
4.8 Management of Head/Superior Lease Obligations - Parking permits, sublet approvals, insurance confirmations - We will liaise with Managing Agents and arrange for your compliance with the Head/Superior Lease.
Included in tier. Does not include fees levied by Managing Agents. A fee of £75 incl VAT for obtaining a copy of the lease where you fail to provide one.
4.9 Application as Data Officer with ICO - We will make the application on your behalf with the ICO. A separate agreement is required before conducting this to ensure your systems are robust.
£85 incl VAT inclusive of ICO fee.
ICO fee payable.
Description of Service Standard Effortless PLUS Effortless GOLD

5.0 Ensuring Compliance

With over 170 different pieces of legislation affecting your property. It pays to work with ARLA qualified professionals.
5.1 Gas Safety - Where required (ie where a gas supply is present) We will ensure compliance with the Gas Safety (installation and use) Regulations 1998 with regards to the inspection, maintenance, servicing and keeping of records in respect of gas appliances in tenant’s premises.
Cost of certificate not included within the management charge - £125 incl VAT + Boiler Servicing (As Required)- £175
5.2 Electrical Equipment - Where required, we will ensure 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.
£180 incl VAT
5.3 Portable Appliance Test (PAT Test) - When requested by you, we will arrange for the testing of all portable appliances in your property as guided in the Electricity at Work Regulations 1989 .
£110 incl VAT
5.4 Energy Performance Certificate (EPC) – Where required, ensuring compliance with the Energy Efficiency (Private Rented Property)(England and Wales) Regulations 2015. Including ensuring the Minimum rated of 'E' is established. The EPC Certificate is valid for 10 years.
£90 incl VAT
5.5 Legionella Risk Assessment - When requested by you, we will arrange a Legionella risk assessment and test as guided in the Health and Safety at Work Act 1974 & Control of Substances Hazardous to Health Regulations 2002 & L8 Approved Code of Practice (ACOP).
£100 incl VAT
5.6 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 in tier.
5.7 The Smoke and Carbon Monoxide Alarms (England) Regulations - We will ensure your compliance to this legislation.
Included in tier.
5.8 Annual Selective Licensing Compliance - Meeting the various and different requirements to ensure compliance with local council requirements for properties that are required to be licensed.
£120 incl VAT per annum. This does not include charges associated with the issuing of the licence by the relevant council.
Description of Service Standard Effortless PLUS Effortless GOLD

6.0 Managing the Finances of the Tenancy

Maximising your return on your investment while keeping the experience effortless is our mission.
6.1 Collecting and forwarding the rent - Ezytrac will collect ongoing rental payments, preparing and forwarding such payments to you on a monthly basis, less any fees or expenses due or incurred that month.
Included in tier.
6.2 Bills Payment Management - We 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 separate agreement and authorisation is required for this service. Any necessary payments due can be paid from the rent or credit card/bank transfer. 6.3 Late Payment Guarantee - If you are charged a late fee while using our bill payment service, we will contest late payment charges and where we failed to pay within time we will pay the late fee on your behalf.
£120 incl VAT per annum
Included in tier.
6.4 Annual Tax Submission - We will compile and submit your annual tax return
£480 incl VAT UK Tax resident.
Description of Service Standard Effortless PLUS Effortless GOLD

7.0 Property Inspections

We'll make sure that issues are picked up before they become a major problem.
7.1 Tenant Initiated Inspections* - We will contact your tenant each quarter to ask if they have any issues that require attention and take appropriate action.
Included in tier.
7.2 Maintenance Inspections* - Our contractors will conduct quick checklist while at your property which will alert us to potential issues which need to be addressed.
Included in tier.
7.3 Routine Inspection of the Property* - We, or our appointed representative will carry out a physical property inspection complete with video walkthrough* and photography*. Note - It may not be possible due to tenant permission to document with video/photo but this will be noted.
£80 incl VAT
Included in tier.
Description of Service Standard Effortless PLUS Effortless GOLD

8.0 Breaches and Legal

Staying on top of breaches is essential to minimise losses and damages.
8.1 Deposit Dispute Management - Should an agreement for deposit deductions not be reached by the tenant and the landlord we will refer the case to adjudication with the relevant tenancy deposit scheme. We will then manage the adjudication process and submit all relevant evidence as requested by the adjudicator. £45 incl VAT per hour. Up to £450 incl VAT per case.
Included in tier.
8.2 Breaches of Tenancy (Under 28 days) - We will pursue the tenant to rectify breaches for any arrears and other breaches; including issuing chasing letters, phone calls and issuing basic notices.
Included in tier.
8.3 Serious Breaches of Tenancy (Over 28 days) - We 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. £45 incl VAT per hour. Up to £450 incl VAT per case.
Included in tier.
8.4 Insurance Claim Preparation and Progression - We will make a submission to an insurance company in accordance with a policy covering your property on your behalf.
£45 incl VAT per hour. Maximum £450 incl VAT per case.
Included in tier.
8.5 Legal & Ombudsman - Investigation & Report compilation including preparation of Ombudsman, tribunal and court documents.
£45 incl VAT per hour. Up to £450 incl VAT per case.
Included in tier.
8.6 Attendance at Court/Tribunal - Where a member or members of our team have to attend bailiff/tribunal/court and our costs are not covered by the Rent & Legal insurance.
£120 incl VAT per half day or part thereof plus actual out of pocket travel and subsistence costs.
Included in tier excluding out of pocket travel & subsistence.
Description of Service Standard Effortless PLUS Effortless GOLD

9.0 Portfolio Strategy & Review

Maximise your returns with a clear strategy that matches the current market.
9.1 Wealth Structure Referral Service - We will compile your information ready for an accountant. Your first meeting will be with the accountant and will include a report detailing your current financial situation and suggested structure to purchase. If you do not already have one, you will then be referred to a wealth adviser who will also arrange a meeting with you and provide a report detailing the suggested course of action. The final step is to then meet with a portfolio manager to discuss the implementation plan.
£835 incl VAT
9.2 Rental Reviews - The rent will be assessed on an annual basis and increased subject to the current market climate, tenancy agreement clauses and legislation.
Included in tier.
9.3 Annual Portfolio Strategy Review - Review your entire portfolio and create a plan for the year ahead. £100 incl VAT
Included in tier.
9.4 Valuation and Rental Report - If you wish to know the open market value or rental potential of your property, we can arrange a report. Unlimited Automated Valuation and Rental Report available on all tiers. Ad-Hoc report £45 incl VAT Biennial report included per property, Additional reports £45 incl VAT Annual report included per property, Additional reports £45 incl VAT
9.5 Property Sales Assistance - We will arrange for the marketing, viewing and sales process of the property. Including sales progression.
London properties - 3% incl VAT of the Contract Price / Non-London properties - Fixed Fee of £1800 incl VAT
9.6 Vacant Property Management Fee - We will manage your property when you are not receiving rental for more than 3 months. This would normally be when you are selling a property, during major works, or leaving it vacant.
£40 per calendar month or part thereof. Only payable after 3 months without rental receipt.
Included in tier.
Description of Service Standard Effortless PLUS Effortless GOLD

10.0 Non-Resident Landlord Services

We've got hundreds of overseas investors' properties that we handle as if it's our own.
10.1 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
£75 incl VAT
Included in tier.
10.2 Non-Resident Landlord Return Submission - We will notify HMRC as required of your income from your portfolio.
Included in tier.
10.3 Non-Resident Annual Tax Submission - We will compile and submit your annual tax return
£720 incl VAT.
Description of Service Standard Effortless PLUS Effortless GOLD

11.0 Project Management & Refurbishment Services

Our specialist teams will ensure yours and your tenants experience with us is effortless.
11.1 Project Management - Where you instruct us to undertake remediation works, material changes to your property that are not repairs or maintenance.
18% incl VAT of Invoiced Amount
12% incl VAT of Invoiced Amount
11.2 Refurbishment Services - Let us oversee the part or full refurbishment of your property. We can handle anything from the smallest refit, loft conversion, even add an extension.
18% incl VAT of Invoiced Amount
12% incl VAT of Invoiced Amount

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Onboarding with Ezytrac Property Group https://onboard.ezytrac.co.uk
Signature Certificate
Document name: Landlord Onboarding Application
lock iconUnique Document ID: 3da057891d96199beb3fe66d03e3be48706da348
Timestamp Audit
12/09/2019 05:37 BSTLandlord Onboarding Application Uploaded by Caroline Bevis - caroline@ezytrac.co.uk IP 58.182.24.36
17/10/2019 16:56 BST Document owner landlords@ezytracproperty.com has handed over this document to caroline@ezytrac.co.uk 2019-10-17 16:56:00 - 182.19.148.121
17/10/2019 16:56 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.19.148.121
17/10/2019 16:59 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.19.148.121
18/10/2019 10:39 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.19.148.121
18/10/2019 10:39 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.19.148.121
18/11/2019 12:52 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.19.148.121
18/11/2019 12:52 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.19.148.121
10/12/2019 19:57 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.19.148.121
10/12/2019 19:57 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.19.148.121
04/01/2020 03:22 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 03:22 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 03:24 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 03:24 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 04:17 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 04:17 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 04:28 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 04:28 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 04:31 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 04:31 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 05:03 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
04/01/2020 05:03 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.104.78.246
26/03/2020 17:39 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
26/03/2020 17:39 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
30/03/2020 16:00 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
30/03/2020 16:00 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
05/04/2020 15:12 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
05/04/2020 15:12 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
05/04/2020 15:25 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
05/04/2020 15:25 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
15/07/2020 18:42 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
15/07/2020 18:42 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
21/09/2020 14:25 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
21/09/2020 14:25 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 182.55.196.164
13/10/2020 14:50 BSTCompliance Department - compliance@ezytracproperty.com added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.182.24.36
13/10/2020 14:50 BSTCaroline Bevis - caroline@ezytrac.co.uk added by Caroline Bevis - caroline@ezytrac.co.uk as a CC'd Recipient Ip: 58.182.24.36