This agreement authorises Property Hub Limited ("the Agent") to act on behalf of the Landlord/Property Owner named below, in connection with the letting and/or management of the property described herein. Property Hub Limited is required by the Estate Agents Act 1979 to provide the following information before accepting or confirming instructions.
Property Address:
Your property that is let or take over the tenancy or going to be let by us.
Property Type:
Type of Instruction:
I/We, homeowner/proprietor of the property, hereby give authority to Property Hub Limited to act on my/our behalf in respect of the letting and/or management of the above property, subject to the terms and conditions set out below.
In this Agreement, the following terms have the meanings set out below:
The Client may select one of the following service levels. The selected service is to be indicated in Clause 9.
Let Only Service
Rent Collection Service — includes Let Only plus:
Fully Managed Service — includes Rent Collection plus:
Unless otherwise agreed in writing, all tenancies arranged by the Agent will be:
The Client and Agent must ensure compliance with all applicable legislation. In particular:
The Client agrees to:
By the Tenant: The Tenant may terminate the tenancy by giving a minimum of two (2) months’ written notice.
By the Landlord: The Client may only seek possession on valid statutory grounds and must serve the correct form of notice for the applicable ground, with the notice period prescribed by law (typically two to four months depending on the ground relied upon). No-fault evictions under the former Section 21 of the Housing Act 1988 are abolished by the Renters’ Rights Act 2025 and are not available.
The Client’s selected service and agreed fee are recorded below. All fees are subject to VAT at the prevailing rate unless otherwise stated. Fees paid in advance are non-refundable and non-transferable unless otherwise specified.
| Service | Fee (incl. VAT) | Basis |
|---|---|---|
| Let Only (lump sum option) | £2,500 | One-off, paid on introduction of tenant |
| Let Only (percentage option) | 9.6% | Of annual rent, paid 12-monthly in advance |
| Rent Collection | 12% | Monthly, from rent collected |
| Rent Collection with Rent Guarantee Insurance | 14.4% | Monthly, from rent collected |
| Fully Managed (Excluding RGI) | 14.4% | Monthly, from rent collected |
| Fully Managed with Rent Guarantee Insurance | 16.8% | Monthly, from rent collected |
Selected Service: Let Only (percentage option) — 9.6% of annual rent, paid 12-monthly in advance.
*See the Terms and Conditions signed with us while letting your property.
Additional fees (to be agreed in writing before instruction):
The Agent will:
Where a Tenant or Co-Tenant has been introduced by the Agent, the agreed commission (whether under a Let Only, Rent Collection, or Managed service) shall remain payable:
This obligation applies regardless of any renewal, continuation, or conversion to a statutory periodic tenancy, or any subsequent change in the level of service (subject to Clause 17).
The Agent is authorised to instruct and carry out repairs, maintenance, or compliance-related works without prior Client approval where:
Where the Client fails to act on maintenance issues reported by the Agent within a reasonable timeframe:
If any of the following are due to expire — Gas Safety Certificate (CP12), Electrical Installation Condition Report (EICR), Energy Performance Certificate (EPC), or a Selective or Mandatory Landlord Licence — and the Agent has notified the Client and received no response or instruction within seven (7) days, the Agent reserves the right to arrange renewal of such certification at standard supplier rates.
In such circumstances, the Agent shall be deemed to act as “Agent in Necessity” to ensure the Client’s compliance with its legal obligations. All costs incurred will be charged to the Client.
The Client must notify the Agent in writing if they reside outside the United Kingdom for more than 180 days in any tax year.
Where applicable, the Client must obtain approval from HM Revenue & Customs under the Non-Resident Landlord Scheme permitting the Agent to pay rent to the Client gross. If no such approval is provided, the Agent is legally required to deduct basic rate income tax (currently 20%) from rental income and account for this to HMRC quarterly for periods ending 30 June, 30 September, 31 December, and 31 March. Such deductions will be creditable against the Client’s annual self-assessment tax return.
The Client warrants that, where the Property is subject to a mortgage, they have obtained written “Consent to Let” from their mortgage lender and that the letting is lawfully permitted. The Agent accepts no liability for any breach of the Client’s mortgage conditions.
The Client must maintain valid buildings insurance throughout the tenancy. Where contents are provided for the Tenant’s use, appropriate landlord contents insurance must also be maintained. The Agent accepts no liability for loss or damage attributable to a failure by the Client to maintain adequate insurance.
Where Management Services are instructed, the Client must provide the Agent with one full working set of keys for the Property prior to the commencement of the tenancy. The Agent shall not be liable for any limitation in its ability to fulfil its management obligations arising from the Client’s failure to provide keys.
The Client may, at the discretion of a Director or authorised Manager of the Agent, request to extinguish the Agent’s ongoing commission interest in respect of a Tenant. This is subject to payment in advance of a sum equivalent to two (2) years’ commission, calculated based on the standard letting fee applicable at the commencement or current anniversary of the tenancy. Such payment is non-refundable, non-transferable, and is payable in addition to any fees already due.
The Agent will register and protect the deposit in an approved scheme. Where a deposit dispute arises at the end of a tenancy, ADR is available free of charge through the relevant tenancy deposit scheme.
If the Client requests the Agent’s assistance in preparing and submitting an ADR claim (including the evidence bundle and case documentation), a fixed fee of £300.00 (inclusive of VAT) is payable in advance. The Agent gives no guarantee of outcome; the decision rests solely with the scheme’s independent adjudicator. This service is non-refundable and non-transferable. Alternatively, the Client may request transfer of deposit control and conduct the dispute independently.
Under the Estate Agents Act 1979, the Agent is required to disclose to prospective Tenants any family relationship or business association between the Client and any employee or officer of the Agent. Where the Agent is aware of a declarable interest, this will be disclosed in all marketing particulars. The Client must notify the Agent in writing of any such relationship before marketing commences. By signing this Agreement, the Client confirms that no such relationship exists unless disclosed in writing.
The Agent may, where it considers appropriate, instruct sub-agents or recognised relocation agents on the Client’s behalf at no additional cost to the Client. All viewings and negotiations will be coordinated by the Agent. If the Client does not consent to sub-instruction, this must be communicated to the Agent in writing before marketing commences.
If the Client cancels this Agreement after the 14-day cooling-off period (see Clause 31), a remuneration charge of £500.00 plus VAT (£600.00 inclusive of VAT) shall be payable by the Client to the Agent in respect of marketing costs incurred, including photography, floor plans, portal listings, and related arrangements.
The Client should be aware that a dual fee liability may arise if they have previously instructed another agent on a sole agency, joint sole agency, or sole selling rights basis in respect of the same Property, or if they instruct another agent during or after the period of the Agent’s sole agency. The Client should review the terms of any other agent’s agreement before proceeding.
If any fees or costs due to the Agent remain unpaid for more than 21 days after the due date, the Agent reserves the right to charge interest at a rate of 3% per annum above the Bank of England base rate, accruing daily from the date the sum first became due until the date of payment in full.
Neither party shall be liable for any failure or delay in performance to the extent caused by circumstances beyond its reasonable control, including acts of God, pandemic, war, civil unrest, governmental action, fire, flood, or failure of utilities (a “Force Majeure Event”). The party affected must notify the other in writing without undue delay. If the Force Majeure Event continues for 30 days or more, the Agent may terminate this Agreement on 14 days’ written notice, whereupon it shall refund any prepaid fees for services not yet performed, less costs reasonably incurred. Financial difficulty or market fluctuation shall not constitute a Force Majeure Event.
The Agent will obtain references on prospective Tenants using reasonable and lawful enquiries, and will make these available to the Client. By signing the tenancy agreement, the Client accepts the referencing carried out by the Agent, whether or not the Client has personally reviewed the references. The Agent cannot guarantee the conduct, payment record, or suitability of a Tenant, the condition of the Property at the end of the tenancy, or vacant possession. The Client indemnifies the Agent against liabilities arising in the proper performance of the Agent’s duties on the Client’s behalf, save where such liabilities result from the Agent’s own negligence or breach of this Agreement.
In the event of any dispute, disagreement or competing claim between or amongst the landlord(s), proprietor(s), beneficial owner(s), director(s), shareholder(s) or any other person claiming an interest in the Property or in the rental income arising from the Property, Property Hub Limited (“Property Hub”) shall be entitled to act as stakeholder in respect of any rent or other monies received by it on behalf of the landlord(s).
Where Property Hub becomes aware of such a dispute or receives conflicting instructions regarding the person or entity entitled to receive the rent, Property Hub shall be entitled to withhold and retain the rent in its client account until the dispute has been resolved and Property Hub has received clear, consistent and satisfactory written instructions confirming the person or entity legally entitled to receive the funds.
Property Hub shall not be required, and shall have no obligation, to investigate, determine or adjudicate upon the merits of any dispute or competing claim between the parties. Property Hub shall be entitled to rely upon a legally binding Court Order or Judgment, or other formal legal documentation acceptable to Property Hub, confirming the entitlement to the rental income.
For the purposes of this clause, acceptable evidence may include a sealed or certified Court Order or Judgment, or a formal written agreement between the relevant parties confirming the agreed entitlement to the rent, signed by all parties concerned and, where appropriate, confirmed or attested by their respective solicitors.
Property Hub shall release the rent only upon receipt of sufficient evidence confirming the entitlement of the proposed recipient and clear written instructions consistent with that evidence. Until such evidence and instructions are received, Property Hub shall be entitled to continue holding the relevant funds and shall not be liable to any party for any delay in payment resulting directly from the dispute.
Any interest earned on rent or other monies held by Property Hub as a result of a dispute under this clause shall not be payable or credited to the landlord(s), beneficiary or any other party claiming an interest in the funds. Such interest shall be retained by Property Hub as an administration charge and shall be used towards the administrative, compliance, accounting, correspondence and other reasonable work undertaken by Property Hub in connection with holding and dealing with the disputed funds.
Any reasonable additional costs, expenses or professional fees incurred by Property Hub as a result of dealing with the dispute, obtaining legal advice, complying with a Court Order or protecting its position as stakeholder may, where legally permissible, be recoverable from the landlord(s) or the relevant parties.
The parties acknowledge that Property Hub is acting as a stakeholder solely for the purpose of safeguarding the rental funds pending resolution of the dispute and does not accept responsibility for determining the legal entitlement to those funds. Property Hub shall be entitled to take reasonable steps necessary to protect its position and comply with its legal and regulatory obligations.
Where this Agreement is concluded away from the Agent’s business premises (e.g. at the Client’s home or by electronic means), the Client has the right to cancel this Agreement within 14 calendar days of signing, in accordance with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
To exercise this right, the Client should notify the Agent in writing by: (a) signing the cancellation form below and returning it by recorded delivery to the Agent’s registered address; or (b) sending an email to info@propertyhubltd.com clearly stating the intention to cancel. Please also refer to Clauses 13 and 26 for the consequences of cancellation after this period.
This Agreement constitutes the entire agreement between the parties in relation to the letting and/or management of the Property and supersedes any prior representations or arrangements. The Client confirms they have read, understood, and agree to these Terms of Business and the fee structure described herein. This Agreement should not be signed unless the Client has read it in full.
A large-print version of this document is available on request by emailing info@propertyhubltd.com.
Additional instructions while letting this property:
Bank details to receive the rent and contact address of the landlord/proprietor:
By signing below, the Client agrees to these Terms of Business and the fee structure set out in Clause 9.
By instructing the Agent, the Client accepts personal liability for all commission, costs, and charges as set out in this Agreement.
Property Hub Ltd is a member of The Property Ombudsman. Membership Number: TPO: D02415.
Additional charges may apply to services not covered by the selected service level. Full details are available on request. The Agent reserves the right to amend its schedule of additional charges; however, any increase will be notified to the Client in writing with reasonable notice before taking effect.
Our complaints procedure is available on request and on our website.
Registered Office: 38 Court Parade, East Lane, Wembley, Middlesex, HA0 3HS.
Contact Details: info@propertyhubltd.com | Lettings: 0208 903 1002 | Sales: sales@propertyhubltd.com | 0208 459 3333
Company Registration Number in England: 6556983 | VAT Registration Number: 180 3942 08.
Property Hub is a trading name of Property Hub Limited. TPO Membership Number D02415.