If anything in an accepted proposal and these terms cover the same point, read them together and follow the clearest practical version of how the work will run.
What I manage
Full property management covers the ongoing running of the tenancy and the property: setting things up, keeping it compliant, collecting rent, handling repairs, and keeping you informed as things change. I work throughout each management period, with routine tasks (like rent chasing and contractor follow-ups) happening as needed, and planned tasks (like inspections and renewals) booked in advance where access is required.
What you get is:
* Tenant find and referencing * Check-in and key handover * Rent collection and chasing * Maintenance coordination * Compliance scheduling * Checkout and deposit support
Response and updates
When something comes up, I triage it by urgency and risk, then take the next practical step. I use three working levels. Emergency means unsafe conditions, active leaks, no heat or hot water in cold weather, or a security risk. Urgent means things that will likely cause damage or escalate quickly. Routine means everything else, including general questions, non-urgent maintenance, and paperwork.
I will tell you which level I am treating it as, what I have done, and what happens next. If I miss the level I have set, I will explain why, reset expectations in writing, and give you options, including handing the item back to you to deal with directly if you prefer.
Payment
Full property management is billed as recurring. I invoice each month at the start of that month for your selected plan. There is nothing paid up front beyond that period. Each invoice is payable within 7 days of its date.
If you ask me to handle work that is outside your selected plan, I will price it separately before I start and I will get your written approval. Examples include major project management, dealing with insurance claims, or extended dispute work beyond a normal checkout file. Contractor invoices and third party charges are separate to my fees unless I confirm otherwise in writing.
Price changes
I review my prices at a regular interval so they stay in line with the real time involved and the running costs of managing property. If I propose a change to the price for your ongoing recurring plan, I will tell you in writing before the new price starts.
The notice period is something I will confirm with you in writing at the time, because it can vary depending on what is currently in progress. If you do not want to continue at the new price, you can end the recurring service on that notice and I will hand over cleanly, with any open items clearly listed.
Keys and access
At the start, you will provide a working set of property keys, plus any entry fobs and any alarm or entry instructions I need to attend, arrange viewings, or get a contractor in. If there is a managed block, you will also tell me anything I need to know about concierge access, permit parking, or booking a lift.
I will not put door codes, alarm codes, or passwords into this agreement and I do not want them sent in a form or an ordinary email. I store access details securely and I only share them when it is needed for a specific visit, inspection, repair, or compliance appointment.
What I need from you
To manage properly, I need one named contact for decisions and approvals, even if the property is owned by more than one person. You will reply to approvals in a reasonable time, especially where a delay risks further damage, breaches a deadline, or leaves a tenant without an essential service.
You will tell me anything that affects the work, such as changes to ownership, mortgage lender requirements, an HMO licence position, planned sales activity, or a change of correspondence address. You will keep landlord accounts I need to use (for example, utilities in voids, service charge contacts, or council tax where relevant) open and in good standing. If you become aware of a serious issue, you will forward it to me promptly so I can act.
Insurance
I keep business insurance that matches the work I do as a property manager, including cover for handling client money and the day to day risks of managing tenanted property. If you want confirmation of the types of cover I hold, ask and I will provide it.
You should keep appropriate insurance for the property itself and for letting it out, including buildings insurance (and contents where applicable) that covers tenanted use, plus landlord liability cover. If you want rent protection or legal expenses insurance, that is your choice as the landlord. If an insurer asks for documents, I can supply the management records I hold, such as inspection notes, contractor invoices, and compliance booking history.
If something goes wrong
If I damage something, or I believe damage has happened while I am arranging access or supervising work, I will tell you as soon as I become aware and I will confirm it in writing. I will include photos where I can and I will be clear about what I know, what I do not know yet, and what I am doing next.
For putting it right, the aim is always to get you back to the position you would have been in if it had not happened. Depending on the situation, that may mean arranging a repair, agreeing a fair contribution to a contractor invoice, or using the contractor warranty route where the issue is workmanship. If a tenant reports damage, I will record it, take steps to prevent it getting worse, and advise you on recovery options.
No direct hire
While I am managing your property, and for a period after the management ends, you agree you will not try to hire me directly as your employee or contractor outside this agreement in a way that avoids the fees in your plan. The reason is simple: the price you pay covers the time, systems, and admin that sit behind the calls, the chasing, and the compliance diary.
If you want to change how we work, tell me and I will propose a sensible option in writing, such as moving you to a different service level or agreeing a one-off project scope. The length of the post-management period is something I will confirm in writing.
Ongoing service
This is a recurring service that runs in monthly periods. It renews automatically from period to period unless either of us gives notice to end it. I will confirm the notice period with you in writing when you instruct me to start, because it needs to fit what is already in motion, such as compliance bookings, a tenancy renewal, or an active repair.
If you give notice, I will keep managing properly up to the end date. I will also prepare a straightforward handover: current tenant details, keys held, deposit scheme details, compliance dates and certificates I hold, and a list of open issues with the latest actions and contacts.
What I am responsible for
I am responsible for the management work I carry out: keeping good records, acting promptly on what I know, and following the plan you have chosen. I cannot promise outcomes that depend on other people, such as a tenant paying on time, a contractor attending when booked, or a scheme or freeholder making a fast decision. Where someone else is involved, I will chase and I will keep you updated.
You stay responsible for the underlying landlord duties and for the decisions you make, including whether to approve spend, whether to start a claim, and how you want to handle a dispute. If you want legal or tax advice, I will tell you what I can from experience, but you should take advice from a qualified adviser for your situation.
Ending and handover
Either of us can end the ongoing management by giving the notice period that I will confirm in writing when you instruct me to start. You will pay for work done up to the end date, including the management period already invoiced at the start of that period. If there is an agreed item of extra work in progress, we will either finish it and invoice as agreed, or I will stop at a sensible point and hand it back with notes.
On handover, I will account for any rent already collected and held, transfer any records I hold that you reasonably need to carry on, and confirm what keys I have and where they are going. I will also set out any upcoming compliance dates and any live contractor jobs so nothing gets missed.
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