How to Use This Checklist
Click each checkbox to mark items as complete. Your progress is automatically saved to your browser. Use this checklist to:
✅ Three Ways to Use This Tool
1. Create new management agreements: Ensure your agreement with letting agents or landlords covers all essential terms and regulatory requirements
2. Review existing agreements: Audit current agreements to verify they comply with CMP regulations, redress scheme requirements, and Tenant Fees Act
3. Compare agent proposals: Check if different agents' proposed agreements include all necessary protections and clear fee structures
⚠️ What Makes a Valid UK Property Management Agreement?
📋 Key Purpose: A property management agreement defines the relationship between landlord and agent, specifying services provided, fees charged, authority limits, and regulatory compliance obligations.
⚖️ Legal Framework: Must comply with Client Money Protection Regulations 2019, redress scheme membership requirements, Tenant Fees Act 2019, Consumer Rights Act 2015, and UK GDPR.
🎯 Essential Elements: Service scope, fee structure, authority limits, rent collection procedures, termination clauses, insurance requirements, CMP membership, redress scheme details.
💼 Common Issues: Vague service descriptions, missing fee details, no authority limits, unclear termination, no regulatory compliance clauses, missing insurance requirements, verbal arrangements.
🚫 Critical Regulatory Requirements
Client Money Protection: Agents handling client funds MUST have CMP membership - fines up to £30,000 for non-compliance. Redress Scheme: All letting agents MUST belong to government-approved redress scheme (TPO, PRS, or TPT). Professional Indemnity Insurance: Minimum £1 million coverage essential - verify before signing. Tenant Fees Act: Agents cannot charge tenants prohibited fees - agreement must be clear on this.
⚠️ Understanding Importance Levels
🔴 Critical: Must have - legally required or essential for enforceability
🟡 Important: Should have - protects your position and prevents disputes
🔵 Recommended: Nice to have - best practice for comprehensive coverage
Landlord Full Name and Address
Complete legal name and correspondence address of the property owner(s). If multiple landlords own the property jointly, all names must be listed. This identifies who the agent is working for and who has authority to give instructions.
🔴 Critical
Agent Full Name and Trading Address
Complete legal name of the letting/management agent, trading name if different, and registered office address. Include company registration number if applicable. Essential for legal correspondence and regulatory verification.
🔴 Critical
Property Address Being Managed
Full address including postcode of the property covered by this agreement. If managing multiple properties for the same landlord, either list all addresses or reference an attached schedule of properties.
🔴 Critical
Multiple Properties Schedule
If the agent manages more than one property for you, include a schedule listing all properties covered by this agreement. Alternatively, specify whether each property requires a separate agreement. Prevents confusion about which properties are managed.
🟡 Important
Authorized Signatories
Identify who is authorized to sign on behalf of each party. For companies, include signatory names and positions (Director, Partner, etc.). Confirms the people signing have authority to bind their respective parties to the agreement.
🟡 Important
Management Service Tier Selection
Clearly specify which service level applies: Letting Only, Rent Collection, or Full Management. This is fundamental - different tiers have vastly different responsibilities and fees. Must be unambiguous which tier you've selected.
🔴 Critical
Letting-Only Services Defined
If selecting letting-only, list exactly what's included: tenant finding, referencing, tenancy agreement preparation, deposit registration, check-in. Specify what happens after tenant moves in - typically agent involvement ends here.
🔴 Critical
Rent Collection Services Defined
If rent collection service, specify: collecting rent from tenant, transferring to landlord, chasing arrears, issuing rent statements. Clarify whether this includes handling repairs or just financial management.
🔴 Critical
Full Management Services Defined
For full management, list all services: tenant finding, rent collection, property inspections, maintenance coordination, compliance checks, deposit disputes, tenant communications, renewals, notice serving. Comprehensive list prevents "that's not included" disputes.
🔴 Critical
Tenant Finding Included or Excluded
State clearly whether finding new tenants is included in the service or charged separately. If included, specify the process: advertising, viewings, referencing, tenancy creation. If excluded, explain what happens at void periods.
🟡 Important
Property Inspections Frequency
Specify how often the agent will inspect the property: quarterly, every 6 months, annually. State what inspections cover (condition, compliance, tenant conduct) and whether landlord receives written reports with photographs.
🟡 Important
Maintenance Coordination Responsibility
Define who coordinates repairs and maintenance: agent arranges contractors (full management) or landlord handles directly (letting-only/rent collection). Specify agent's role in emergency repairs, obtaining quotes, and managing tradespeople.
🟡 Important
Additional Services Specification
List any additional services available beyond the core tier: inventory preparation, check-out reports, Energy Performance Certificates, gas safety certificates, electrical certificates, legionella risk assessments. State if these incur extra charges.
🔵 Recommended
Management Fee Percentage or Amount
State the management fee clearly: percentage of monthly rent (typically 8-15% for full management, 6-10% for rent collection) OR fixed monthly amount. Be explicit - this is the primary ongoing cost.
🔴 Critical
VAT Inclusion or Exclusion
Clarify whether quoted fees include or exclude VAT. If agent is VAT registered, fees will be subject to 20% VAT. Format: "All fees quoted are exclusive of VAT which will be added at the prevailing rate." Critical for budgeting.
🔴 Critical
Tenant Finding Fee
State the fee for finding a new tenant: typically equivalent to 0.5-1.5 months' rent or fixed amount. Specify when this is payable (on signing tenancy, on tenant move-in) and whether it covers unsuccessful tenant searches.
🔴 Critical
Renewal and Extension Fees
Specify fees for renewing existing tenancies or extending fixed terms. Common structure: £50-£150 for renewals. Some agents charge percentage of new term value. State clearly to avoid surprise charges at renewal time.
🟡 Important
Additional Service Charges
List all additional charges: inventory fees (£100-£300), check-out reports, certificate procurement, legal notice serving, court representation, contractor management fees. Prevents "we never agreed to that charge" disputes.
🟡 Important
Early Termination Fees
State any charges if landlord terminates the agreement early (before minimum term or with less than required notice). Common structure: equivalent to 1-3 months' management fees. Protects agent's investment in setting up management.
🟡 Important
Payment Timing and Method
Specify when fees are payable: deducted from rent before transfer to landlord OR invoiced separately. State payment method and terms (immediate, 14 days, monthly). For tenant finding fees, clarify if payable upfront or on successful let.
🟡 Important
Fee Increase Provisions
State how and when fees may increase: annually by RPI/CPI, fixed percentage, or by agreement. Specify notice period for fee increases (typically 1-3 months). Without this clause, fee increases require mutual agreement or new contract.
🔵 Recommended
⚡
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Emergency Repair Authority Limit
Set a spending limit for emergency repairs the agent can authorize without prior approval (typically £200-£500). Covers urgent issues: heating failure, burst pipes, security breaches. Agent can act immediately to prevent property damage or danger to tenants.
🔴 Critical
Non-Emergency Approval Requirements
Specify that non-emergency repairs require landlord approval before work proceeds. Define the approval process: quote provision, response timeframe, communication method. Prevents agents authorizing expensive non-urgent work without permission.
🔴 Critical
Annual Maintenance Budget
Set an annual maintenance budget the agent can spend without individual approvals for routine work: servicing, minor repairs, statutory checks. For example, £2,000 annual budget for ongoing maintenance. Streamlines minor repair approval.
🟡 Important
Contractor Selection Authority
State whether agent can select contractors freely (up to authority limit) or must use landlord-approved contractors. If agent has preferred contractor list, confirm landlord approves these. Affects repair quality and cost control.
🟡 Important
Emergency Contact Procedures
Define emergency contact protocol: agent's 24/7 contact number, escalation procedure if landlord can't be reached, which emergencies justify immediate action without approval. Essential for urgent out-of-hours situations.
🟡 Important
Expenditure Reporting Requirements
Specify how agent reports authorized expenditure: immediately by email/text, in monthly statements, with invoice copies attached. Clarify payment process - agent pays and recoups from rent, or landlord pays directly.
🔵 Recommended
Rent Collection Responsibility
Confirm agent collects rent from tenant (not landlord collecting directly). Specify method: standing order to agent's client account, direct debit, bank transfer. Agent must hold Client Money Protection if handling funds.
🔴 Critical
Payment Timing to Landlord
State when agent transfers rent to landlord: specific date each month (e.g., "by the 10th"), number of days after receipt from tenant (e.g., "within 5 working days"), or other schedule. Clarity prevents cash flow issues.
🔴 Critical
Bank Account Details
Include landlord's bank account details for rent transfer: account name, sort code, account number. Also specify agent's client account details where tenant pays rent. Ensures correct routing of funds.
🔴 Critical
Arrears Management Procedures
Define agent's role in rent arrears: when to chase (immediately, after 7 days), escalation steps (reminder letters, formal notices, legal action), authority to serve Section 8 notices. Specify costs: who pays legal fees for possession proceedings.
🟡 Important
Late Payment Handling
Explain what happens if tenant pays late: agent notifies landlord immediately, withholds transfer until rent received, or transfers partial payment. State whether landlord still receives funds if tenant is in arrears.
🟡 Important
Rent Guarantee Provisions
If agent offers rent guarantee insurance, state terms: coverage amount, excess, qualifying conditions, claim process. If not offered, state landlord bears non-payment risk. Rent guarantee typically costs extra 2-4% of rent.
🔵 Recommended
Tenant Referencing Procedures
Specify referencing process: credit checks, employment verification, previous landlord reference, Right to Rent check, guarantor requirements if needed. State referencing provider used and pass/fail criteria. Ensures suitable tenant selection.
🔴 Critical
Deposit Handling and Protection
Confirm agent registers deposit with government-approved scheme (TDS, DPS, or MyDeposits) within 30 days. State who holds deposit: agent or scheme's custodial service. Agent must provide prescribed information to tenant. Critical compliance requirement.
🔴 Critical
Inventory and Check-In/Check-Out
Define inventory process: who prepares (agent, independent service), check-in procedure with tenant, photographic evidence, check-out process at tenancy end. Comprehensive inventory is essential for deposit dispute protection.
🟡 Important
Tenancy Agreement Preparation
Confirm agent prepares tenancy agreement using compliant template (AST for most lettings). Include prescribed information provision, How to Rent guide, EPC, gas safety certificate. Agent ensures all statutory requirements met before tenant moves in.
🔴 Critical
Tenant Communications Handling
Define agent's role as first point of contact for tenant queries: maintenance requests, tenancy questions, complaints. State when landlord should be contacted directly. Clear communication lines prevent tenant frustration and landlord being constantly bothered.
🟡 Important
Complaint Resolution Procedures
State agent's complaint handling process: internal complaints procedure (two-stage typically), timescales for response, escalation to redress scheme if unresolved. Agent must provide complaints procedure in writing per regulatory requirements.
🟡 Important
Eviction and Possession Support
Clarify agent's role in possession proceedings: serving notices (Section 8/21), attending court hearings, coordinating bailiffs, handling abandoned property. State whether legal costs are additional. Full management typically includes notice serving; court work may cost extra.
🟡 Important
⚡
Instant Download
You’ve Done the Research. Now Finish It.
Complete property management agreement template — all clauses included, professionally drafted.
Fill in your details in minutes and you’re done.
£10 — Own It Forever
Create Your Management Agreement Now
→
✅ 30-day money-back guarantee*
Preview before you buy • Lifetime updates • No subscription
Routine Inspection Schedule
Confirm frequency of property inspections (quarterly, six-monthly, annually) and what they cover: property condition, tenant compliance, maintenance needs, health and safety. Inspections typically included in full management, extra charge in rent collection service.
🟡 Important
Repair Reporting Procedures
Define how repairs are reported: tenant contacts agent, agent assesses urgency, obtains quotes, seeks landlord approval (above authority limit), coordinates work, confirms completion. Specify response timeframes for emergency vs routine repairs.
🟡 Important
Contractor Management
State agent's responsibility for managing contractors: obtaining multiple quotes, verifying qualifications (Gas Safe, NICEIC), supervising work, checking completion, processing invoices. Specify if agent has preferred supplier list or uses landlord's contractors.
🟡 Important
Maintenance Records Keeping
Confirm agent maintains records of all maintenance work: repair history, contractor details, invoices, safety certificates, inspection reports. Essential for compliance, property management continuity, and sale preparation. Records must be accessible to landlord.
🟡 Important
Statutory Compliance Checks
Define agent's role in arranging statutory checks: annual gas safety certificate, 5-year electrical certificate (EICR), legionella risk assessment, smoke/CO alarm testing. State whether agent arranges and costs, or reminds landlord to arrange.
🔴 Critical
Property Presentation Standards
Set expectations for property condition between tenancies: cleaning standards, decoration requirements, garden maintenance. Specify if agent arranges these services or advises landlord. Affects re-letting speed and achievable rent.
🔵 Recommended
Client Money Protection Membership
Agent MUST confirm CMP scheme membership if handling client funds. State scheme name (Propertymark CMP, UKALA CMP, RICS CMP, etc) and membership number. Required by law since April 2019. Fines up to £30,000 for non-compliance. Verify membership on scheme website.
🔴 Critical
Redress Scheme Membership Details
Agent MUST belong to government-approved redress scheme: The Property Ombudsman (TPO), Property Redress Scheme (PRS), or The Property Tribunal (TPT). Include scheme name and membership number. Required since 2014. Provides dispute resolution if service issues arise. Under the Renters' Rights Act 2025, letting agents in England must also comply with: (a) the Private Rented Sector Database (registration of properties), (b) the Private Landlord Ombudsman scheme, (c) the ban on rental bidding wars (cannot solicit or accept offers above the advertised rent), and (d) the anti-discrimination provisions (cannot refuse tenants with children or on benefits).
🔴 Critical
Professional Indemnity Insurance
Confirm agent holds Professional Indemnity Insurance with minimum £1 million coverage. Protects against claims arising from negligent service: failing to serve notices correctly, missed compliance checks, poor advice. Request certificate as proof annually.
🔴 Critical
Tenant Fees Act Compliance
Confirm agent complies with Tenant Fees Act 2019: no prohibited fees charged to tenants, deposits capped at 5 weeks' rent (6 weeks if annual rent exceeds £50,000), holding deposits capped at 1 week's rent. Non-compliance risks fines up to £30,000.
🔴 Critical
GDPR and Data Protection
Confirm agent complies with UK GDPR and Data Protection Act 2018. Include data processing provisions: what data is collected, how it's stored, retention periods, third-party sharing. Agent must provide privacy notice to landlord and tenant.
🟡 Important
Right to Rent Checking Responsibility
Clarify who conducts Right to Rent checks: agent on landlord's behalf or landlord directly. If agent does checks, confirm they follow Home Office guidance, check original documents, keep copies for duration of tenancy plus 12 months. Landlord remains ultimately liable.
🟡 Important
Statutory Safety Certificates Management
Define who arranges mandatory certificates: gas safety (annual), electrical (5-yearly), EPC (10-year validity). State if agent arranges and costs, provides reminders only, or this is entirely landlord's responsibility. Critical for legal compliance and tenant safety.
🔴 Critical
Financial Statement Frequency
Specify how often agent provides financial statements: monthly is standard. Statements should show: rent received, fees deducted, maintenance costs, net amount transferred to landlord. Essential for accounting, tax returns, and monitoring agent performance.
🟡 Important
Property Inspection Reports
Confirm agent provides written inspection reports after each visit: property condition, tenant conduct, maintenance requirements, photographs. Reports should be sent within reasonable timeframe (typically 7-14 days after inspection). Useful for insurance claims and property monitoring.
🟡 Important
Maintenance Update Procedures
Define how agent communicates about repairs and maintenance: immediate notification for emergencies, weekly/monthly updates for routine work, or updates as issues arise. Specify communication method: email, text, phone, online portal.
🟡 Important
Document Access Arrangements
Confirm landlord can access copies of key documents: tenancy agreement, inventory, safety certificates, insurance certificates, rent statements, correspondence with tenant. State method: online portal, email on request, or paper copies.
🔵 Recommended
Emergency Contact Protocols
Establish emergency contact procedures: agent's out-of-hours number, escalation if landlord unreachable, circumstances requiring immediate landlord notification (major damage, tenant injury, serious breach). Ensure 24/7 contact coverage.
🟡 Important
Notice Period Requirements
State required notice period from either party to terminate: typically 1-3 months for ongoing agreements. Specify whether notice can be given during initial period or if there's a minimum term (often 6-12 months). Notice must be in writing.
🔴 Critical
Termination Grounds
List circumstances allowing immediate termination without notice period: breach of agreement terms by either party, insolvency, loss of professional qualifications/memberships, property sale, serious misconduct. Protects both parties in extreme situations.
🟡 Important
Handover Procedure
Define handover process: agent transfers all keys, provides complete document set (tenancy agreements, certificates, correspondence), returns deposits, settles final accounts, introduces tenant to landlord/new agent. Clear procedure prevents disputes at termination.
🔴 Critical
Document Transfer Obligations
List documents agent must transfer on termination: original tenancy agreements, inventory, safety certificates, insurance details, maintenance records, contractor contacts, deposit protection certificates, tenant contact details. Complete handover prevents compliance gaps.
🔴 Critical
Key Return Arrangements
Specify process for returning all keys: property keys (how many sets), tenant keys, contractor keys, key safes/codes, alarm codes. Confirm when keys are returned (within x days of termination) and to where (registered post, collection, etc.).
🟡 Important
⚡
Instant Download
You’ve Done the Research. Now Finish It.
Complete property management agreement template — all clauses included, professionally drafted.
Fill in your details in minutes and you’re done.
£10 — Own It Forever
Create Your Management Agreement Now
→
✅ 30-day money-back guarantee*
Preview before you buy • Lifetime updates • No subscription
Next Steps
Now that you have reviewed the compliance checklist, you have three options:
✅ Use Our Ready-Made Template
Save hours of legal research and drafting. Our professionally-crafted Property Management Agreement template covers all 58 compliance points with multiple service tiers (letting-only, rent collection, full management), comprehensive fee schedules, authority limits, CMP and redress scheme compliance, GDPR provisions, and termination procedures. Includes regulatory requirement checklists. Available in both Smart Interview (guided) and Classic Editor (direct editing) modes for just £10.
✓ UK Law Only | ✓ Instant Download | ✓ Lifetime Updates | ✓ No Subscriptions
✅ 30-day money-back guarantee*
📝 Draft Your Own Property Management Agreement
Use this checklist as your guide, but remember: vague terms cause disputes. The most common agent-landlord conflicts arise from unclear fee structures, missing authority limits, and regulatory non-compliance. Without proper documentation, you risk £30,000 CMP fines, fee disputes costing £2,000-£10,000+, and agent relationships breaking down at critical times.
Frequently Asked Questions
What is a property management agreement?
A property management agreement is a contract between a property owner and a managing agent or company, setting out the services to be provided, fees, authority levels, reporting requirements, and termination provisions. It governs how the property is managed on the owner's behalf.
What fees should be included?
The agreement should clearly state all fees including management percentage, tenant finding fees, renewal fees, maintenance mark-ups, and any additional charges. Under the Tenant Fees Act 2019, agents cannot charge tenants for most services, so all costs should be transparent to the landlord.
What authority does the agent have?
The agreement should specify spending limits for repairs and maintenance, authority to instruct contractors, permission to serve notices, and whether the agent can approve new tenants. Clear authority levels prevent disputes and protect both parties.
Do I need a solicitor?
Not normally, for standard residential property management agreements. Our template is based on UK property law and includes all required clauses covering fees, authority, compliance, and termination. For large portfolios or commercial properties, consider professional review.
Disclaimer: This checklist is for general informational purposes only and does not constitute legal advice. While we strive to keep information accurate and up to date, the law is complex and subject to change. Every situation is unique. Last updated: May 2026.
