Landlord Schedule 
of Services & Fees

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

Included in tier

Included in tier

2.2 Tenant Find - We, or our network of local agents, will list of various portals to market your property, conduct viewings including open houses, virtual walkthroughs and secure an application.

London & Commuter properties - Up to 7% incl VAT of the annual rent / Non-London & Commuter properties Up to £650 incl VAT as a tenant find/set up fee.

London & Commuter properties - Up to 6% incl VAT of annual rent / Non-London & Commuter properties Up to £550 incl VAT as a tenant find/set up fee.

Included in tier

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

Included in tier

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

Included in tier

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

Included in tier

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.

Charge based on number of bedrooms & furnishings. London properties will not exceed £350 incl VAT. Non-London properties will not exceed £205 incl VAT.

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.

Charge based on number of bedrooms & furnishings. London properties will not exceed £350 incl VAT. Non-London properties will not exceed £205 incl VAT.

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

Included in tier

3.7 Rent Protection & Legal Expenses Service - To cover the costs of tenancy arrears & evictions. Check the specific terms to see what is covered and what is not. **** Subject to successful Tenant Referencing.

Introducer Service

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

Included in tier

Included in tier

3.9 Selective Property Licensing Initial Registration - If required, with your assistance we will compile the necessary information for submission to the appropriate council.

£180 incl VAT

£180 incl VAT

£180 incl VAT

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

£10 incl VAT per month

Included in tier

4.2 Tenancy Renewals - As directed by you, we will arrange to renew the tenancy on an ongoing basis.

£115 incl VAT per renewal

Included in tier

Included in tier

4.3  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

Tenant access included

Tenant access included

4.4 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.

Included in tier. Cost of works are not included.

4.5 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)

Standard Key £30 inc VAT - Security Key £40-£60 inc VAT (inc Block Management charge)

Standard Key £30 inc VAT - Security Key £40-£60 inc VAT (inc Block Management charge)

4.6 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.

Included in tier. Cost of additional keys not included within the management charge.

Included in tier. Cost of additional keys not included within the management charge.

4.7 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.

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.

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.

4.8 Application as Data Officer with ICO - We will make the application on your behalf with the ICO. 

£85 incl VAT inclusive of ICO fee.

£85 incl VAT inclusive of ICO fee.

ICO fee payable.

4.9 Offboarding - When you sell or terminate a property from our management. We will prepare a handover bundle for your next agent or yourself including notifying all parties we have been involved with. 

£70 incl VAT per property.

£70 incl VAT per property.

£70 incl VAT per property.

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

Cost of certificate not included within the management charge - £125 incl VAT

+

Boiler Servicing (As Required) - £175

Cost of certificate not included within the management charge - £125 incl VAT

+

Boiler Servicing (As Required) - £175

5.2 Electrical Equipment (EICR) - 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 EIC certificate is included in the build by the developers; they are valid for 5 years.

£180 incl VAT for up to 6 circuits, £30 incl VAT per circuit above this.

£180 incl VAT for up to 6 circuits, £30 incl VAT per circuit above this.

£180 incl VAT for up to 6 circuits, £30 incl VAT per circuit above this.

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

£110 incl VAT

£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

£90 incl VAT

£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

£100 incl VAT

£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

Included in tier

Included in tier

5.7 The Smoke and Carbon Monoxide Alarm (England) Regulations 2015 - We will ensure your compliance to this legislation. Does not include equipment or servicing of equipment.

Included in tier

Included in tier

Included in tier

5.8 Annual Selective Licensing - 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.

£120 incl VAT per annum. This does not include charges associated with the issuing of the licence by the relevant council.

£120 incl VAT per annum. This does not include charges associated with the issuing of the licence by the relevant council.

5.9 Ezytrac Bookkeeping Assistant - Use of our Bookkeeping spreadsheet. Governed by separate terms and conditions.

No access.

If you have more than 5 properties, access to online spreadsheet updated upon request. (maximum once a month)

If you have more than 5 properties, access to online spreadsheet updated once a month.

5.10 Third Party Compliance Management - If you use a Third party company (Such as BT, British Gas) that requires your tenant to book a time with them for compliance related issues.

£70 per contract per annum.

£70 per contract per annum.

£70 per contract per annum.

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.

(Time to receive rent may be up to 3 working days excluding bank holidays.)

Included in tier

Included in tier

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.

£120 incl VAT per annum

£120 incl VAT per annum

Included in tier

6.3 Bills Payment Late Fee - Where we request funds to be paid within 5 days and they are still outstanding we will charge you a late fee. Recurrent late payment may result in us cancelling the Bill Payment Management service. 

£20 incl VAT per demand

£20 incl VAT per demand

£20 incl VAT per demand

6.4 Bill Payment Provision  - Rather than receive larger bills which affect your cash flow in that month. We will work out a monthly figure and withhold this each month so that when larger bills come in you have already provided for them.

£60 incl VAT per annum

£60 incl VAT per annum

Included in tier

6.5 Annual Tax Submission - Using one on our appointed Accountants will compile and submit your annual tax return.

£480 incl VAT UK Tax resident.

£480 incl VAT UK Tax resident.

£480 incl VAT UK Tax resident.

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

Included in tier

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

Included in tier

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/or photography*. This service has been updated to cover Covid considerations.

£80 incl VAT

£80 incl VAT

Included in tier

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

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

Included in tier

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

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. Up to £450 incl VAT per case

£45 incl VAT per hour. Up to £450 incl VAT per case

£45 incl VAT per hour. Up to £450 incl VAT per case

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

£45 incl VAT per hour. Up to £450 incl VAT per case

£45 incl VAT per hour. Up to £450 incl VAT per case

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.

£150 incl VAT per half day or part thereof plus actual out of pocket travel and subsistence costs.

£150 incl VAT per half day or part thereof plus actual out of pocket travel and subsistence costs.

£150 incl VAT per half day or part thereof plus actual out of pocket travel and subsistence costs.

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

£835 incl VAT

£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

Included in tier

Included in tier

9.3 Annual Portfolio Strategy Review - Review your entire portfolio and create a plan for the year ahead.

£100 incl VAT

On Request, included in tier

On Request, 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, Additional reports £45 incl VAT

Annual report included, 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

London properties - 3% incl VAT of the Contract Price / Non-London properties - Fixed Fee of £1800 incl VAT

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 2 months. This would normally be when you are selling a property, during major works, or leaving it vacant.

£48 incl VAT per calendar month or part thereof. Payable after 2 months without rental receipt.

£48 incl VAT per calendar month or part thereof. Payable after 2 months without rental receipt.

£48 incl VAT per calendar month or part thereof. Payable after 2 months without rental receipt.

9.7 Property Sales & Refinance Information Gathering & Management - We manage the process of securing the data you need .

Minimum £80 - £390 incl VAT depending on complexity and data required. 

Minimum £80 - £390 incl VAT depending on complexity and data required. 

Minimum £80 - £390 incl VAT depending on complexity and data required. 

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. You may have to personally submit the online document we have prepared.

£75 incl VAT

£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.

£40 incl VAT per annum

Included in tier

Included in tier

10.3 Non-Resident Annual Tax Submission - We will compile and submit your annual tax return.

£480 incl VAT

£480 incl VAT

£480 incl VAT

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

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

18% incl VAT of Invoiced Amount

12% incl VAT of Invoiced Amount

12.1 Contractor/Supplier/Service Provider Payment Plans - Where you are in genuine difficulty, and the contractor agree . Contractor/Service Providers may charge late fees or interest.

£50 incl VAT to arrange paperwork.

Included in tier

Included in tier

12.2 Ezytrac Payment Plans - Where you are in genuine difficulty and where the contractor doesn't agree to a plan or where it is after the event. We will pay the contractor on your behalf, arrange a suitable payment plan and collect the amount owed either through rent receipts or payments direct from landlord.  

Arrangement fee of 10% plus 10% of remaining amount per month.

Arrangement fee of 10%  plus 10% of remaining amount per month.

Arrangement fee of 10% plus 5% of remaining amount per month.

12.3 Terms - Payment plans are subject to approval by a Group Director only. Availability is not guaranteed. You may need to prove genuine difficulty.  Fees will be charge at the end of each month. Payment Plans are offered through Ezytrac Property Services Ltd. All Fees are subject to VAT. A separate agreement will be required for this so ask the team for full terms and conditions. 

13.1 - Management fee is payable based on the rent collected each month and subject to a minimum of £96 incl VAT for London properties and £48 incl VAT for Non-London properties on the PLUS and GOLD Tiers per month. 

13.2 - The above fees applicable to all new & renewing Landlords from 27 October 2022 onwards.

13.3 - The above is only applicable on standard Buy To Let Properties, single family households. It does not include House of Multiple Occupancy, Serviced Apartments, Company Lets or other non-standard tenancies. 

13.4 - You will be notified by email and given a minimum of 30 days notice in the case of changes. 

13.5 - * Photographic and Video records may not be possible depending on Tenant instructions. We cannot compel the tenant to allow this. Irrespective a written record will be provided. 

13.6 - Portfolio Clients: those who have 3 or more properties managed on the Plus or Gold Tier by Ezytrac Property Group receive a 1% incl VAT management fee discount on all properties. 

13.7 - The Current Terms of Business are available at - Current Landlord Terms