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Terms and Conditions

Schedule of services, charges and landlord’s responsibilities


Our property management service provides specialist assistance at all levels. Our full management service means that Maygrove Estates takes responsibility for all aspects of the tenancy including rent collection, holding of deposit as stakeholder, payment of all routine outgoings on your behalf and handling all planned and emergency repairs within agreed financial limits and attending all communications with the Tenant’s. Our monthly statements provide you with peace of mind that your tenant is up to date with their rent payments with the monies going into your account. Also, if required we will liaise with your accountant and/or Inland Revenue concerning tax liability, assessments and payments. At the end of the tenancy we will arrange cleaning, repairs and replacement of any missing items.

In providing our management service, Maygrove Estates will in addition to the services outlined in the lettings terms and conditions:

  1. Hold the dilapidations deposit throughout the term of the tenancy
  2. Collect the rent and account to you upon receipt.
  3. Instruct the various utility companies to provide final accounts and advise them of the new occupant.
  4. Pay from rent received such outgoings as ground rent, insurance premiums, service charges, maintenance contracts, etc. (on receipt of demand), all on the sole basis that we hold sufficient funds on your behalf. Although we will use our best endeavours to query any obvious discrepancies as we discover them, we must emphasise that we are entitled to accept and pay on your behalf demands and accounts that appear to be correct. N.B we will need confirmation from you of any direct debit payments that have already been set up so there is no duplication of payments on the above.
  5. Deal with routine management matters including minor works up to £300 for any item without further instructions from you unless agreed otherwise. In order to provide such a service, we would set up a £300 float from the initial payment of rent and maintain it at that level from subsequent net rents passing from the Tenant(s) to you. In particular, please note under no circumstances will we arrange for works prior to a letting unless we are holding sufficient funds from you to cover such cost.
  6. Deal with matters of redecoration, replacement or repair between £300 and £500 with your verbal authority (save in case of emergency and/or when it is impractical to do so). Following your approval of written estimates, we will organise and inspect works in excess of £500 for an additional administration and arrangement fee of 10% of the cost of the works, such charge to be deducted from any monies received by us on your behalf unless payment is received from you direct
  7. Carry out a bi-annual inspection of the property (and upon a serious defect requiring our inspection being reported to us) and submit a written report to you on each occasion, if required. It should be appreciated that any such inspections and assessment of those defects which are brought to our attention would be of a cursory nature and would embrace only apparent or obvious defects and would not amount in any way to a structural or other survey. Any non-routine inspection by us or structural or other survey by a qualified body would be subject to an additional fee. Any written or other report supplied to you following an inspection by us will not amount to a warranty as to the state or condition of the property. Such report will be prepared solely for your benefit and may not be produced or re-produced to any third party as evidence of the state or condition of the property. Whilst we will make every endeavour to ensure the accuracy of any report, no liability can be accepted by Maygrove Estates for the accuracy or otherwise of any statement which are not visibly apparent and not drawn to our attention by the Tenant(s)
  8. Maygrove can assist in the handling on your behalf of any insurance claim arising during the tenancy. An administration fee of 10% of the cost of the works will be applicable. Should you decide not to proceed with any insurance claim we shall be entitled to charge for the work undertaken by ourselves.
  9. Arrange Inventory and professional clean at beginning (payable by Landlord) and at the end of the tenancy (payable by the tenant(s).
  10. At the termination of the tenancy put in hand any cleaning and repair works arising out of the schedule of dilapidation’s produced by the professional independent inventory company and obtain estimates for major works if appropriate. We will submit the same to both landlord and tenant, requesting agreement on what amount is to be deducted from the dilapidation’s deposit. If we have been unable to reach agreement with both parties within 28 days of this submission, we reserve the right at our sole discretion to apportion the deposit between the parties without liability on our part, or to refer the matter for independent arbitration. The costs involved for independent arbitration to be shared equally between landlord and tenant.
  11. Except in cases where the Landlord intends to re-occupy the accommodation and where special arrangements are made, our appointment is for the agreed period of the tenancy agreement or extension thereof, subject to three months notice to terminate on either side after the initial period of six months into the tenancy

Instruction of solicitors


You will be informed immediately of any rent arrears or breaches of covenant brought to our attention. Should it be necessary to place any such matters in the hands of solicitors it is the Landlord’s responsibility to instruct a solicitor and meet the costs of any expenses incurred in this respect. If desired Maygrove Estates can instruct a solicitor on your behalf.


Courts and tribunals


Applications for fair rent or appearances before the Rent Officer, Rent Assessment Committee or any other Court or Tribunal will be by special arrangement only and will form the subject of an additional charge to be agreed.


Landlord and tenant Act 1987


We are obliged to include your full name and address on all rent demands. If your address is outside England and Wales, then we must provide the Tenant with an address within England and Wales to which notices may be served to you. Although we do our utmost to forward any notices to you promptly, we cannot accept liability for any loss or damage incurred whether directly or indirectly from our actions in this respect


Landlord’s responsibilities - Abortive costs


  1. To ensure that all rental, hire payments and hire purchase instalments are paid for the term of the Tenancy.
  2. To obtain the necessary consent to sub-let from the Head Lessor, Mortgagee etc.
  3. You should ensure that the property and contents are adequately insured and that your policy covers furnished lettings, many household policies do not do so. We are happy to forward details of insurance companies that can arrange this for you.
  4. You should also ensure that the premises are insured against any damage suffered during any period when the property is vacant, and advise the insurance company if the property is unoccupied for more than twenty-eight days. We can undertake to carry out regular inspections of the property but cannot accept responsibility or liability for damage to the property from burst pipes, tanks or damage arising from adverse weat