Terms of Business for Landlords | House of Properties

Effective date: 26 October 2026

These Terms of Business set out the basis on which House of Properties Intl Ltd provides residential letting and property management services to landlords in England.

House of Properties Intl Ltd Company number: 13256967 Registered/business address: Eagle Court, 9 Vine Street, Vine Street, Uxbridge, England, UB8 1QE Email: admin@house-of-properties.co.uk Telephone: 0772834821 Website: https://www.house-of-properties.co.uk

In these Terms, “HOP”, “we”, “us” and “our” mean House of Properties Intl Ltd. “Landlord”, “you” and “your” mean the person or persons instructing HOP in relation to a property.

These Terms should be read alongside the agreed service, fee schedule and any written instruction or management agreement issued for your property. If a property-specific agreement expressly varies a provision of these Terms, that agreement will take precedence for the relevant instruction.

1. Our services

HOP provides residential letting and property management services. The service available to you will be confirmed in writing before we begin work.

Our services are offered under the following packages.

1.1 Let Only / Tenant Introduction

Our Let Only service is intended to assist landlords in finding a suitable tenant and arranging the start of a tenancy. Depending on the instruction agreed, the service may include:

Advice on rental pricing and preparation for marketing.

Property photography, particulars and online marketing.

Handling enquiries and arranging or conducting viewings.

Processing applications and obtaining the landlord’s approval of a proposed tenant.

Independent referencing and Right to Rent checks.

Preparation of the tenancy agreement and associated administration.

Administration of the holding deposit, where applicable.

Arranging move-in and key handover.

Initial rent collection and relevant tenancy commencement administration.

The exact scope will be confirmed in the written instruction. Unless separately agreed, Let Only does not include ongoing rent collection, routine inspections, repairs management or ongoing tenant management after the agreed service has been completed.

1.2 Rent Collection

Our Rent Collection service includes the agreed tenant-finding and tenancy commencement services, together with ongoing rent administration. Depending on the written instruction, this includes:

Collecting rent from the tenant and accounting to the landlord.

Monitoring rent payments and sending rent reminders.

Routine rent-related communication with the tenant.

Providing landlord rent statements.

Notifying the landlord of arrears or payment issues.

Rent Collection does not include the full day-to-day property management service unless expressly agreed in writing. In particular, property inspections, arranging repairs, contractor supervision, routine property visits and broader maintenance management are not included merely because HOP collects rent.

1.3 Fully Managed

Our Fully Managed service includes the agreed tenant-finding and rent collection services, together with ongoing property management within the scope of the written instruction. This may include:

Day-to-day tenant communication.

Receiving and coordinating reports of repairs and maintenance.

Arranging contractors and monitoring routine maintenance.

Routine property inspections at the agreed frequency.

Compliance reminders and coordination of agreed checks.

Coordination of emergency maintenance arrangements.

Check-out coordination and deposit administration, where applicable.

Administration relating to proposed deposit deductions and disputes.

The landlord remains responsible for the property, its legal compliance and the cost of repairs, maintenance and third-party services. HOP’s role is to provide the management services agreed in writing; it does not guarantee that a tenant will pay rent, that a property will remain occupied, or that a contractor will complete work to a particular timetable.

The precise scope of each package is governed by the service selected and confirmed in the written instruction. Services not expressly included may incur additional charges if agreed in advance.

2. Instructions and commencement of service

HOP ordinarily meets prospective landlord clients before accepting an instruction. A discussion, valuation or meeting does not, by itself, mean that HOP has accepted an appointment or that a binding service agreement has been concluded.

An instruction will normally be confirmed in writing, setting out the property, selected service, applicable fees, any agreed minimum fee or notice period, and other relevant arrangements.

HOP may request identification, proof of ownership or authority to instruct, information about the property and other documents required for identity verification, anti-money-laundering checks, compliance or service delivery.

We may decline or suspend an instruction where required information is not provided, where we reasonably believe that proceeding would breach a legal or professional obligation, or where the requested service is outside our agreed scope or competence.

No fee or additional service will be treated as agreed merely because it appears on a general list of services. Additional work and chargeable third-party costs will be subject to the applicable published fee information and any required agreement or authorisation.

3. Our fees

The fees applicable to the selected service will be disclosed before the instruction is concluded and confirmed in writing. Our current standard package fees are:

Let Only / Introduction: 90% of the first month’s rent, as a one-off tenant-finding fee.

Rent Collection: 15% of each month’s rent.

Fully Managed: 18% of each month’s rent.

HOP is not currently VAT registered and does not currently charge VAT. If our VAT status changes, any future treatment of VAT will be communicated in accordance with applicable law and the terms agreed for the relevant service.

The £45 deposit registration and prescribed-information fee is separately chargeable for each tenancy across all three packages. It is not included in the package percentage and is not an optional substitute for that fee. It will be identified separately in the agreed fee information.

The written instruction will confirm how monthly fees are calculated, when they become payable, how they are collected and whether any agreed minimum fee applies. No minimum fee will apply unless it has been clearly disclosed and agreed before the instruction is concluded.

Unless otherwise agreed in writing, fees are payable in accordance with the invoice or statement issued by HOP. You agree to pay properly due fees and authorised costs within the payment period specified in your written agreement.

We will not introduce a new charge or increase an agreed fee retrospectively. Any proposed change to fees for continuing services will be communicated in advance and will be handled in accordance with the written agreement and applicable law.

4. Additional services and third-party costs

Some work falls outside the standard package. Examples include specialist reports, licensing assistance, additional inspections, extra administration, contractor attendance and major works coordination.

Additional charges will be explained before the relevant work is undertaken, where reasonably practicable, and will be subject to any required landlord approval. Third-party charges, including contractor, inspection, certification, council, cleaning and specialist supplier fees, are payable by the landlord where properly authorised and applicable.

HOP will not knowingly charge twice for the same service or expense. Where an additional service is already included in your selected package, no separate fee will be charged for that same service unless the written agreement clearly identifies an applicable exception.

The current additional-fees schedule published by HOP forms part of the information provided to landlords. The applicable charge will be the one disclosed and agreed for the instruction, subject to any statutory requirements.

5. Let Only withdrawal and abortive fees

If you withdraw a Let Only instruction after HOP has begun work, HOP may charge a proportionate abortive fee for the work actually completed before the withdrawal takes effect, subject to your written agreement and any applicable statutory cancellation rights.

The calculation will take account of the agreed service, the stage reached, the work actually undertaken and any reasonable, separately authorised third-party costs incurred specifically for your instruction. HOP will provide a breakdown explaining the basis of any abortive fee claimed.

The fact that an offer has been accepted does not, on its own, mean that the full Let Only fee is automatically payable where the agreed service remains incomplete. If the agreed Let Only service has been completed and the contractual fee has become due, the agreed package fee will be payable in accordance with the written instruction.

Any third-party costs claimed must have been properly disclosed and authorised, must be reasonably attributable to the instruction, and must not already be covered by the package fee or another payment. HOP will take account of sums already paid and will not seek double recovery.

Where the landlord withdraws before chargeable work has begun and no authorised third-party costs have been incurred, no abortive fee will be charged, subject to the terms of any separate service already authorised and any applicable law.

6. Ending Rent Collection or Fully Managed services

The notice period, any initial commitment and the arrangements for ending a Rent Collection or Fully Managed instruction will be specified in the written service agreement before the instruction is accepted.

Either party may give notice in the manner and for the period set out in that agreement. Where a notice period applies, the appointment and applicable fees will continue during that period unless the parties agree otherwise in writing or the agreement or law provides for an earlier end.

On termination, the landlord remains responsible for fees properly accrued up to the effective termination date and for authorised third-party costs properly incurred before termination. HOP will provide a final account and account for client money held, subject to any lawful deduction or outstanding amount properly due.

HOP will cooperate reasonably with the handover of relevant tenancy and property records, subject to legal obligations, data-protection requirements and the settlement of any properly due sums. We will not withhold client money or essential records where doing so would be unlawful.

Either party may seek to end an instruction immediately where there is a serious legal or contractual reason to do so. HOP may suspend or terminate services where continuing would be unlawful, where you materially fail to provide required information or funds, or where you materially breach the agreement and do not remedy the breach within a reasonable period after written notice, where a remedy is possible.

Any termination provision will be interpreted and applied consistently with applicable consumer law and the requirement for contractual terms to be fair and transparent.

7. Statutory cancellation rights

Some landlords may have a statutory right to cancel a service contract within 14 days, particularly where the contract is concluded at a distance or off-premises and the landlord is acting as a consumer. Whether those rights apply depends on the circumstances of the particular contract. A meeting with HOP does not, by itself, determine whether a contract is made on-premises, off-premises or at a distance.

Where statutory cancellation rights apply, HOP will provide the required cancellation information and instructions.

If you expressly request that work begins during an applicable cancellation period, HOP will obtain any request, consent and acknowledgement required by law. If you then cancel during that period, any amount payable for work already supplied will be limited to what the law permits and will be calculated proportionately. Where the law requires acknowledgement that the cancellation right will be lost following full performance, HOP will obtain that acknowledgement as required.

Nothing in these Terms excludes, restricts or replaces any statutory cancellation right. Statutory cancellation rights are separate from the contractual arrangements for withdrawing an instruction after any applicable cancellation period has ended.

8. The landlord’s responsibilities

You are responsible for ensuring that you have the legal right and authority to instruct HOP and let the property. You must provide accurate, complete and up-to-date information about the property, its ownership, condition, occupancy, safety, licensing status and any restrictions affecting the letting.

Unless expressly agreed otherwise in writing, you remain responsible for:

Ensuring the property is legally fit to let and meets applicable safety, repair and housing standards.

Obtaining any required licence, consent, certificate or permission.

Paying for gas safety checks, electrical safety reports, energy performance certificates, alarms, remedial work and other required compliance measures.

Maintaining the structure, installations and facilities for which you are legally responsible.

Paying for authorised repairs, maintenance, utilities, council charges, insurance and other property-related costs.

Providing accurate information relevant to tenant selection and the tenancy.

Making decisions requiring landlord approval within a reasonable time.

Complying with applicable housing, equality, immigration, data-protection and other legal obligations.

HOP may remind you of known or scheduled compliance matters within the scope of your package, but reminders or coordination do not transfer your legal responsibilities to HOP. You should not assume that a reminder service is a guarantee that every legal obligation has been identified or fulfilled.

You must promptly notify HOP of any material change affecting the property, your authority to instruct, the tenancy or the services being provided.

9. Marketing, offers and tenant selection

HOP will market the property and handle enquiries in accordance with the agreed instruction and applicable law. The asking rent will be agreed with you and advertised as required by law. HOP will not encourage or accept offers above the advertised rent where prohibited by law.

HOP will communicate relevant offers and applicant information to you and obtain your approval where required by the agreed service. The landlord remains responsible for the final decision to grant a tenancy, subject to applicable law.

Referencing and identity checks are carried out using information and services available to HOP. They are not a guarantee that a tenant will pay rent, provide accurate information in every respect or comply with the tenancy. HOP does not guarantee a tenant’s future conduct, financial circumstances or continued occupation.

Where a tenancy agreement is prepared, it will reflect the information supplied and the service agreed. You should ensure that any special arrangements or requirements are disclosed before the agreement is finalised.

10. Rent, deposits and client money

Where HOP receives rent, tenancy deposits, holding deposits or other client funds in the course of an agreed service, we will handle those funds in accordance with applicable law, the relevant scheme rules and our client-money procedures.

HOP holds client money in a dedicated client account and maintains client-money protection membership through UKALA, subject to the terms of the applicable scheme. Our client-money protection certificate is available in accordance with legal requirements.

Tenancy deposits will be protected and prescribed information provided within the applicable statutory time limits where HOP is responsible for doing so under the agreed service. The £45 deposit registration and prescribed-information fee is separately chargeable per tenancy as set out in the agreed fee schedule.

A holding deposit will be handled in accordance with the applicable law. It will not be treated as a landlord fee or retained contrary to statutory requirements.

Client money will be accounted for and paid to the appropriate person in accordance with the agreement, applicable law and scheme rules. HOP may deduct fees or costs from client money only where the deduction is authorised, properly due and legally permitted. We will provide an account of relevant deductions.

Client-money protection is not the same as tenancy-deposit protection and does not constitute a guarantee of rent, property condition or tenant performance.

11. Rent arrears, repairs and emergencies

Where rent is overdue, HOP will take the steps included in the agreed service, which may include monitoring payments, sending reminders, notifying you and discussing further action. HOP does not guarantee recovery of arrears or that possession of a property can be obtained by a particular date.

Legal notices, court proceedings, representation and specialist debt recovery are not included unless expressly agreed and legally appropriate. Where external legal advice or representation is required, this may involve a separate solicitor or other professional appointed on agreed terms.

For managed properties, HOP will handle repair reports and coordinate maintenance within the agreed scope. The landlord is responsible for the cost of authorised repairs and any work required to meet legal obligations.

You must provide clear emergency contact arrangements and ensure HOP has the authority and funds needed to respond to urgent property issues within the agreed service. HOP will make reasonable efforts to contact you when approval is required. Where urgent action is necessary to protect people or property, we will act within the authority granted by the written agreement and applicable law.

Any charge for additional attendance, emergency work, major projects or work outside the package must be disclosed and agreed where required. HOP cannot guarantee immediate attendance or contractor availability.

12. Compliance and legal changes

HOP will provide the compliance services expressly included in your selected package and written instruction. Additional certification, inspections, licensing, remedial work and specialist advice may be charged separately.

Legislation and regulatory requirements can change. While HOP may provide reminders and administrative assistance within the agreed service, the landlord remains responsible for complying with obligations applying to the property and tenancy.

Since the Renters’ Rights Act changes took effect on 1 May 2026, most assured private residential tenancies in England operate as periodic tenancies rather than fixed-term assured shorthold tenancies. Tenancy administration, rent changes and possession procedures must follow the law in force at the relevant time.

Any rent review, tenancy change or other administration charge will apply only where the relevant service is actually requested or provided, the charge has been disclosed and agreed, and the charge is lawful. HOP will not charge for a fictitious or automatic renewal service where no such service is required or provided.

13. Liability and professional standards

HOP will provide its services with reasonable care and skill and in accordance with applicable legal and professional obligations.

Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

Subject to the preceding paragraph, HOP is not responsible for loss caused by inaccurate or incomplete information supplied by the landlord or a third party, a tenant’s failure to comply with their obligations, a contractor’s independent acts or omissions, or events outside HOP’s reasonable control, except to the extent that the loss results from HOP’s own breach of contract, negligence or other liability for which it is legally responsible.

HOP does not provide a rent guarantee or insurance product under these Terms. Any insurance policy or specialist service arranged independently by the landlord is subject to the terms of the relevant provider.

14. Data protection and confidentiality

HOP will handle personal information in accordance with applicable data-protection law and our Privacy Notice, available on our website.

Information may be used or shared where necessary to provide the agreed service, verify identity, conduct referencing and compliance checks, administer a tenancy, obtain professional advice, comply with legal obligations or protect legitimate interests, as explained in the Privacy Notice.

You must ensure that information you provide to HOP may lawfully be shared for the purposes for which it is supplied. HOP will take reasonable steps to protect confidential information but may disclose information where required by law or properly necessary for the provision of services.

The Privacy Notice explains the categories of personal information processed, the purposes and legal bases for processing, relevant recipients, retention periods and individual rights.

15. Complaints and redress

We aim to provide a professional and responsive service. If you are dissatisfied, please raise the matter with us using the contact details below.

Email: admin@house-of-properties.co.uk Telephone: 07547 834 821 Post: House of Properties Intl Ltd, Eagle Court, 9 Vine Street, Uxbridge, England, UB8 1QE

Our Complaints Procedure explains how complaints are acknowledged, investigated and reviewed. If a complaint cannot be resolved through our internal process, eligible complainants may refer it to the Property Redress Scheme in accordance with the scheme’s rules and applicable time limits.

Property Redress Scheme information: https://www.propertyredress.co.uk/consumers

16. General provisions

These Terms, the applicable fee schedule and the written instruction form the basis of the agreement for the services selected. Any variation must be agreed in writing.

If a provision is found to be unlawful or unenforceable, the remaining provisions will continue to apply to the extent permitted by law. A failure or delay by either party to enforce a provision does not necessarily waive the right to enforce it later.

These Terms are governed by the law of England and Wales, and disputes will be subject to the jurisdiction of the courts of England and Wales, without affecting any mandatory rights available to a consumer.

Nothing in these Terms removes rights or remedies that cannot lawfully be excluded.

Additional Landlord Fees

The following schedule should be read alongside the Terms of Business. Fees apply only where the relevant service is requested, provided or otherwise properly chargeable under the written instruction. Third-party costs are additional where stated and where properly authorised.

A. Tenancy setup and administration

Deposit registration and prescribed information: £45 per tenancy, separately chargeable across all packages.

Change of sharer or tenant: £125 per request.

Additional tenancy documentation: £20 per document.

Duplicate statement or document request: £5 per request.

Annual landlord income and expenditure statement: £50.

Key cutting or replacement administration: £20 plus the actual replacement cost.

Withdrawal after offer accepted: Commission otherwise earned, subject to work completed, calculated in accordance with the Terms of Business and applicable cancellation rights.

B. Referencing and compliance

Right to Rent checks: included in the agreed tenant-finding package.

Landlord identity and anti-money-laundering verification: included.

Gas safety certificate, EICR, EPC and Legionella assessment or report: supplier cost.

Smoke and carbon monoxide alarm supply or installation: supplier cost.

HMO licence application assistance: from £300.

Selective or additional licensing assistance: from £250.

Compliance administration outside the agreed package: £50 per instruction.

Routine remedial-work coordination: included in Fully Managed where within the agreed scope. Major projects are quoted separately.

C. Inspections, maintenance and vacant properties

Routine inspections: included in Fully Managed at the frequency agreed in writing.

Inspection with written report outside the package: £45 per visit.

Agent attendance at a contractor visit: £25 per half-hour.

Vacant property inspection: £45 per visit.

Vacant property management: £40 per month.

Cleaning coordination: £25 administration fee plus the cleaner’s cost.

Purchasing items for the property: £20 administration fee plus the item cost.

Minor maintenance coordination outside the package: £45 per instruction.

Major refurbishment coordination: 5% of the works cost, subject to a minimum fee of £150, where agreed in writing.

D. Rent and tenancy administration

Rent review administration: quoted according to the service requested and confirmed in writing.

Landlord-requested tenancy administration or change, where applicable: £75, provided the service is actually required and the charge is agreed in advance.

Deposit deduction negotiation: included in Fully Managed within the agreed scope.

Deposit dispute evidence preparation and submission outside the package: £65 per claim.

Additional arrears administration beyond the agreed package: £25 per additional formal administration stage.

Possession notice administration: £150, subject to the agreed scope, legal suitability and any necessary professional advice.

Section 8 notice administration: £150, subject to the agreed scope, legal suitability and any necessary professional advice.

Court or tribunal document preparation: £100 per hour, where agreed in advance.

Solicitor fees or formal legal representation: charged by the relevant external professional under their own terms.

HOP does not guarantee the outcome of possession proceedings, a deposit dispute or recovery of arrears. Legal work or representation will be undertaken only where appropriate and within the provider’s competence and authority.

E. Specialist services and external costs

Land Registry document retrieval: £15 plus the external fee.

Third-party specialist reports: supplier cost.

Council licence fees: the actual council charge.

Repairs, cleaning and replacement items: the actual approved cost.

Sale of a property to a tenant introduced by HOP: any applicable sales commission must be separately agreed in writing before the relevant sale service is undertaken.

HOP is not currently advertising a general property sales service under these Terms. Any future sales instruction would require separate sales terms and a written agreement specifying the applicable commission and service.

F. Discounts

Sole-agency discount: one percentage point off the applicable commission rate for the agreed period, where confirmed in writing.

Multi-property discount: one percentage point off the applicable commission rate for landlords with two or more properties, subject to written confirmation of eligibility, rate and duration.

Discounts do not automatically stack. The applicable discount and its terms must be confirmed in writing before the instruction is concluded.