Property management agreement template
A property management agreement appoints an agent to manage a landlord's rented homes in England: finding tenants, collecting rent, protecting deposits, keeping the legal checks up to date and arranging repairs. It is signed when the agent is instructed, and the Schedule lists each property. The owner, the properties, the fees and the spending limits change with every portfolio.
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What changes each time
35 values. Everything else is your wording, kept exactly.
The parties
- Date of the agreement
- Owner's full name or company name and number, and address
- Agent's legal name, trading name, company number and address
- Start date
Memberships
- Redress scheme and membership number
- Client money protection scheme and membership number
- Client account bank and account name
Services
- Deposit scheme
- Inspection interval in months
- Records kept for years after a tenancy ends
- Days for the owner to respond to a pet request
Spending and money
- Spending limit without asking the owner
- Number of quotes for larger jobs
- Working days for the owner to approve
- Float held
- Working days to pay the owner after month end
- Owner's bank account details
Fees
- Management fee percentage of rent
- Letting fee for a new tenancy
- Inventory and check-in fee
- Check-out fee
- Safety certificate arranging fee
- Supervising works over a stated amount
- Statutory notice fee
- Solicitor papers per hour
- Agent's VAT number, if registered
Reports, liability and ending
- Working days to report issues
- Days of unpaid rent that trigger a report
- Professional indemnity cover
- Liability cap for a business owner
- Notice period
- Days to remedy a breach
- Working days to hand over on ending
- Complaints contact name, role and email
The properties
- Address, date added, let or re-let, tenant, rent, deposit, licence, compliance dates, EPC and spending limit
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“Say the agent is VAT registered with a number, or is not.”
Only the chosen wording appears.
- One of several wordings
“On ending the agreement, say no fee is due, or describe a fee and how it is worked out.”
Only the chosen wording appears.
- Only when…
“Include the agent's authority to decide on a pet request only when agreed.”
It fixes a number of days after which the agent can give or refuse consent so that the tenant hears within 28 days.
- Only when…
“Tell the owner about commission or discounts from contractors only when the agent receives any.”
The disclosure appears in the repairs clause.
- Only when…
“Include the PRS Database registration duty once the database is open, and the Landlord Ombudsman duty once it is open.”
The owner's duty to register and to join appears.
- Only when…
“Include the liability cap only for a business owner, and not when the consumer section applies.”
The cap and its exceptions appear.
- Only when…
“Include the consumer owner section, with the right to cancel and the model cancellation form, only for an individual who is not letting in the course of a business.”
Clause 15 and the cancellation form in Schedule 2 appear.
- Once for each item
“One row in the Schedule for each property.”
Three properties give three rows, each with the tenant, rent, deposit and compliance dates.
Questions people ask
What does a property management agreement cover?
The services the agent provides, what it may do on the owner's behalf, spending limits, how rent and other money is handled, fees, reports, and how the agreement ends.
What is client money protection?
A scheme that protects rent and other money an agent holds for a landlord if the agent fails to pay it over. Letting agents in England must belong to one.
Who pays for repairs?
The owner. The agreement lets the agent spend up to a stated limit without asking, and requires approval for larger jobs except in emergencies.
Does the agent give legal advice or run court cases?
No. The agreement says the agent prepares and serves notices as instructed but does not conduct court proceedings or give legal advice.
Can the owner end the agreement?
Yes, by written notice for all or some of the properties. The agreement states the notice period and what the agent hands over.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.