Landlord's Letting Guide

Landlord's Guide to Lettings process, our Services and Fees

Oliver’s Residential works with landlords across North West London providing a first-class property management and letting service.

We know how to manage and rent property, to produce maximum return on investments, whilst ensuring smooth running tenancies that are legally compliant in every way.

To attract the right quality of tenants for your property, Oliver’s advertise extensively through local and national publications and on the web. This ensures that suitable tenants are targeted specifically.

Our aim is always to find a reliable tenant at the best market rent and within a reasonable period of time.


 Landlord Fees Information:

Landlord fees vary depending on your preferred service with us:


Let Only Service:
Standard fee of 11% (13.2% Including VAT) to be paid upfront before the start of the new tenancy


 Find the right tenant for you for 6+ months tenancy (long let)

  • Execute the pre-tenancy administration, including:
  • Full Tenant Referencing, including Right to Rent checks (to validate IDs and check all legal obligations met)
  • Reference guarantors if applicable
  • Issue AST and answer any questions / queries, organise tenants first monies due documents
  • Arrange all communication on AST and organise electronic signature via DocuSign
  • Book in pre-tenancy works such as Gas Safety check, EICR, Inventory
  • Collection of initial monies – first month’s rent and security deposit
  • Agree key collection date, arrange inventory / check in
  • Send welcome emails to tenant and landlord details point of contacts, etc
  • Log in security deposit in agreed scheme
  • Process the new let funds to landlord

This is a basic service. After the tenant has moved in they pay the rent directly to yourself and report any maintenance/concerns to you also. Should any problems occur during tenancy (rent arrears, unresolved maintenance issues, etc) Olivers Town will only act as mediator in the dispute.


Rent Collection Service:
Standard fee of 13% (15.6% Including VAT) to be paid on a monthly basis


  • Everything under Let Only PLUS:
  • Monthly rent collection
  • Rent chasing / credit control via agreed rent arrears process
  • Collecting rental funds for the duration of the tenancy and issuing monthly statements
  • Invoice payment to suppliers / contractors
  • Legislative updates and changes which may affect the landlord, including:
  • NRL Quarterly and Annual Returns – Retain tax and pay HMRC in respect of all non-resident landlords.
    Completion of quarterly and annual paperwork for reporting to HMRC
  • Annual return – under paragraph 18 of Schedule 23 of Finance Act 2011 will be dealt by us

BENEFITS: This service allows landlords to disassociate themselves from rental payments, often where works are due tenants can withhold rent, as we are collecting the rent this separates any maintenance works from rental payments.


Fully Managed Let:
Standard fee of 16% + VAT (19.2% Including VAT) to be paid on a monthly basis


  • Everything under Rent Collection Service PLUS:
  • START OF TENANCY: Property Management welcome call with your tenants
  • Free of Charge Deposit registration
  • MAINTENANCE MANAGEMENT: All reactive / planned maintenance dealt with by your own dedicated
    property manager
  • All emergency (unsocial hours) maintenance dealt with 24/7, 365 days per year
  • Our tenants for our fully managed properties have access to our repair reporting website (FixFlo)
    in 44 different languages
  • Fully vetted contractor scheme or use of your preferred contractors
  • Arrange property inspections with clerks and send reports to landlords, two inspections per year, month 3 -9
    – detailed report of the condition of the property and any maintenance concerns
  • RENT COLLECTION: Monthly rent collection
  • Rent chasing / credit control, landlord payments and monthly payments
  • NRL Quarterly and Annual Returns – Retain tax and pay HMRC in respect of all non-resident landlords.
    Completion of quarterly and annual paperwork for reporting to HMRC
  • Annual return – under paragraph 18 of Schedule 23 of Finance Act 2011 will be dealt by us
  • Invoice payment to suppliers / contractors
  • LEGAL OBLIGATIONS: Up to date advice on changes to legislation that may affect yourself as a Landlord
  • Arrangement of gas safety certificates and all legal certification required
  • Serve section 21 and section 8 notices
  • END OF TENANCY: Arrange check-out inspection and additional clean if required
  • Negotiate renewal, arrange documentation, collect renewal fees due
    Deposit negotiations between both parties and deal with dispute and deposit scheme.
    Your dedicated Property Manager would assist with advice in the event of a deposit dispute and also
    negotiate with the tenant on your behalf. Should the matter need to proceed to adjudication
    they will arrange this on your behalf
  • End of Tenancy process / update landlord of remarketing
  • Closure of any existing tenant utility accounts

BENEFITS: We have collectively over 30+ years of experience and our fully managed service provides our Landlords with as much or little involvement as they would like. We find that having our team as the middle men (or women in our case) can help to provide a degree of separation often needed when disputes arise with tenants or there are disagreements over liability for maintenance (e.g. excessive wear & tear/tenant blockage of plumbing etc.)


Other Fees (when applicable, Incl. VAT)

Portable Appliance Testing PAT – £118
Gas Safety Certificate – £108 / £84 (Managed / Non Managed)
Energy Performance Certificate – £85


Stage 1 – Choose the Right Agent

There is currently no formal UK regulations governing letting agents, which means that anyone can ‘set up shop’ and offer discounted fees to attract business, without any working knowledge of letting properties safely and legitimately. Today, when property sales are in the doldrums, landlords have to be more aware than ever of the experience and pedigree of the letting agent they choose to manage their property. Oliver’s advice is not to be influenced by low fees or promises of high rent – they can end up costing you dearly in legal expenses, loss of revenue and serious penalties through neglect and mismanagement. For real peace of mind, go for an experienced and respected letting specialist like Oliver’s.

Stage 2 – Viewing & References

Viewing & References
Our professionally trained negotiators will accompany prospective tenants to view all suitable properties. If the property is occupied, visits are strictly by appointment only. Once we have found a tenant for your property, we will ensure that all prospective tenants are interviewed and a tenant assessment report obtained from a specialist referencing company. Oliver’s Residential will never recommend acceptance of a tenant whose references do not come up to scratch. You can rely on us to do the necessary paperwork but, ultimately, the final decision as to the acceptability of a tenant is made by you, the landlord. You will never be pressured to accept a tenant that you are not entirely happy with, for whatever reason.

Stage 3 – Landlord’s Checklist

Mortgaged Properties
If the property is mortgaged, you should notify your Building Society or Bank that you are thinking of letting the property. It is usually one of the conditions of your mortgage that you apply for permission to sub-let the property. We also recommend that your building and content Insurers are advised of your plans as they too may need altering, so as to cover a third part residing at the property.

Leasehold Properties
If the property is leasehold, it is also wise to check that you confirm with the freeholder that there are no restrictions or covenants which prevent you from letting the property and the Tenants must adhere to during the Tenancy period.

Since 6 April 2007, all deposits taken by landlords and letting agents for Assured Shorthold Tenancies in England and Wales (this covers the vast majority of tenancies), must be protected by a tenancy deposit protection scheme. From this date, tenants should be advised about the details of the scheme within 10 days of signing a new tenancy agreement.

Deposit Registration
To ensure that all landlords adhere to this new legislation, we request that you confirm which scheme you will be registering the deposit with before the Tenancy Agreement is created. To help you with your decision, the following three companies have been awarded contracts to provide this service:

Energy Performance Certificate (EPC)
• Deposit Protection Service (DPS): This is the single custodial scheme and further information can be found on
• The Dispute Service Limited (TDS): This scheme has been created mainly for Letting Agents. Oliver’s Residential is a registered member of the TDS.
• TDSL: Is the last of the protection schemes. For more information please visit

Since 1st October 2008 it will be mandatory for landlords to make Energy Performance Certificates (EPCs) available to NEW tenants as part of the lettings process. Each EPC will last for 10 years.
Please note that failure to comply with this legislation could result in a £200.00 penalty.

An inventory should be prepared to ensure that all items of Furniture, Fixtures and Fittings left at the property are recorded and their condition noted. The Tenants deposit will be held against any damages or excess wear and tear shown against the inventory.

We recommend that a third party inventory and schedule of condition is arranged to prevent disputes at the end of the tenancy. Oliver’s Residential will be happy to make the necessary arrangements on your behalf.

It is important to have several keys cut, enough for each adult Tenant due to move into your property plus a set for our Management Department (if applicable) for security and access if so required.

Stage 4 – Gas Safety

A qualified Engineer (CORGI or British Gas) must also check all gas appliance and installations within the accommodation, on an annual basis for its safe use. This includes such items as Gas Fires, Central Heating boilers, Gas cookers and other gas appliances. It also insists that flues and chimneys are clear of obstructions and in the correct place.

The engineer must issue a certificate and a copy presented to the Tenant at the start of any tenancy. Any items that fail to comply with the regulations must be fixed or removed immediately.
Failure to comply with the Regulations means that the Landlord is committing a criminal offence. The offence carries a penalty of six months imprisonment and/or a fine which is currently a maximum of £5,000. There may be also a further criminal prosecution for manslaughter.


Stage 5 – Non UK Resident Landlords

If you are going to reside outside the UK we are bound under the Taxes Management Act 1970, Section 78 and 83 to assess you at the basic rate of income tax (variable) due from rents we collect on your behalf if you are not “self-assessing” your own tax.

We should receive a letter of confirmation from your Accountant and Tax Office confirming that they accept liability for payment of your tax. (Please see your Accountant for self-assessment advice)
Alternatively, we can instruct a Tax Specialist or Tax Adviser who can give you advice or can be employed by you to take care of your tax affairs whilst abroad. (Please ask for a copy of our Terms of Business).

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Trusted Agent by Owners, Buyers and Tenants alike

Fast Turnaround for both Sales and Lettings

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