IMPORTANT INFORMATION FOR LANDLORDS AND TENANTS

At Phillips Harrod we’re dedicated to either renting or finding you a home to rent and fully understand the stress of moving. It’s our job to make the experience as enjoyable and smooth as possible from the search and paperwork through to the completion of the transaction and then right up until the move in day. As service is paramount to our company we are only a phone call away either during or after your tenancy regardless of whether or not we are managing the property, it is our role to be there to assist you at all times. Before we begin either renting or searching for you please find some important information below.

Phillips Harrod are an approved ARLA (Association of Residential Letting Agents http://www.arla.co.uk) licensed member.

Our Client Money Protection (CMP) is with ARLA and our Independent redress is provided by The Property Ombudsman (TPO).

Where applicable deposits will be protected by the Tenancy Deposit Scheme (TDS) where we are members. We are members of the London Rental Standard (LRS) supported by the Mayor of London.

Fees

Tenant Fees >

Tenant fees will be not be charged where the tenancy falls within the scope of the Tenant Fees Act 2000, more information can be found here >

Tenant fees will only be applicable where the tenancy falls out ofthe scope of the Tenant Fees Act 2019

Tenancy Agreement: This will include drafting the lease and negotiations to signing and completion of the transaction. £400 plus VAT

Reference Fee: Which may include identity checks, immigration and visa confirmation, financial credit checks, obtaining references from current orprevious employers / Landlords and any other relevant information to assess affordability. £200 plus VAT

Renewal Fee: Contract negotiation, amending and updating terms and ar ranging a further tenancy and agreement. £120 Inc.VAT

Please note that there may be other associated costs for cleaning, inventory, check in and check out which are not charged by Phillips Harrod.

Our Client Money Protection (CMP) is with ARLA and our Independent redress is provided by The Property Ombudsman (TPO).

Where applicable deposits will be protected by the Tenancy Deposit Scheme(TDS) where we are members. We are members of the London Rental Standard (LRS) supported by the Mayor of London.

Landlord Fees

Depending on our instruction agreement our Landlord Fees for sourcing a tenant only will vary between 9.6% Inc.VAT up to 13.2% Inc.VAT of the gross annual rent, more information can be found in our terms of business available on request

Sourcing a tenant which includes:

Collect and remit initial months’ rent received
Agree collection of any shortfall and payment method
Provide tenant with method of payment
Deduct any pre-tenancy invoices
Make any HMRC deduction and provide tenant with the NRL8 (if relevant)

Our Landlord Fees for rent collection will be 1.2% Inc.VAT of the gross annual rent, more information can be found in our terms of business available on request

Rent Collection includes:

Collect and remit the monthly rent received
Deduct commission and other works
Pursue non-payment of rent and provide advice on rent arrears actions
Make any HMRC deduction and provide tenant with the NRL8 (if relevant)

Our Landlord Fees for full property management will be 6% Inc.VAT of the gross annual rent, more information can be found in our terms of business available on request

Property Management includes

Collect and remit the monthly rent received
Pursue non-payment of rent and provide advice on rent arrears actions
Deduct commission and other works
Advise all relevant utility providers of changes
Undertake two inspection visits per annum and notify landlord of the out come
Arrange routine repairs and instruct approved contractors (providing two quotes)
Hold keys throughout the tenancy term
Make any HMRC deduction and provide tenant with the NRL8 (if relevant)

Holding Deposit

When you pay a holding deposit we will ask you to sign a copy of the document attached which lays out our legal obligations regarding the holding deposit.

MONEY LAUNDERING REGULATIONS AND REQUIREMENTS

How do the Money Laundering Regulations impact estate agents?

We are legally obliged to comply with the Money Laundering Regulations 2017 (as amended) and the Proceeds of Crime Act 2002 and are supervised by HM Revenue and Customs. >

WHAT IS MONEY LAUNDERING?

Money laundering is the process used to disguise the origins of funds generated by illicit or criminal activities and making funds appear to have come from a legitimate source. Property is widely recognised as an attractive target for those wanting to hide the proceeds of crime.

HOW DOES THIS AFFECT YOU?

In the same way that you are required to prove your identity when opening a new bank account, if you are buying, selling, letting or renting a property we will also need to see certain documents. If you do not provide the information and/or documents we request, unfortunately we will not be able to go ahead with the transaction.

FOR PRIVATE INDIVIDUALS WE WILL NEED:

01 - Evidence of your identity (one document from this list)

Valid passport
Valid photo card UK driving license (full or provisional)
National Identity Card or photo card driving license issued by the country of residence (if residing outside of the UK)

02 - Evidence of your current residential address (one document – certified - from this list)

UK Residents

Valid photo card UK driving license (full or provisional) Or any of the documents listed in the non UK residents section if you have already provided your valid photo card UK driving license as evidence of your identity.

Non-UK Residents

A utility bill issued within the last three months (excluding mobile phone bills)
Bank, credit card, building society or credit union statement issued within the last three months
A written reference (addressed to Phillips Harrod by the referee) from a bank or regulated legal professional who has advised the individual for the past two years as a minimum.

Please note we are unable to accept C/O or P/O Box addresses, or insurance certificates as proof of address.

For corporate bodies (including companies, partnerships, trusts etc) we are required to verify the entity and understand the ownership and control structure. We will need confirmation of:

The contracting party and legal status
Statutory directors (or equivalent)
ID documents as above for private individuals for directors and beneficial owners
Ownership structure including the names of individuals owning or controllin more than 25% or more of the contracting party (beneficial owners)

We may also require some additional information and documentation to evidence your source of funds and wealth. It’s important that you start preparing all of the paperwork as soon as possible to reduce the risk of any delays to the transaction.

Where certification is required for corporate or ID documents, we can consider copies certified by a recognised profession (e.g. solicitor, bank, accountant or notary public). The documents must contain the details of the individual certifying the copy (including name, company and position), their contact details and date of certification.

For certification of ID and proof of address documents only, you may also bring your documents into our office.

HOW WILL YOUR PERSONAL DATA BE PROTECTED?

The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information. There are strict access requirements in place and access is restricted on a need to know basis. Please see our Privacy Notice for more details on how your personal information will be used: https://phillipsharrod.com/privacy-policy/

SELECTIVE LICENSING

IMPORTANT INFORMATION FOR ALL LANDLORDS IN WESTMINSTER

Please see the important information below regarding Westminster's new selective licensing scheme which starts on 24 November 2025. THIS SCHEME APPLIES TO ALL EXISITING AND FUTURE TENANCIES, requiring most privately rented properties in 15 designated wards to have a license by that date - it is the responsibility of every Landlord to comply.

Applications for the license open on 1 October 2025 and can be submitted through the Westminster City Council's licensing portal.

What you need to do as a landlord:

Check your property's location: Use the Westminster City Council's ward finder tool to see if your property falls within one of the 15 designated wards covered by the scheme.
Apply for a license: Applications open on 1 October 2025.
Meet the requirements: Ensure your property complies with the necessary licensing conditions to improve housing standards and tenant safety.

Key details about the scheme:

Start date: 24 November 2025.
Application window: Begins 1 October 2025.
Coverage: Applies to most single-family households and properties occupied by no more than two unrelated sharers within the designated areas.
Exemptions: The scheme does not apply to the Pimlico South, St James, and Vincent Square wards.

For further information please see Selective licensing FAQ's | Westminster City Council