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. £300 Inc. 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. £60 Inc.VAT per person

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.

Please allow me as a Client to thank Marie and Phillips Harrod for their diligence and attention in dealing with the letting  of our property, and the excellent service both before and after the finalising of the Tenancy.

Mr and Mrs I Gordon

We are very happy to know that we can call Adam each time we need to and after renting two houses through Adam already we hope the next one will be with Adam as well. We appreciate his professionalism, his proactivity and his kindness as well as his assistance with all matters during our tenancy.

Mr S Lefort, Eisler Capital

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.

    Acceptable documents:
    anti money laundering proving your identity and ownership of a property >

    As with all Estate Agents, Phillips Harrod is subject to the Money Laundering Regulations 2017. This means that we have to obtain and hold identification and proof of address for all customers. Additionally, we are also required to establish whether there are any beneficial owners on whose behalf the transaction or activity is taking place, and therefore request you to identify anyone who you would consider to be a beneficial owner. Where appropriate, the source or destination of funds may also be requested. Without this information we will be unable to proceed with any work on your behalf.

    Below is a list of acceptable identity documents. We require sight of all original or certified documents. Subject to your individual circumstances, we may liaise with you for further/other documentation.

    INDIVIDUAL IDENTITY DOCUMENTS

    We require one document from List A and one document from List B:

    LIST A – IDENTITY DOCUMENT

    • Current signed passport
    • Valid UK driving licence
    • EEA member state identity card

    LIST B – PROOF OF ADDRESS

    UK/EU/EEA Drivers Licence (if UK Drivers Licence not used as ID) Must be valid, not expired. Photo only. Full or provisional.

    BANK, BUILDING SOCIETY OR CREDIT UNION STATEMENT

    Dated with three months. Must include account number and show recent activity. No general correspondence.

    CREDIT CARD STATEMENT

    Dated within three months. Must include account number and show recent activity. No general correspondence.

    UK, EU, EEA MORTGAGE STATEMENT

    Dated within twelve months. Must show account number. No general correspondence.

    UTILITY BILL

    Dated within six months e.g. gas, electricity, water. Must show address for service and/or account number. No general correspondence.

    TELEPHONE BILL

    Dated within six months e.g. landline or mobile pay monthly (excluding pay as you go). Must show address for service and/or account number. No general correspondence.

    COUNCIL TAX

    Dated within twelve months. Must show address for service and/or account number. No general correspondence.

    TENANCY AGREEMENT

    Dated with twelve months. Must state full name and full property address. Issued by local council, housing association, solicitor or reputable letting agent.

    BENEFITS ENTITLEMENT LETTER

    Dated within twelve months. Issued by DWP or Jobcentre plus. Must confirm benefit payable at time of issue e.g. Pension, disability, single parent, housing etc.

    HMRC TAX NOTIFICATION

    Dated with six months. Must state national insurance number and tax calculation. No general correspondence.

    HOME OR MOTOR INSURANCE CERTIFICATE

    Dated within twelve months. Must state insured address or registered address for vehicle and policy number. No general correspondence.

    UK SOLICITORS LETTER CONFIRMING HOUSE PURCHASE/LAND REGISTRATION

    Dated with three months. Must state full name of new proprietor and full property address.

    NHS Medical Card or letter from GP confirming registration Dated within three months. Must state individual’s date of birth and NHS number. No general correspondence.

    Official confirmation of Electoral Register entry or official poll card Dated within twelve months. Must state full name and full address. No general correspondence.

    POLICE REGISTRATION CERTIFICATE

    Dated within twelve months. Must state the full residential address of the individual.

    PROBATE

    If you are acting as a Representative of an Estate we require the following:

    • Grant of Probate (if a will was left)
    • Letter of administration (if no will left)
    • Individual identity evidence from List A & B
      for the Personal Representative, either executor or administrator

    Limited company

    If you are acting as a Representative of a UK Company we will also require the following:

    • Certificate of Incorporation
    • Articles of Association
    • Memorandum of Association
    • Latest Annual Return or Confirmation Statement, with details of current company officers
    • If offshore, nominee director declaration and a general power of attorney
    • Individual identity evidence from List A and B
      for all individuals or entities with 25% or more of the shares or voting rights in the company

    If you are acting as a Representative of an Offshore Company we will also require the following:

    • Certificate of Incorporation
    • Articles of Association, Memorandum of Association, Latest Annual Return with details of current company officers, Share Certificate(s) showing the Ultimate Beneficial Owner OR
    • Certificate of Incumbency
    • If the shares are owned by another company, repeat steps above for the holding company
    • Nominee director declaration and/or general Power of Attorney (if applicable)
    • Individual identity evidence from List A and B
      for all individuals or entities with 25% or more of the shares or voting rights in the company

    Trust

    If you are acting as a Representative of a Trust we require the following:

    • Trust deed
    • List of trustees
    • List of beneficiaries
    • Individual Identity evidence from List A & B
      for all individuals with a vest interest in 25% or more of the capital and/or those who exercise control over the Trust
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