Landlord Code of Conduct and Expectations Agreement

This agreement sets out the expectations, behaviours, and obligations of landlords who enter into a contract with [Agency Name] for letting their property. By signing this agreement, you acknowledge and accept the following terms.

1. Personal Behaviour Standards

1.1 Respect and Courtesy

Landlords must always treat all agency staff, tenants, and potential tenants with respect, courtesy, and professionalism. Discrimination, harassment, or any form of abusive language or behaviour will not be tolerated.

1.2 Confidentiality 

Landlords must respect the confidentiality of all tenant information and must not attempt to directly contact tenants except through the agency unless otherwise agreed upon.

1.3 Prompt Communication

Landlords are expected to respond promptly to any communications from the agency, including emails, phone calls, and formal letters, particularly where such communication pertains to urgent matters affecting the tenancy or property management.

2. Legal Requirements

2.1 Compliance with Legislation 

Landlords must ensure full compliance with all current UK laws and regulations related to residential lettings, including but not limited to the following:

- The Landlord and Tenant Act 1985

- The Housing Act 2004

- Right to Rent checks under the Immigration Act 2014

- Compliance with Data Protection Regulations (GDPR)

- Health and Safety Standards, including gas safety, electrical safety, and fire safety regulations

- Compliance with Deposit Protection Schemes as per the Housing Act 2004

- Providing an Energy Performance Certificate (EPC) to all new tenants

2.2 Licensing Requirements 

Landlords must ensure that any property let under this agreement complies with local authority licensing requirements (such as HMO licenses where applicable) and provide copies of such licenses to the agency.

2.3 Health and Safety Compliance 

Landlords are responsible for maintaining the property in a safe and habitable condition, ensuring that all required safety checks (e.g., gas safety certificate, electrical safety checks, fire safety equipment) are carried out regularly and copies of these certificates are provided to the agency.

2.4 Repairs and Maintenance 

Landlords must promptly address any repairs or maintenance issues reported by the agency or tenants. Failure to do so within reasonable timeframes may result in the agency arranging repairs at the landlord's expense.

3. Professional Courtesy and Conduct

3.1 Transparent Communication 

Landlords must provide full and honest disclosure of all relevant property details, including any known defects, disputes, or encumbrances that may affect the letting process.

3.2 Adherence to Agency Advice 

Landlords are encouraged to adhere to the professional advice provided by the agency, including recommendations for property improvements, rent adjustments, and tenant selection criteria.

3.3 Professional Conduct with Tenants 

Where direct communication with tenants is necessary, landlords must conduct themselves professionally and respectfully at all times. Under no circumstances should landlords attempt to negotiate rent or terms of tenancy directly with tenants outside the agency’s guidance.

3.4 Non-Interference with Tenancy 

Landlords must not interfere with the tenant's quiet enjoyment of the property and must provide at least 24 hours' written notice (or as otherwise agreed) before accessing the property, except in cases of emergency.

4. Financial Responsibilities

4.1 Clear Payment Terms 

Landlords are expected to comply with all agreed payment terms, including the agency's fees and charges. All payments due to the agency must be made promptly and in accordance with the terms set out in our contract.

4.2 Transparency of Costs 

Landlords must disclose any additional fees or charges they intend to impose on tenants. All fees must be fair, transparent, and comply with the Tenant Fees Act 2019.

5. Property Management Expectations (Managed Basis Only)

5.1 Delegated Authority 

Landlords engaging the agency on a managed basis agree to delegate authority for day-to-day property management tasks, including, but not limited to, tenant communication, rent collection, routine maintenance, and repairs, to the agency.

5.2 Cooperation in Emergencies 

Landlords must provide clear instructions and access for handling emergencies, including providing up-to-date contact details and authorizing reasonable expenditure for urgent repairs when required.

6. Termination of Agreement

6.1 Grounds for Termination 

The agency reserves the right to terminate this agreement with immediate effect if the landlord fails to comply with any of the terms outlined in this code of conduct or engages in any behaviour deemed unprofessional, unlawful, or harmful to the agency’s reputation.

6.2 Notice Period 

Unless otherwise agreed, a standard notice period of 30 days is required to terminate the contract by either party.