Professional Landlord Letters and Forms

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The Letters and Forms can be used by professional landlords in situations they may encounter in the course of letting property.  The provision of a set of standard letters and forms is intended to assist those working in the private rented sector with some basic pro forma to cover many of the day to day issues that are likely to affect them.  The letters and forms will need to be personalised with your details and can be purchased as part of the Gold Membership.

Landlord Management Forms:

  • ABANDON PROP – Notice of Intention to Take Over a Flat/House
  • ENQLOG – Tenant Enquiries Log
  • HBDATAPROTECT – Data Protection Authorisation Agreement – HB
  • LEADTENDEC – Lead Tenant Declaration
  • LEDGER – Accounting Ledger
  • LENQ – Landlords Enquiry Log
  • MAINTDET – Maintenance Details
  • MFORM – Inspection/ Call-out Details
  • MLOG – Maintenance Report Log
  • REQUIREDDOC – Document Checklist
  • RIGHTORENT – Right to Rent Check Form
  • SORDER – Standing Order Mandate
  • SURRENDER – Declaration of Surrender
  • TENFORM – Tenant Details
  • TINFO – Standard terms and information for tenants

Standard Letters:

  • ABANDONPROP – To tenant re abandoned goods left at property
  • BOUNCE – To tenant. Cheque returned unpaid
  • CARE – to tenants – more care/cleaning required
  • CHECKOUT1 – To tenant re check-out appointment
  • CHECKOUT2 – To tenant re deductions from deposit
  • CHECKOUT3 – To tenant enclosing cheque less deposit deductions
  • CNCLTBSE – To council tax office – charge new tenant
  • CONFIRMT – Confirmation to tenant of tenancy application
  • CONFIRMTA – Tenancy confirmation letter
  • CONFIRMTA2 – To tenant acknowleding deposit, enclosing required docs.
  • DATAEN – Data Protection Disclosure authorisation
  • DILAPS1 – To tenant(s). Letter pointing out dilapidations
  • E-ACCESS – Letter following emergency access
  • ELECHECK1 – To electrical contractor. List of properties to check
  • ELECHECK2 – To tenants. Notification of electrical check
  • ELECHECK3 – To tenants. Lettter following lack of entry for check
  • FROST – To tenants. Frost precautions over winter hols
  • GASCHECK1 – To gas engineer. List of properties to check
  • GASCHECK2 – To tenants. Notification of date of gas check
  • GASCHECK3 – To tenants. Letter following lack of entry for check
  • GUARREN1 – To guarantor. Request for unpaid rents
  • GUARREN2 – To guarantor. Follow up letter and action
  • GUARRENQ – To guarantor. Please complete bank form
  • HOLIDAY – To tenant. Confirmation of holiday letting
  • HOLDINGDEP – To tenant non return of holding deposit
  • LATE1 – To tenant. First late rent letter
  • LATE1A – To tenant.  Letter before claim
  • LATE2 – To tenant. Section late rent – issue s8 notice
  • LATECRT – To tenant(s). Late rents – letter prior to court
  • MESNE – To tenant. Letter accepting mesne profits
  • NEWTENUT – Letter to utility co. informing of new tenants
  • NINSPECT1 – To tenants(s). Notice of inspection
  • NINSPECT2 – To tenant. Rescheduled inspection/gas check
  • NOTICER – To tenant enclosing s21 Notice
  • NOTICER2 – To tenant enclosing s21 Notice. LL moving into property
  • NOTICER3 – To tenant enclose s8 notice
  • NUISNCE1 – To tenant(s). Following nuisance/disturbance
  • NUISNCE2 – To tenant(s). Final letter before action
  • PETS – To tenant(s). Granting permission for pets
  • REF_ACCT – Reference to tenant’s accountant
  • REF_BANK – Reference to bank
  • REF_BNKD – Reference to bank (with authority to debit)
  • REF_BANKG – Reference to bank for guarantor
  • REF_COLL – Reference to college (on student tenant)
  • REF_EMPG – Reference to employer for guarantor
  • REF_EMPL – Reference on tenant to employer
  • REF_LLRD – Reference to previous landlord (re new tenant)
  • REF_PERS – Reference on tenant (personal reference)
  • REF_FAIL1 – To tenant failed references – no tenancy and return deposit
  • REF_FAIL2 – To tenant failed references – guarantor required
  • REF_TEN – Reference re. previous tenant from third party
  • REF_TRAD – Reference for company tenant (trade ref)
  • RENEW1 – To tenants re tenancy renewal
  • RENEW2 – Form/letter for tenants to sign re tenancy renewal
  • RENEW3 – To tenants confirming tenancy renewal
  • RENEW4 – To tenants confirming statutory periodic tenancy
  • RENEWRENT – To tenant tenancy renewal and advising new rent
  • RENEWRENT2 – To tenant new rent contractual periodic tenancy
  • RENEWRENTS13 – To tenant enclosing S13 Notice of new rent
  • RENTREF – Reference to bank or building society re tenant
  • REPAIRTEN-KEYS – Letter advising tenant of maintenance visit-keys held
  • REPAIRTEN-NOKEYS – Letter advising tenant of maintenance visit
  • RRECEIPT – Receipt to tenant for payment of monthly rent
  • S48 NOTIC – To tenant. Notice under s48 L&T Act 1987
  • TENSELL – To tenant. Landlord wishes to sell property