Landlord Information

If you decide to instruct Aeon Property Management Ltd to let your property now or in the future our professional team can offer the best advice and support available to suit you and will strive to achieve the best result possible.

We advise that you contact us as soon as you are ready to market your property. this will ensure that there is enough time for the best possible tenant to be found for your property.

Your property will be advertised 7 days a week through our own website and letting boards, Rightmove and other website portals, we also can advertise in local and national newspapers.

We will always adhere to find the best tenants for your property; each applicant must complete and pass our fully comprehensive referencing process.

Once this process has been completed, you will be notified immediately. We can also offer Landlords comprehensive insurance packages to cover all aspects of letting at very competitive rates.

We will send a draft copy of the tenancy agreement to you and the tenant/s. Our team will inform you accordingly of progress, until the tenant moves into your property. Normally landlords prefer us to sign the tenancy agreements on their behalf, please let us know.

Prior to the tenant(s) signing the Tenancy Agreements we will collect one month’s rent in advance and six weeks security deposit against any damage or dilapidation. (This deposit will be returnable to the tenants at the end of the tenancy subject to the property being left in a suitable condition).

Utilities

All utilities will be updated with the latest tenant’s details including the Council tax department, gas, electricity & water suppliers.

Tenancy Deposit

Tenancy Deposit scheme was introduced in England and Wales on 6 April 2007. All tenancy deposits that are taken by Aeon Property Management Ltd are registered with the Deposit Protection Scheme this is a government run body, all deposit must be registered within 30 days as from on 6 April 2012 as a result of the Localism Bill 2011. Failure to comply can lead to a fine 3 times of the original deposit.

Aeon Property Management Ltd is registered with the DEPOSIT PROTECTION SCHEME a government run and insured deposit scheme.

The deposit must be held in a government deposit scheme or the landlords deposit scheme. We must see proof of the deposit scheme in which you are a member.

All client money is held by Aeon Property Management Ltd in a protected client account and registered with

Under all client money bank address needs to be changed to 36-38 South Street, Romford, RM1 1RH.

Landlord’s requirements

The property should be in good decorative order, clean and tidy internally and externally, gardens should be tidy and maintained and should the tenant be required to maintain the garden the appropriate tools must be provided

A thorough inspection of structure, roof, plumbing and wiring should be carried out and ensure that heating is in good working order.

LEGISLATION FOR LANDLORDS

New Government Legislation enforced from the 1st October 2008 requires all rental properties with a new tenancy in England and Wales to have an Energy Performance Certificate (EPC) and from 1^st April 2018 any EPC certificate that has an energy reading F and over it will become unlawful to rent a property.

Properties that are already rented with a current EPC that is above an energy reading of E will have up 1^st April 2020 to comply, unless there is applicable exemption. A civil penalty of £4,000 will be imposed for breaches.

What is an Energy Performance Certificate?

EPCs look similar to the energy labels found on domestic appliances such as fridges and washing machines. The energy efficiency and environmental impact of your property will be rated on a scale from A-E (where A is the most efficient and E the least efficient). The higher the efficiency rating the lower the fuel bills will be. Current running costs for heating, hot water and lighting will also be shown on the certificate, together with a list of recommended energy saving improvements.

An EPC remains valid for 10 years but can be updated at any time if additional energy saving improvements are installed at the property.

Private landlords in England and Wales must ensure rental properties meet a minimum EPC rating of C by 1 October 2030 for all tenancies. Confirmed in early 2026, this update replaces previous tighter timelines, with a £10,000 cost cap for exemptions. New, stricter assessment methods focusing on heat retention rather than energy cost are also expected by 2029.

Key Aspects of the New EPC Rules

• Deadline: All tenancies must achieve EPC C by 1 October 2030.
• Target: The current minimum rating of E will increase to C.
• Methodology Changes: By 1 October 2029, the EPC assessment system is being overhauled to focus on how well properties retain heat.
• Cost Cap & Exemptions: Landlords may be exempt if the cost of improvements exceeds £10,000. Other exemptions include listed buildings or instances where tenants refuse access.

Failure to adhere to the confirmed 2030 EPC regulations will lead to severe legal and financial consequences for landlords in England and Wales. Local authorities are tasked with enforcement and can issue significant penalties for breaches.  

Financial Penalties

• Maximum Fines of £30,000: Under the new framework, local authorities can issue civil fines of up to £30,000 per property, per breach. This is a massive increase from the current £5,000 limit.
• “Naming and Shaming”: Councils may publicly disclose details of non-compliant landlords for at least 12 months, potentially damaging your professional reputation.
• PRS Database Tracking: A new centralised database (expected in late 2026) will allow councils to automatically cross-reference property data with the EPC register to identify non-compliant homes instantly.

Legal and Operational Impacts

• Illegal Letting: It will be unlawful to rent out any property that does not meet the Grade C standard (or have a valid exemption) after 1 October 2030.
• Invalid Eviction Notices: You cannot legally serve a Section 21 “no-fault” eviction notice if you have not provided the tenant with a valid EPC. This administrative failure can block your ability to regain possession of your property.
• Mortgage and Insurance Restrictions: Many lenders and insurers require a valid, passing EPC as a condition of their terms. Non-compliance could lead to mortgage defaults or voided insurance policies.
• Loss of Rental Income: If a property is deemed legally unlettable, you face a total loss of rental income for the period it remains non-compliant.

Enforcement Process

1. Compliance Notice: If a council suspects a breach, they will first serve a notice requesting your EPC, tenancy agreement, and records of improvements.
2. Penalty Notice: If a breach is confirmed, you will receive a formal penalty notice.
3. Debt Recovery: Failure to pay fines can result in the local authority taking debt recovery action through the courts.

Gas

We will not move any tenant into a property without a valid Gas Safety Certificate in place.

The Law on Gas Appliances

A Gas Safe Registered Engineer must check all gas appliances in rented accommodation every year and a gas safety certificate supplied. This is compulsory under the Gas Safety (Installation and Use) Regulations 1994 (as amended).

It is the responsibility of the Landlord or his agent to arrange for these checks to be carried out. Both the Landlord and the tenant should each have a written report on the condition of each appliance.

Landlords or their agents must keep records of the safety checks and issue a copy of them to new and existing tenants.

All traders who carry out work on gas appliances must be Gas Safe registered. DIY work on gas appliances may be illegal and could be very dangerous. If you have any queries please email: enquiries@gassaferegister.co.uk

Landlords and their agents should maintain a good record of when each appliance was checked, the defects found (if any) and the remedial action taken. This record should be made available to the tenants on moving into the property within 28 days of the annual inspection being carried out.

Failure to comply with these regulations may lead to a prosecution with penalties of imprisonment or fines up to £20,000.00

The Health and Safety Executive enforce these regulations. For further advice on these regulations please contact the free HSE Gas Safety Advice Line on: Tel: 0800 300 363

We can arrange for the appropriate gas safety checks to be carried out on your behalf by a suitably qualified engineer. Payments will need to be made to the engineer or us, if you require this service please contact us on 01277 230696. Please let us know if you need us to arrange this service.

Smoke and Carbon Monoxide Alarm

Private sector landlords are required from 1 October 2015 to have at least one smoke alarm installed on every storey of their properties and a carbon monoxide alarm in any room containing a solid fuel burning appliance (e.g. a coal fire, wood burning stove). After that, the landlord must make sure the alarms are in working order at the start of each new tenancy this is mandatory. Please let us know if you need us to arrange this service.

The requirements will be enforced by local authorities who can impose a fine of up to £5,000 where a landlord fails to comply with a remedial notice.

Soft Furnishings

We will not move any tenant into a property without all non-compliant soft furnishings removed.

From 1st January 1997 all upholstered furniture in rented accommodation must comply with the fire resistance requirements of the Furniture and Furnishings (Fire) (Safety) Regulations 1988 (as amended).

If the furniture does not have this label or was made before 1988 it will probably not comply with the regulations.

The regulations apply to suppliers of furniture who sell or hire furniture and include Landlords, letting agents, property managers or other agents of a similar nature.

Landlords: all rental property soft furnishing must bare a fire safety label or will be consider not fit for purpose and must be removed.

Further advice can be obtained from your local Trading Standards Department.

Failure to comply with the Furniture and Furnishings Regulations may constitute a criminal offence under the Consumer Protection Act 1987, which carries a maximum penalty on summary conviction of a £5,000 fine and/or six months imprisonment.

Acceptable evidence of safe furnishings MUST be one of the following: Fire tags in place on item, proof of purchase or any appropriate guarantee relating to the product.
If none of these are available the Landlord MUST remove the items or we would not be permitted to move a tenant into the property.

Please let us know if you need any further advice on this matter.

Electrical

We advise landlords to obtain a valid Electrical Safety Certificate though this is not mandatory. (Please note that if a tenant did incur an injury through faulty wiring or electrical equipment the landlord would be responsible.

What should a landlord do?

The landlord has duties both as a ‘supplier of goods’ and as the ‘person responsible’ for an electrical installation. As a ‘supplier of goods’ he must ensure that goods are checked before the tenant takes them over and as a ‘person responsible’ he must ensure an adequate system of maintenance.

The only method of insuring that these appliances are safe is to have them tested by a trained competent person using the appropriate calibrated portable appliance testing equipment, known as a (PAT) test.

Such tests and inspections should be made at reasonable and regular intervals, bearing in mind the rate of use of both portable and fixed appliances.

Failure to comply with the Electrical Regulations may constitute a criminal offence under the Consumer Protection Act 1987 that carries a maximum penalty on summary conviction of a £5000.00 fine and/0r six months imprisonment.

The Consumer Protection Act 1987 applies if a landlord supplies electrical equipment in let accommodation. The property should be checked before it is offered for rent unless the electrical equipment is new. (You must have a current receipt)

The Consumer Protection Act provides a defence of ‘due diligence’ i.e. a landlord can defend a contravention of the Act if he can demonstrate that he took reasonable steps to avoid committing the offence.

Please let us know if you need us to arrange this service.

We recommend any new glass replaced in your property must be safety glass if at a lower level where children may be present. We are happy to provide further information regarding this if required.

Inventory

This is a fully documented written report backed up with photographic picture evidence, this is carried out by an independent inventory company out lining the condition of the property before the tenant/s moves in, and at the end of the tenancy a checkout report is arranged when the tenant vacates the property and outlines the condition of the property and any changes.

Though not statutory obligation this is a vital element out lining the condition of the property at the start of a new tenancy in which both landlord and tenant can understand.

The cost for this service is to be paid by the landlord.

1 bedroom   = £240

2 bedrooms = £280

3 bedrooms = £300

4 bedrooms = £320

Leasehold Properties

If you are letting a leasehold property, you or your solicitor will have a copy of the head lease. We may require a copy of this document to attach to the Tenancy Agreement in order that the tenant(s) have a copy of the restrictions they are to observe within the head lease.

Mail

It is your responsibility to ensure that your post is redirected to your correct home address. We will not be held liable for any issue relating to mail being delivered incorrectly and does not have the facility to forward mail.

Keys

If we manage your property we require a spare set of keys to be held at our office to enable us to access the property as required. It is the Landlord’s responsibility to provide all sets of keys. For a managed property the Landlord is required to provide one set for each named tenant and a further set to be held by us.

Money Laundering

Due to the money laundering regulations effective from 1st March 2004 We now requires a copy of at least one of the original documents evidence is required from each party to the agreement e.g. joint owners.

Current UK / EU Driving License or Passport
Current Utility Bill
Current Bank Statement

Legionnaires risk assessment

This must be carried out by the landlord/agent before a new tenancy begins, you can find more detailed guidance on your duties in the Approved Code of Practice and guidance on regulations Legionnaires’ disease: The control of legionella bacteria in water systems (L8).

Please let us know if you need us to arrange this service.

Tenancy Deposit

Tenancy Deposit scheme was introduced in England and Wales on 6 April 2007. All tenancy deposits that are taken by Aeon Property Management Ltd are registered with the Deposit Protection Scheme this is a government run body, all deposit must be registered within 30 days as from on 6 April 2012 as a result of the Localism Bill 2011. Failure to comply can lead to a fine 3 times of the original deposit.

We request that you provide us details of your accountant so that we may liaise with them concerning your personal tax liability at the appropriate time.

Property Licencing

Depending on what borough your property is in or how many floors there are to the property, you may require a licence which is mandatory, we can advise further on this once we have your full information.

Who you will need to Inform

Building Insurance

We recommend that you advise your insurance company as soon as possible of the proposed letting to ensure that any cover is not prejudiced in any way. Failure to inform your insurance company may result in the company refusing to meet any claim. Further information on insurance specifically tailored for letting your property and is available from Aeon Property Management Ltd

Mortgages

If your property is mortgaged, prior to letting your property you will require consent from your building society or bank. In most cases consent is given readily but we advise that this approval is sought as early as possible. We will need to see proof of consent.

Taxation – Rental Income (Including Non-Resident Landlords)

Rental income arising from property in the United Kingdom is subject to UK taxation in accordance with the requirements of HM Revenue & Customs.

All landlords are responsible for declaring their rental income and paying any tax due. Tax is payable on the net rental profit, being gross rental income less allowable expenses, in line with current UK tax legislation.

Repairs & Maintenance

We have a good range of maintenance contractors that cover a vast range of maintenance issues, so if there are any problems at your property and you do not have anyone who can help, don’t worry we have helpful skilled contractors at hand that can help.

Extension fees

In the event that a tenant remains in the rental property after the expiry of the original tenancy agreement, then an extension fee is payable by the landlord to Aeon Property Management Ltd of the original agreed commission rate, multiplied by the current rent amount. This is payable until the original tenants have vacated the property and surrender their tenancy.

Termination of the management agreement.

Either party may withdraw from the management agreement, if either party breaks any important terms and conditions of the agreement or if for any impractical or illegal matter. Three months’ notice must be given in writing, the whole management would fee would be payable in full for the whole fixed term of the tenancy agreement.

Indemnity

The landlord indemnifies Aeon Property Management Ltd against any expenses or liabilities incurred or imposed by the landlord.

Disclaimer

Aeon Property Management Ltd will carry out all services with reasonable skill and care, but do not guarantee to provide any warranty regarding the suitability of the tenants, timely rental payments or the ability to obtain vacant possession at the end of the tenancy. However, if rent guarantee insurance is acquired this could possibly eliminate possible rent arrears & legal costs.

Aeon Property Management Ltd are members of UKALA- UK Association of letting agents, CMP- Client money protection, ICO-Information Commissioner’s Office, DPS- Deposit Protection Scheme & PRS-Property Redress Scheme.

This information should be used as a guide only.

Please do not hesitate to contact us if you have any questions or inquiries or need any further assistants or advice.