Management Letters and Forms

Professional Series Letters and Forms

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The Letters and Forms can be used by letting agents in situations they may encounter in the course of running a property management business.  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 company details and can be purchased as a pack on their own through the Letting Centre Shop or as part of the Pro-Gold Membership.

Management Forms:

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

Standard Letters:

  • BANKDET – Letter to LL requesting bank details
  • 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
  • CHECKOUT 3 – To tenant enclosing cheque less deposit deductions
  • CNCLTBSE – To council tax office – charge new tenant
  • CONFFTO – Confirmation to landlord – find tenant only
  • CONFIRMT – Confirmation to tenant of tenancy application
  • CONFIRMTA – Tenancy confirmation letter
  • CONFLL1 – Confirmation to landlord of new tenancy
  • CONFLL2 – Confirmation to landlord of occupation
  • CONFPROP – Confirmation to landlord to take on property
  • DATAEN – Data Protection Disclosure authorisation
  • DILAPS1 – To tenant(s). Letter pointing out dilapidations
  • E-ACCESS – Letter following emergency access
  • EARLYTER – To tenant following req. for early termination
  • ESTIMATE – To landlord, estimate for works at property
  • 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
  • GASLL – To landlord. Request to carry out 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
  • HOLLETLL – To landlord. Confirmation of holiday letting
  • INSPRPT – Basic inspection report
  • LATE1 – To tenant. First late rent letter
  • LATE2 – To tenant. Section late rent – issue s8 notice
  • LATE3 – Letter to LL re rent arrears
  • LATE4 – Letter to LL re rent arrears and contacting guarantor
  • LATE5 – Letter to LL re rent arrears starting possession proceedings
  • LATECRT – To tenant(s). Late rents – letter prior to court
  • LLELREM – Advice to landlord – issues following elec. check
  • LLENQRY – To landlord following first enquiry
  • LLFFREGS – To landlord. Re non-compliant furniture
  • 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
  • NUISNCE1 – To tenant(s). Following nuisance/disturbance
  • NUISNCE2 – To tenant(s). Final letter before action
  • PETS – To tenant(s). Granting permission for pets
  • PESTLL – To landlord. Tenant(s) requesting to keep pet
  • 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_TEN - Reference re. previous tenant from third party
  • REF_TRAD - Reference for company tenant (trade ref)
  • RENEW1 - To LL re tenancy renewal
  • RENEW2 - To tenants re tenancy renewal
  • RENEW3 - Form/letter for tenants to sign re tenancy renewal
  • RENEW4 - To tenants confirming tenancy renewal
  • RENEW5 - To landlord confirming non-tenancy renewal
  • RENEW6 – To tenant confirming statutory periodic tenancy
  • RENTREF - Reference to bank or building society re tenant
  • REPAIRLL - Letter advising landlord of impending repairs
  • REPAIRLL2 - Letter advising landlord of outcome of repair visit
  • 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