Willow Estates Management offer a high service as standard at a competitive rate.

As a landlord myself I have experienced the many stresses that managing a property can bring, including the constant changing and expanding compliances list.

I offer a selection of Property Management services to suit each individual customer’s needs.

I will offer free advice and guidance to both the tenant and landlord throughout the duration of a tenancy and use my expertise to advise accordingly.

Prior to any properties being let by Willow Estates Management the owner / landlord must adhere to and comply with the current UK laws and legislation.

Mortgage

• If your property is mortgaged, you should obtain written consent from your mortgage company that it can be let out to a tenant through a letting agent. They may request clauses in the tenancy agreement, of which you must inform us of prior to completing the tenancy agreement.

Insurance

• You need to have in place valid landlord insurance. You must also provide a copy of your buildings insurance to Willow Estates Management for our records.

Leasehold Properties

• If you are a leaseholder, you need to check the terms and conditions of your lease and obtain necessary consent prior to letting, if required.

Council Tax

• Council tax is the responsibility of the occupier.  However, when the property is un-occupied / vacant it reverts back to the owner of the property / landlord.

Deposit Protection Scheme

• Willow Estates Management are members of the Deposit Protection Scheme (DPS). Willow Estates Management will lodge the security deposit on behalf of the landlord in the DPS custodial scheme. This will be within 30 days of the deposit being received and the tenant will be provided with full information relating to the deposit within the 30 days.

Gas and Safety Equipment

• In accordance with the Gas and Safety Regulation Act and any other regulations all gas appliances must be checked for safety reasons at regular intervals and not exceed 12 months. This will be completed by a Gas Safety registered engineer and relevant certificate will be issued and recorded.

• Willow Estates Management will keep a record of said inspections and arrange accordingly on behalf of the landlord. A fully working smoke detector must be on every floor and will be checked upon commencement of a tenancy, when the property is empty / vacant it is the owner’s responsibility to check the smoke alarms.  All gas boilers and multi-fuel burning fires/log burners must have a working CO2 alarm within 1 metre of each, the CO2 alarm/s will be checked upon commencement of a tenancy, when the property is empty / vacant it is the owner’s responsibility to check the CO2 alarms. All electrical items and plugs / sockets must be safe and in a usable condition to comply with Electrical Safety regulations and a valid EICR certificate on file.

Energy Performance Certificate

• All Homes being let must have a valid Energy performance Certificate (EPC).

Electrical Installation Condition Reports

• In accordance with latest government guidelines all properties to be let must have a valid EICR and copies provided to the Agent

General Condition of Property

• Electrical / Gas / Plumbing / Waste/ Central Heating and hot water systems must be safe and usable. 

• Repairs and maintenance are at the landlord’s expense and must be in full working order to the tenant(s).

Furnishings

• Properties can either be fully or part furnished with a full inventory completed prior to a new tenant or unfurnished. Unfurnished usually includes carpets / curtains / blinds, lampshades and a working cooker as a minimum.

Gardens and External Areas

• Gardens should be neat and tidy and rubbish free. Tenants are required to maintain the gardens where the garden is solely accessed by the property. Where a garden is shared by tenants, a gardener can be arranged by your letting agent if required.

Cleaning

• Prior to commencement of a tenancy the property should be cleaned thoroughly. Willow Estates Management are happy to instruct on of our cleaners if required at the expense of the landlord. If a property is not left in the condition it was in at the start of the tenancy, cleaning will be arranged at the expense of the tenant.

Keys

• The tenant/s will be provided with 1 set of keys for all doors in the property per named tenant of on the AST (if additional keys are required for a new tenancy then Willow Estates Management will arrange for more keys to be cut at the landlords expense).  If your property is to be fully managed, Willow Estates Management will also require one full set of keys for each door within the property.

Inventory

• A full inventory will be produced prior to new tenants, this will detail the condition of the property and a list of things provided to the tenant. Willow Estates Management  will produce a professional report evidenced with photographs and video evidence, this will also take place at the end of each tenancy prior to deposits being returned.

Property Inspections

• All inspections will require 24 hours notice in writing to the tenant unless deemed as an emergency. The tenant has the right to refuse any inspections but such refusals will be recorded. It is anticipated that inspections will take place every 6 months unless requested sooner by the tenant / Landlord.  A full report will be provided to both landlord and tenant within 30 days of the inspection.

Property Maintenance

• During managed tenancies Willow Estates Management will undertake any work up to a set price of £200.00 without requiring prior consent for works by the landlord or any works that is deemed as an emergency where the landlord could not be contacted.  Such work will be charged at a fee and further information can be found in the fee section.

• A £200.00 Maintenance Allowance will be deducted from the 1st rent received and will be held in the Landlord’s Client Account to be used as and when maintenance is required. If any or all of the £200.00 Maintenance Allowance is used, then the relevant amount will be deducted from the next rent collected, to ensure the £200.00 Maintenance Allowance is always held. This will cover (but is not limited to) maintenance, such as: annual gas certificates, EICR’s decorating, plumbing issues, cleaning etc.

• Willow Estates Management can also arrange for any planned work to be carried out during tenancies or whilst the property is vacant through our in-house team.

Terminating a Tenancy

• From the 1st May 2026 all Residential Tenancies will be on a Periodic Agreement. Tenancies can be terminated with 2 months notice by the Tenant. The Landlord can only evict using the new Section 8 Notice and MUST have a valid reason, using the new grounds for possession.

• It is not the Lettings Agent’s normal procedure to issue or take legal action to recover possession or any debt incurred.

• From the 1st May 2026 Section 8 Notices to recover possession will need to be served by and followed through by a solicitor or eviction specialist. Willow Estates Management can arrange on behalf of the Landlord at additional charge to the Landlord, or the Landlord can arrange directly with a service of their choosing.

• If the Tenant/s fails to vacate the property at the end of a valid Section 8, the possession will need to go to court and may result in requiring the bailiffs service to re-gain possession, any bailiff costs if required will be the landlord’s expenses.

Rent Arrears

• Willow Estates Management will endeavour to make every practical effort to recover any rent arrears by means of telephone calls / property visits and letters. If Un-successful, the landlord will be notified immediately for further instruction.

Empty Properties

• Willow Estates Management will notify the landlord when a property is vacant, or we believe the tenant no longer resides there. The landlord will be responsible for any empty properties related bills and expenses.

Data Protection

• Willow Estates Management is compliant with Data Protection and is registered with the ICO.  Willow Estates Management will store personal information correctly and for no other intention than Property Management.

Complaints

• Willow Estates Management aim to provide the highest standard to both the landlord and tenant. We are members of the Property Redress Scheme – www.theprs.co.uk

• The above-mentioned regulations are in accordance with current legislation.  This could be subject to change and it is the landlord’s responsibility ensuring that any amendment outlined by the lettings agents are fully met.  Landlords will be notified of any new legislation in writing or via email to the registered email address we hold.

Willow Estates Management Fee Policy

• Fees are payable immediately on a tenant entering into a tenancy agreement with the landlord.

•  Any monies owed will be deducted from the first month’s rent from tenant. Willow Estates Management will act solely from the date of the agreement until the termination of the tenancy agreement. 

•  If the landlord wishes to withdraw from the letting agent, the landlord will incur a cancellation fee equal to 50% or the monthly rent.

•  Termination of agreement is required in writing with at least 60 days’ notice. 

•  All deposits taken will be held securely with the Deposit Protection Scheme. Full details of which can be found at www.depositprotectionscheme.co.uk

•  Rental fees will be paid into a client account held with LettsPay inclusive of Client Money Protection, we hold separate accounts for each Landlord portfolio we manage.

•  Rental fees will be paid on an agreed day of the month into a nominated back account with a monthly rental statement and invoice of fees issued to the landlord. The letting agent will automatically deduct their fees prior to rent transfer.  Payment is usually made via BACS payment into the desired account.

•  Fully managed package set-up fees: This fee is payable at commencement of the tenancy. Willow Estates Management will deduct this from the first month’s rent.

•  All monthly % fees due to Willow Estates Management are due each month based on the rental amount due, not on the rental amount collected. Therefore, if the tenant does not pay their rent or the full amount of their rent due for that month, the full % of the fees is due to Willow Estates Management and if the letting agent is unable to deduct the amount due from rents paid, then the Landlord is liable to pay the fees owed and will be invoiced accordingly.

•  Annual Rent Reviews & Servicing of Legal Rent Increase Notice will be charged at £100 Per Tenancy.

•  Let Only Fees are payable prior to the signing of the tenancy agreement.

•  VAT is not currently added on any invoice/fee due as Willow Estates Management is not currently VAT registered. If this changes in the future all Landlords will be notified with a minimum of 1 month’s notice.

Willow Estates Management Additional Fees (if required)

• Gas Safety Certificates & Boiler Service can be arranged price from £110 (Plus VAT if Applicable).

• Oil Boiler Service & Certificates can be arranged price from £100 (Plus VAT if Applicable).

• Electrical Safety Certificate can be arranged from £200 (Plus VAT if Applicable) + additional cost for any remedial works required.

• Energy performance certificates can be arranged for a price from £99 (Plus VAT if Applicable).

• PAT Testing can be arranged from £95 (Plus VAT if Applicable) Location dependant for 1 – 5 Applicances, Additional Charge Per Item over 5 Appliances

• Rent Guarantee Insurance – Price varies depending on monthly rental amount and property type.

• Legionnaires Risk Assessment can be arranged from £100 (Plus VAT if Applicable) property and location dependant

• Smoke & Carbon Monoxide Alarms Supply & Installation can be arranged from £35 per alarm

• Pre & Post Tenancy Cleaning Service can be arranged, price per hour £25

• Additional property Inspections will be charged from £30 per visit.

• Additional / duplicate landlord statements will be provided at a price of £5 per statement.

• Court visits on behalf of Landlord will be charged at £100 per hearing

• Tenant Eviction / Bailiff visits on behalf of Landlord will be charged at £100 per visit

• Key Cutting & Locks – additional keys and locks can be purchased upon request, price dependant on style of key required.

• Work Instruction – 10% will be charged and deducted for any work carried out during a tenancy which Willow Estates Management have been instructed to authorise.

• Property Attendance – If we are required to visit the property to meet traders or additional visits to the property (not including the regular property inspections which are included in the monthly management fee) additional charges will apply