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At Stonelink International, we provide landlords with a comprehensive overview of our management process, delivering absolute transparency from the outset.

Outlined below is our current Landlord Lettings and Management Protocol, which reflects a proactive and professional approach to property and portfolio management.

Short on time? Connect with our team for a introductory consultation. Call: +44 (0) 207 993 4081 or contact us now.

Contents

  1. Property Valuation – Free!
  2. Letting Only Service
  3. Rent Collection Service
  4. Full Management
  5. Landlord Fees
  6. Client Money Protection
  7. Inventories
  8. Deposit Returns
  9. Consent To Let & Structural Approvals
  10. Utilities, Statutory Charges & Landlord Outgoings
  11. Tax Matters & Non-Resident Landlord (NRL) Compliance
  12. Assured Periodic Tenancy Agreement (APT)
  13. Legal Matters & Industry Compliance
  14. The Property Ombudsman Code of Practices
  15. The Renters’ Rights Act: Essential Landlord Compliance

Property Valuation is free!

Set up a time to have your property valued by one of our experienced property broker’s. Simply call: + 44 (0) 207 993 4081 or click here and send your request for a free valuation.

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Letting Only Service

Our Premium Lettings Only service is engineered for proactive landlords who wish to retain day-to-day management control but require Stonelink International’s institutional marketing reach, elite referencing infrastructure, and comprehensive compliance setup.

This premium service includes:

  • Market Appraisal: The rental valuation and data-driven market review of your property to optimise yield and attract high-caliber tenants.

  • Compliance & Asset Advisory: Specialist advice on property presentation, optimised furnishing configurations, and crucial health and safety regulations to ensure absolute asset compliance before marketing.

  • Omnichannel Global Marketing: Deployment of a tailored marketing campaign across the Stonelink International website, premium and selected property portals, targeted social media, and customised PR campaigns. This is paired with high-frequency direct match calls and email campaigns to our active global database of relocation corporate applicants, high-net-worth individuals, and pre-vetted professionals.

  • Accompanied Viewings: Full accompaniment of prospective tenants on all viewings by our experienced property specialist to build value and secure premium offers.

  • Elite Tenant Referencing: Rigorous, multi-layered verification of all applicants executed via our premier third-party supplier, The Lettings Hub. You will receive an Elite Comprehensive Report for every prospective tenant, verifying employment, financial stability, credit footprint, and landlord history.

  • Assured Periodic Tenancy Agreement Preparation: Drafting and executing an airtight, legally compliant Assured Periodic Tenancy Agreement (APT) tailored to current statutory housing frameworks.

  • Financial Onboarding: Collection and secure reconciliation of the initial rent payment and the contractual security deposit.

  • Deposit Structuring & Protection: Security deposits are structured in strict accordance with statutory caps: five (5) weeks’ rent where the annual rent is under £50,000, or six (6) weeks’ rent where the annual rent is £50,000 or above. All deposits are held securely and registered in full compliance with the Deposit Protection Service (DPS) www.depositprotection.com.

  • Standing Order Execution: Setup of a secure direct standing order mandate to ensure all future monthly rent payments are systematically and automatically routed directly to your designated bank account upon the commencement of the tenancy.

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Rent Collection Service

Our Rent Collection service is designed for hands-on landlords who wish to retain day-to-day property maintenance duties but require Stonelink International’s rigorous financial infrastructure to secure, track, and reconcile all rental income with absolute precision.

This comprehensive service includes all of our standard Lettings features plus:

  • Financial Onboarding & Setup: Collection, verification, and secure reconciliation of the initial rent payment and the statutory security deposit upon the execution of the lease.

  • Automated Payment Infrastructure: Setup and deployment of a secure, automated standing order mandate to ensure all future monthly rent payments are systematically routed from the tenant.

  • Global Capital Routing: Seamless distribution of your monthly rental income into the designated bank account of your choice—fully supporting transfers to both UK and international bank accounts.

  • Precision Financial Reporting: Monthly delivery of a comprehensive, transparent Statement of Account paired with the corresponding invoice for your tax and corporate records—delivered on time, every month, without exception.

Commercial Fee Structure:

  • Rent Collection Fee: £205.00 + VAT per billing cycle, applied each time rent is collected on your behalf.

  • Payment Terms: Fees are payable in advance or seamlessly deducted and settled directly against the gross incoming monthly rent before distribution.

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Full Management

Our Full Management instruction is a comprehensive, hands-off solution designed to maximise asset performance, protect your property’s capital value, and insulate you from daily operational friction.

This complete premium service includes all of our standard Lettings features plus:

  • Condition Mapping: Procurement of a professionally prepared, highly detailed inventory of contents and structural condition executed by our trusted, independent third-party inventory firm at the start of the tenancy.

  • Proactive Maintenance Governance: Comprehensive oversight and arrangement of routine and emergency property maintenance using our fully insured, vetted contractor network.

  • Total Tenant Liaison: Managing all day-to-day tenant inquiries, maintenance requests, and operational concerns to ensure our signature standard of service is seamlessly and consistently delivered.

  • Utility & Council Tax Reconciliation: Organising and coordinating with tenants to ensure the seamless, verified transfer of all utility accounts (including electricity, gas, water) and Council Tax liabilities upon move-in and move-out (unless explicitly specified that the landlord is covering a particular utility expense).

  • Fiduciary Deposit Administration: Administrative processing of the tenant’s security deposit return and distribution, subject to the property being returned in a satisfactory condition according to the inventory benchmarks.

  • Dispute Safe-Harbor: In the event that an official deposit dispute arises between landlord and tenant requiring our strategic intervention, administrative filing, or evidence compilation, our specialised Security Deposit Disputes Administration Fee will apply.

  • Continuous Tenancy Lifecycle Sourcing: Proactively monitoring lease milestones to source, vet, and secure high-caliber replacement tenants prior to the expiry of the existing term, eliminating unnecessary void periods.

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Landlord Fees

Landlord Schedule of Fees & Services (Version 2026)

The following fees are payable by the Landlord to the Agent following the successful introduction of a tenant who enters into a tenancy agreement.

Regulatory Notice on VAT: All fees listed below are exclusive of Value Added Tax (VAT), which is calculated and applied at the prevailing statutory rate (currently 20%). This may be subject to adjustment in accordance with His Majesty's Revenue & Customs (HMRC) directives.

1. CORE HIERARCHY OF MANDATES

Letting Only Service

Commission Fee: 12% plus vat of the annual rental income, subject to a strict minimum base of £1,750.00 plus vat.

Management Only Service

Commission Fee: 8% plus vat of the monthly rental income, subject to a minimum base of £150.00 plus vat per month.

Combined Let & Management Service

Commission Fee: 18% plus vat total of the rental income, split and processed as follows:

    • 12% plus vat of the annual rental income (minimum £1,750.00 plus vat Lettings Commission).

    • 6% plus vat of the monthly rental income (minimum £150.00 plus vat Monthly Management Commission).

2. COMPLIANCE & TENANCY ADMINISTRATION FEES


Landlord Tenancy Administration Fee 1 (New Tenancy Setup)

Fee Structure: £250.00 plus vat per tenant.

Remit Covered: Full tenant reference checks, guarantor verification (must be UK-based), statutory Right to Rent checks, collation of mandatory Property Compliance Documents, preparation of the baseline Tenancy Agreement, and secure off-site digital safekeeping/storage of all compliance paperwork.


Landlord Tenancy Administration Fee 2 (Tenancy Lifecycle Management)

Fee Structure: £250.00 plus per property / event.

Remit Covered: Handling general mid-tenancy changes and ongoing statutory property notices. This includes drafting contract variations (such as a change of tenant or replacement occupier agreements), processing formal Notices to Quit, and executing standard Section 8 (Statutory Possession Notices) using the mandatory Form 3A. 


Landlord Tenancy Administration Fee 3 (Statutory Rent Reviews & Section 13)

Fee Structure: £250.00 plus vat per notice.

Remit Covered: The formal process of increasing rent under the current legal framework. This includes conducting a forensic local market valuation to justify the increase, drafting the legally mandated paperwork, and executing the formal Section 13 Notice (Form 4A) to ensure the increase cannot be thrown out by a First-tier Tribunal due to administrative errors.


PRS Database & Landlord Ombudsman Onboarding

Fee Structure: £250.00 plus vat per property registration. 

Remit Covered: Managing your mandatory legal entry onto the new government property portal. This includes handling the initial compliance upload, linking the asset to the mandatory Landlord Ombudsman Scheme, and managing the required annual digital compliance updates to ensure your right to serve possession notices remains legally active.

 

Security Deposit Protection & Disptues

Baseline Custodial Registration: FREE with the Deposit Protection Service (DPS)

Deposit Disputes Administration: Invoiced at our executive advisory rate of £205.00 plus vat per hour, capped at a maximum ceiling of £850.00 plus vat per day. Covers negotiating claims, compiling evidence packets, drafting formal witness statements, and managing alternative dispute resolution (ADR) submissions.

 

3. SAFETY, INFRASTRUCTURE & CONTRACTOR CALL-OUTS

Certification / Maintenance Event Frequency Fee Structure (Excl. VAT)
Gas Safety Certificate (GSC) & Boiler Service Annual £195.00 plus vat
Electrical Installation Condition Report (EICR) 5-Yearly £300.00 plus vat (Remedial works estimated separately if report is 'Unsatisfactory')
Energy Performance Certificate (EPC) 10-Yearly £175.00 plus vat
Standard Weekday Call-Out Inspection Mon - Fri (9am - 6pm) £175.00 plus vat / hour (Excludes parts, materials, and parking)
Emergency / Out-of-Hours Call-Out Weekends & Evenings £255.00 plus vat / hour (Excludes parts, materials, and parking)

 

4. THIRD-PARTY INVENTORY FEES

Independent verification of property condition is a Landlord liability. Fees are tiered by property configuration:

Property Size Professional Check-In Fee Professional Check-Out Fee
Studio / 1 Bedroom Flat £200.00 plus vat £170.00 plus vat
2 Bedroom Property £225.00 plus vat £190.00 plus vat
3 Bedroom Property £235.00 plus vat £210.00 plus vat
4 Bedroom Property £275.00 plus vat £230.00 plus vat
5 Bedroom Property £310.00 plus vat £250.00 plus vat

 

5. BESPOKE REQUESTS & SPECIALISED ADVISORY

For specialised interventions, developer logistics, and administrative escalations falling outside your core management remit, services will be invoiced at our executive advisory rate of £205.00 plus vat per hour, capped at a maximum of £850.00 plus vat per day:

  • Supervising contractors, maintenance personnel, and coordinating major furniture/white-good asset deliveries per property.

  • Processing third-party post, correspondence, utility billing reconciliation, and key-cutting.

  • Providing on-site clerk presence (waiting at properties, picking up/delivering emergency assets or sensitive documentation).

  • Liaising, communicating, and working directly with Party Wall Surveyors on adjacent structural developments.

  • Preparing and managing building licensing applications, HMO compliance, and applying for consent to let (excluding any third-party or local authority statutory fees). 

  • Dealing, liaising, and working with insurance companies, their associated insurance risk assessors, or handling and processing complex structural insurance claims.

  • Handling protracted, complex cross-border correspondence on your behalf with overseas or multi-jurisdictional entities.

  • Managing ongoing high-friction tenant disputes, Compiling formal evidence packs, preparing detailed witness statements, and managing alternative dispute resolution (ADR) submissions.

  • Providing formal case preparation, solicitor instruction liaison, and witness reporting for First-tier Tribunal or Court possession proceedings.

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Client Money Protection

Client Money Protect Insurance

Stonelink International (London) Limited provides Client Money Protection for Landlords & Tenants and is a member of Client Money Protect (CMP).

1. Click the link and view the Client Money Protect (CMP) website:  https://www.clientmoneyprotect.co.uk/

2. Click here and view our Client Money Protect Certificate 

3. Our Client Money Protect (CMP) Membership number: CMP003887

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Importance of Independent Inventories

Securing an independent, comprehensive inventory is the single most effective action a landlord can take to safeguard their property and protect their rental yield. Under standard tenancy regulations, tenants are legally required to return the property and its contents in the same condition as documented at the start of the lease—excepting normal wear and tear.

  • The Burden of Proof: Without a detailed, signed baseline report from the start of the tenancy, it is virtually impossible to legally prove that a tenant caused property damage or neglected professional cleaning standards.

  • The Value of Impartiality: Stonelink International strongly advises utilising an independent, third-party inventory clerk. In the event of an official deposit dispute or First-tier Tribunal hearing, adjudicators and judges routinely dismiss self-made landlord inventories as biased or unverified. An objective, third-party report provides an undisputed legal audit trail.

  • The Property Assessment Cycle: If instructed, we will coordinate a professional third-party inventory and Check-In report before the tenancy begins. At termination, a corresponding Check-Out inspection is completed by the clerk to evaluate changes, distinguish tenant damage from ordinary structural wear and tear, and provide an expert opinion on repair allocations.

Strict Statutory Windows for Amendments: In accordance with the Association of Independent Inventory Clerks (AIIC) regulations, both landlords and tenants are granted a strict 7-to-14-day statutory review window (typically finalised within 7 days of receipt) upon the distribution of any digital Check-In or Check-Out report. Any requested revisions, queries, or supplementary photo evidence must be submitted in writing within this period before the document becomes a legally binding record of the property’s condition.

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Deposit Returns

The administration, processing, & return of a tenant’s security deposit at lease termination must adhere to strict statutory timelines & evidence-led verification to mitigate financial risk.

  • DPS Custodial Protection: In compliance with UK statutory requirements, the security deposit is protected and held securely within the Deposit Protection Service (DPS) www.depositprotection.com

  • Independent Checkout Examination: Immediately upon the conclusion of the tenancy, a comprehensive physical inspection is conducted by an independent, third-party professional inventory clerk. All property keys must be surrendered and signed out at this precise moment.

  • The Evidence Review Period: Upon issuance of the official Checkout Report, both Landlord and Tenant are granted a 14-calendar-day window under standard industry guidelines to review the comprehensive findings, cross-reference them against the initial Check-In inventory, and request any essential clarifications or amendments.

  • The 10-Day Statutory Statutory Repayment: Once a final deduction figure is mutually agreed upon in writing by both parties, the undisputed portion of the deposit must legally be released and returned to the tenant within 10 working days.

  • Independent Adjudication: If an amicable compromise cannot be reached regarding property damages, missing assets, or professional cleaning defaults, the dispute must be escalated formally to the DPS Alternative Dispute Resolution (ADR) service. Both parties must submit objective, time-stamped evidence, and the decision of the independent DPS adjudicator shall be final and legally binding.

Strategic Directive: To ensure your claims are successful during adjudication, any proposed deductions must be backed by an airtight audit trail. For detailed instructions on evidence thresholds, timelines, and burden of proof metrics, please refer to the official:  DPS Introduction to Disputes and Damages Guide

 

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Utilities, Statutory Charges & Landlord Outgoings

Responsibility for ongoing operational costs and structural outgoings is strictly defined between the parties during the tenancy lifecycle.

  • Tenant Responsibilities: Unless explicitly negotiated, agreed, and stated otherwise within the tenancy agreement, the tenant is solely responsible for the direct payment of all consumable utility bills and local services—including gas, electricity, water, telephone/broadband, Council Tax liabilities, and television licensing.

  • Landlord Outgoings: As the property owner, you remain continuously and solely liable for the payment of all communal service charges, ground rents (where applicable in leasehold properties), and comprehensive buildings insurance policies (mandated for freehold and leasehold multi-unit structures) to preserve the legal standing of the asset.

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Tax Matters & Non-Resident Landlord (NRL) Compliance

Under the UK Non-Resident Landlord Scheme, letting agents are legally mandated to deduct Basic Rate Tax (currently 20%) from net rental income before distributing funds to landlords whose usual place of abode is outside the United Kingdom.

Gross Payment Approvals: Overseas landlords can apply to His Majesty’s Revenue and Customs (HMRC) for an exemption to receive rental income without deductions. Provided your UK tax history is up to date, HMRC will issue an authorisation certificate directly to Stonelink International.

The NRL1 Application: To secure gross payment status, you must personally complete and submit Form NRL1 to HMRC. As your property manager, we can provide the form, but statutory regulations dictate that the application must be executed directly by you or your authorised tax accountant.

Mandatory Withholding: If HMRC approval is not actively in our possession before a rental distribution becomes due, we have no legal alternative but to withhold the required tax at source and remit it to HMRC quarterly.

Financial Reconciliation: Any tax deductions withheld by us in the first quarter can be instantly refunded if your exemption certificate is received before that quarter concludes. Deductions settled after the first quarter can only be reclaimed directly from HMRC following the end of the tax year.

Disclaimer: Stonelink International does not provide formal tax or accounting advisory services. Overseas asset structures vary, and you are strongly advised to seek independent guidance from a qualified accountant or professional tax specialist.

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Assured Periodic Tenancy Agreement (APT)

The Tenancy System: Assured Periodic Tenancies (APT)

Following historic legislative reforms under the Renters’ Rights Act, the traditional Assured Shorthold Tenancy (AST) has been entirely abolished across the UK private rented sector. All new and existing tenancies have been unified into a single system of Assured Periodic Tenancies (APTs)

An Assured Periodic Tenancy is a continuous, “rolling” agreement with a definitive start date but no fixed end date or set expiration period. The agreement naturally rolls from one rental period to the next (typically on a monthly basis) until either the tenant gives valid notice or the landlord obtains a court possession order under specific, statutory grounds.

Abolition of Fixed Terms & Break Clauses

It is now legally prohibited to lock a tenant into a fixed term (such as a standard 12-month contract) or to implement a traditional landlord break clause. Any clause in an agreement attempting to bind a tenant to a set duration or restrict them from leaving is legally void, and landlords attempting to issue fixed-term contracts face heavy financial penalties of up to £7,000 from local authorities.

Tenant Notice and Security of Tenure

Under an APT, tenants possess unparalleled flexibility and security. A tenant holds the statutory right to end the rolling tenancy at any point from day one of the agreement by serving a minimum of two (2) months’ written notice to the landlord. The notice must be timed so that the tenancy officially concludes on the last day of a rental period (typically the day before the rent is normally due).

Landlord Grounds for Possession

Because “no-fault” evictions (Section 21) have been completely eliminated, a landlord can no longer terminate a tenancy simply because a timeline has passed. To regain possession of your property, you must serve a formal Section 8 Notice based on strict, legally valid statutory grounds.

The 12-Month Immunity Window: For the first 12 months of a brand-new tenancy, landlords are restricted from using major mandatory grounds, such as wanting to sell the property or choosing to move back into the property themselves.After this initial 12-month period expires, these grounds become fully actionable.

Behavior and Arrears: Grounds relating to tenant fault—such as structural property neglect, anti-social behavior, or severe, persistent rent arrears—remain fully enforceable at any point during the lifecycle of the tenancy.

We will be delighted to guide you through the compliance frameworks of the APT landscape to ensure your portfolio remains protected and high-yielding.

Official Statutory Frameworks

To review the official government guidance on current rental regulations, compliance mandates, and your legal safety obligations as a property owner, please refer to the following official resources:

UK Gov’s Home Ownership Schemes, Mortgages, and Buying/Selling Guidance

UK Gov’s Official Guide to Assured Periodic Tenancies for Private Landlords

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The Property Ombudsman Code of Practices

TPO Code of Practice - residential

Stonelink International (London) Limited is a member of The Property Ombudsman Scheme (TPO) and we adhere to the following;

Section 14 of the TPO Code of Practice for Residential Estate Agents
Click the link and download the guide: https://stonelinkinternational.com/wp-content/uploads/2025/04/tpo-residential-estate-agents.pdf

Section 19 of the TPO Code of Practice for Residential Letting Agents
Click the link and download the guide: https://stonelinkinternational.com/wp-content/uploads/2025/04/tpo-residential-lettings-agents.pdf

Complaints
As your Agent we aim to perform on instructions from our Clients in an efficient manner.

The Agent hopes that the Client will not need to complain but recognises that in isolated circumstances there may be complaints.

Click Complaints Procedure for a copy of our Complaints Procedure.

Our TPO Agent Membership ID: D7618-0

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The Renters’ Rights Act: Essential Landlord Compliance

The Renters’ Rights Act Information Sheet 2026

The Renters’ Rights Act introduced sweeping statutory changes across the private rented sector, establishing new rights for tenants and strict regulatory mandates for all private landlords.

To remain fully compliant and avoid severe financial penalties, landlords must understand how these rules reshape asset management:

  • The Mandatory Information Disclosure: Landlords are legally required to serve the official, comprehensive statutory disclosure document to all tenants. This framework outlines the complete overhaul of Section 21 “no-fault” eviction notices, new restrictions on rent increases, the abolition of fixed-term contracts, student let exemptions, and a tenant’s statutory right to request a pet.

  • Scope of Application: This mandatory disclosure applies to any tenancy that was originally classified as an Assured Shorthold Tenancy (AST), any tenancy created or renewed, or any agreement that features a wholly or partly written record of terms (including standard written tenancy agreements).

  • The Compliance Deadline & Penalties: For existing tenancies, this document must be formally served, receipted, and logged. Local authorities are enforcing these disclosure timelines aggressively; failure to issue the mandatory information sheet or compliance disclosure within the statutory window carries an immediate civil fine of up to £7,000 per breach.

This information sheet explains how the new rules may affect your current tenancy.
Click on the link to learn more: The Renters’ Rights Act Information Sheet 2026

or visit: https://www.gov.uk/government/publications/the-renters-rights-act-information-sheet-2026

 

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