We take pride in operating with transparency at all times.
Please see below for our terms & conditions and fees for landlords
Standard tariff of landlord charges
Douglas & Gordon want you to be aware of the circumstances where you may incur a fee or charge in relation to services provided by us, including in relation to a tenancy arranged through us. This Tariff details our current fees and charges, which unless otherwise specified include VAT. The fees and charges shown are payable to, and will be invoiced by us.
All amounts due to us may be deducted from sums (including rent) received by us on your behalf before those sums are forwarded to you.
This Tariff is only a summary of parts of our Letting and Management Services Agreement and Standard Letting and Management Terms. You should refer to those documents for full details of our services and fees and charges. If there is any conflict or inconsistency between this Tariff and those documents, the terms of those documents will prevail.
We reserve the right to amend the fees and charges in this Tariff to reflect changes in our operating costs. Where you have signed a Letting and Management Services Agreement no fees and charges in any amended Tariff will affect you unless the amendments are expressly permitted by your Agreement and have been notified to you.
Letting & rent receipt fee
Payment is due in full upon commencement of the tenancy, for the whole of the agreed term, up to one year and then due annually thereafter.
(a) a tenant introduced by us occupies the property you have instructed us to let or one of your other properties;
(b) a person introduced by a tenant introduced by us occupies the property you have instructed us to let;
(c) a person “associated” with a tenant introduced by us occupies the property you have instructed us to let – this includes some relatives and business associates and is fully defined in the Standard Letting and Management Terms;
Amount: (£600.00 minimum fee applies)
Initial let of 6 months or more: 11% of the rent due + VAT (13.2% inc VAT)
Initial let of less than 6 months (inclusive of management): 26% of rent due + VAT (31.2% inc VAT)
Renewals & Extensions: 10% + VAT 12% inc VAT)
Payment is due in full upon the tenancy being renewed or extended (including hold overs and change of sharer). Payment is due in advance up to one year and then due annually thereafter.
Payable during the whole time we provide a management service. This fee is in addition to the Letting & Rent Receipt Fee. Payment is due at the same times as the Letting & Rent Receipt Fee is due.
Amount: 6% of rent due + VAT (7.2% inc VAT)
Vacant management fee
Payable during the whole time we provide a vacant management service. Payment is due monthly in advance.
Amount: £200.00 (inc VAT) per month
Handling insurance claims of more than £1,000
Payable where we are providing a management service and it is necessary to lodge and oversee an insurance claim for more than £1,000. We will only charge this fee if we have notified you in advance. Payment is due on receipt of our invoice.
Amount: 10% + VAT of the value of the claim (12% inc VAT)
Payable where we are providing a management service and we oversee significant repairs/improvements. We will only charge this fee if we have notified you in advance. Payment is due on receipt of our invoice.
Amount: 12.5% + VAT of the ex-VAT cost of the work (15% inc VAT)
Contractor referral fees
Payable by contractors we instruct to do work on your behalf. These fees are only payable by the contractors and not by you and only where they have agreed to pay them. Payment is due by a contractor on the terms we have agreed with them.
Amount: Up to 12.5% + VAT of the total of the contractor’s invoice (exc VAT)
Letting in contractors etc
Payable where we are providing a management service and we are required to attend your property to let in utility company employees/contractors/repairers etc. Payment is due on receipt of our invoice.
Amount: £30.00 (inc VAT) attendance fee + £30.00 (inc VAT) per hour waiting time
Payable where you ask us, and we agree, to provide any service which you and we agree will be charged for at our standard hourly rate. Payment is due on receipt of our invoice.
Amount: £60.00 (inc VAT) per hour
To cover the cost of a professional tenant referencing service providing a reference on a potential individual tenant, guarantor or company tenant. Payment is due at the time the tenancy is entered into or extended or renewed. Note the fee is per tenant, guarantor or company named on the tenancy agreement. e.g. two named tenants and two named guarantors = 4 fees.
Amount £50.00 (inc VAT) per reference for the first two references then £25.00 (inc VAT) for any further references
Arranging safety checks
Payable where we are not managing the property and you ask us to arrange for any gas or electrical safety checks to be carried out. Payment is due on receipt of our invoice. Note: this fee does not include the contractors’ fees, which will also be your responsibility.
Amount: £60.00 (inc VAT) per check
Inventory check-in & check-out fee
The amount due will depend on the amount charged by the independent inventory clerk engaged by us and will be notified to you once it has been notified to us. Funds will be withheld from your account to cover the cost unless you instruct us otherwise.
Tenancy agreement fee
Payment is due at the time of payment of first instalment of rent. Note: the figure shown assumes you are using us to prepare the tenancy agreement. The fee may vary in other circumstances.
Amount: £500.00 (inc VAT)
Deposit administration fee (where a Zero Deposit Guarantee is not being used)
Payable where you ask us to protect a deposit under the terms of the Tenancy Deposit Scheme or the Deposit Protection Service. Payment is due on receipt of our invoice.
Amount: £30.00 (inc VAT) per deposit per annum
Replacement, Removal or Adding a Tenant Fee
Change of Tenant Fee Payable to cover the drawing up of a new tenancy agreement or deed of assignment should a tenant(s) in a shared property be replaced by another tenant(s). Payment is due at the time the tenancy is entered into or extended or renewed. Funds will withheld from your account to cover the cost unless you instruct otherwise.
Amount £250.00 (inc VAT) + referencing costs
Extension of tenancy fee
Payable to cover the drawing up of the necessary paperwork if a tenancy is extended beyond its original term. Payment is due before the signed extension agreement is delivered to the tenant
Amount: £250.00 (inc VAT)
Sending statements by post fee
Payable where you ask us to send paper copies of Statements of Account to you by post. Payment is due on receipt of our invoice.
Amount: £5.00 (inc VAT) per statement
Douglas & Gordon are members of The Property Ombudsman (TPO) which provides a free, impartial and independent service for the resolution of disputes between consumers and property agents. We follow TPO’s Codes of Practice which set the standard expected from property professionals. TPO’s Codes of Practice can be found on their website www.tpos.co.uk or can be requested directly from us. TPO’s service is free of charge to consumers.
We are members of the Client Money Protection (CMP) Scheme run by RICS (view certificate), further details of which can be found on their website https://www.rics.org/uk/upholding-professional-standards/regulation/firm-regulation/client-money/
NFoPP Regulation is the body responsible for regulating companies which fall within the jurisdiction of the Association of Residential Letting Agents (ARLA).
Douglas & Gordon is an ARLA Licensed Member.
CLIENT MONEY PROTECTION (CMP) PROVIDED BY RICS
INDEPENDENT REDRESS PROVIDED BY TPO