Landlord Preference & Legal Requirement Form

Hi there, there are two options below to choose the relevant forms that apply to you. If you are transferring management from another letting agent click the link below. If this does not apply click next bottom right.

If you have any questions or need help with completing the forms give us a call on 01315100051:

1.Transfer property from another agent then please click this link to complete the relevant forms -https://form.jotform.com/221014317190341

2.All others please click next below to continue these forms

SPM Landlord Preference & Legal Requirement Forms

To come on board for our full management service simply complete this form, you have the option to upload your ID and proof of ownership however you can email this to your property manager if easier. At the end there is also a section to upload anything you feel is helpful e.g house manual, photos showing location of parking space or private garden (if not clear) - feel free to do this or email separately.
1.Landlord Personal Details:

Please ensure the name of the legal owner of the property is put below, if it is a LTD company that owns the property please include that below & the name of the director (s)
Please confirm the email for a copy of your forms to be sent to upon submission
example@example.com
Is the property owned by a LTD Company?
LTD Company Name
Company Number
When is your year end accounts due e.g 31/12/2025
Our system can be set up to have a year end summary statement produced for this
Is there more than one owner on the title deeds?
If you are not the legal owner but completing these forms on behalf as hold permission to do so please confirm here (otherwise skip question):
As you are not the official owner we will require a document confirming the permissions held by you. If it is an informal arrangement between you and the owner then a letter from the owner will suffice, if it is a formal arrangement then a solicitors letter/confirmation is required.

Within the form we do require the official owners names as this will be the names added to our system so the tenancy agreements are in the correct names as well as rental statements for accounts purposes so please do provide those details where requested. The email address and phone number can be your details so that all correspondence is issued to you.

At the end you can upload a copy of this or email to your Property Manager when you hear from them. At the end it also asks for copies of ID, we will require this for both yourself and the owners.
Please confirm your full name, correspondence address, email address and phone number
Please note official documents will be addressed to the official owners however the contact details listed above will be where correspondence is issued.
Please confirm registered correspondence address for company
Please confirm the full name + any birth/previous name(s) if applicable, personal addresses, place and date of birth of all company directors
Please confirm the full name +maiden if birth/previous name(s), personal addresses, place and date of birth of all owners
Please confirm contact numbers and email addresses (if applicable put the name of person beside)
Email addresses provided will receive all correspondence including maintenance notifications and monthly rental statements
If you have an emergency contact to use where you cannot be reached please provide name, phone number & email address below -
Do any owners have any criminal convictions
If yes please provide details
Date of purchase for rental property:

DayMonthYear
2 digit day, 2 digit month, 4 digit yearDate
Mortgage Lender
Type n/a if not applicable
Approval from lender
Do you require a mortgage letter advising on rental potential? (if yes your property manager will email within 1 working day of your completed forms)
2.Rental Property Details

Please input as many details as you can as this will help us ensure the relevant facilities & services included/excluded are correct on the advert and tenancy agreement.
Full Address

Street Address

Street Address Line 2

CityPost Code

(any other address format e.g flat 1 also known as 1F1
Type of property:
e.g Flat/studio/house
Level/Floor:

Other
Council Tax Band
if known

Rooms:

Rows	Quantity	Comments if applicable
Bedrooms
Lounge
Kitchen
Bathroom
Shower room
Ensuite
Dining room
Storage/box
Attic

Any comments on rooms/additional rooms not listed
The tenancy agreement asks to detail any areas/facilities to be excluded from the let - please detail these below
The tenancy agreement requires details of any services to be included in the rent - please detail below e.g garden maintenance, stair cleaning - please advise if this is paid by you or if tenants will need to pay service provider direct (if the latter please advise the cost)
The tenancy agreement requires details or any shared areas/facilities - please detail below e.g laundry facilities, gym
Parking:

Other
Parking space number/location
Is a permit required?

Other
Garden Access:

Other
Garden access details:

Other
Garden details:

Other
Lift access
Furnishings
Furnishings comments
if applicable provide any comments on furnishing e.g anything that will be removed or still to be provided, anything that will be left as a gift e.g TV left but will not replace if breaks during tenancy
Approximate date last decorated
Approximate age of flooring:
Type of heating:
With electric heating the Repairing Standard states the heating must be a fixed system (hard wired electric heating) - please confirm below that this is the case:

Other
Is there a factor for the building/development
Please provide factor name and point of contact if there is one
Factor payments & correspondence

Other
If you have selected that all bills and correspondence will be issued to SPM to deal with these must be issued by email using accounts@southsidemanagement.com
Please detail any intended works prior to new tenancy
e.g replacing carpets/painting etc
Are you managing this yourself or do you require SPM to be involved

If you are planning on doing works prior to letting the property and require SPM to manage then depending on the level of work it may fall under our Project Management Service. Managing Standard Maintenance reported during the tenancy is included in your management fee e.g appliance faults, boiler breakdown and small repairs - SPM do not take any commission or kickbacks from contractors.
Where works are more extensive or the value is over 2x the monthly rental* this would require involvement from our Project Management Service. Full details of this service can be found on this link *There may be a few exceptions e.g replacement boiler would not require project management. Generally where the cost is over 2x months rent or there are multiple contractors involved in the works then it would be something your Property Manager would hand over to our Project Management team. The cost of this service is depending on the value of works - table below shows some examples:

Value of works (inc VAT)	PM Fee	Value of works (INC VAT)	PM Fee
Up to £3500	£325 (£390 inc)	£5001 - £7500	£645+VAT (£774)
£3501 - £5000	£475+VAT (£570)	£7501-£10000	£895+VAT (£1074)

For any works and or compliance being arranged prior to the first let that is not going through Project Management, SPM are happy to arrange and can deduct off the first rental, however if the funds are to go over 50% of one months rent we would require funds in advance which will be held in a non interest bearing client account and the contractors would be paid on receipt of invoice. When there is an active tenancy, for works that are less than 2x months worth of rent we do not require funds upfront, where the costs are over this value you will be given options for arranging payment prior to the works being instructed.

Property Keys - SPM require 2x full sets for our office + an additional set per tenant

Other
Please note we do require the keys ASAP as with limited sets available this can cause issues e.g if the photographer is using but contractors need access or viewings are happening when contractors need access this can cause delays if required sets aren't available.
Key details
If there is any relevant/useful information for keys please detail here e.g fob required for main door, bin store key in property, 1xparking fob available etc
Any codes required for entry/security alarm/fire panels
3. Letting preferences
How long do you intend to let the property

Other
Letting Requirements

Other
As you have found own tenants please confirm what you require:
As you require reference checks to be carried out please provide the contact details of the 'lead' tenant and we will contact them to provide all details and supporting documents to carry this out.

Please bare in mind that the cost for the vetting and referencing is per group that you provide for us to contact (1st group is not charged as included in management fee). If the group withdraw before referencing has started then there will be no cost for that group incurred.
Please confirm tenancy start date, monthly rental amount and deposit amount agreed here. if you have already protected the deposit with a scheme please confirm the name of the scheme as well
Does anyone require to be notified for access prior to a tenancy starting
Please provide name and contact details (if it is you that needs to be notified you can just put 'landlord')
Marketing Material

For professional photos and video the photographer typically visits on a Wednesday so yours will take place on the next Wednesday from when your forms are received. They can do adhoc visits when required. Please advise below if your property is ready NOW and they will be booked for the next available date or the date the will be ready from. - If you have found your own tenants we can still arrange these as can used these in the future. For those on option A management (Full management with tenant source included) SPM cover the cost for the marketing material and arrange to have it renewed every 3 years.
Marketing material - *note the below items are paid by SPM when you are on option A management fee*
Property ready for photos & video?
Ready now or Date ready from
Earliest date available for tenant entry:

DayMonthYear
2 digit day, 2 digit month, 4 digit yearDate will be displayed on advert (if found own tenants just put their entry date)
Preferred Rent to advertise
If found own tenants put rent agreed here
Accept Pets
Tenant Applications:
I understand that if I am going to choose the applicants that I will respond with a shortlist within 48 working hours (or contact to discuss further) to allow us to keep to the timescales offered to applicants for a response
(MULTIPLE CHOICE) What is important to you for us helping to choose the right tenants (note we may still send out with your preferences below depending on the applications received). Please pick as many as you can to help us process applications quicker and avoid potential withdrawals:

Other
Affordability/Letting/Tenancy Requirements - Please provide details of any preferences or requirementsyou would like us to consider when assessing applicants.Relevant information may include factors such asaffordability, intended duration of stay, move-in timescales, or othertenancy-related considerations.
Please note that Southside and the landlord must comply withequality and discrimination legislation. Preferences based on protectedcharacteristics cannot be considered and any such information provided will notbe used as part of the applicant selection process. Please refer to Clause 11of our Terms of Business.Affordability assessments are based on verified income andan applicant's ability to meet the rental commitment. Assessments are not basedon income source alone, such as employment status or receipt of benefits. Wherean applicant does not meet the affordability criteria, a suitable guarantor maybe accepted, subject to satisfactory affordability and referencing checks.
In some instances, tenants can opt or be required to pay rent upfront (maximum 6 months) if this is to happen for any of your tenancies please confirm your preference for how you receive your rental below:
Our management fees for the duration of the upfront payment will be deducted from the 1st statement. For example the tenant pays 6 months rent up front we will deduct 6x months worth of management fees.

You will not receive a monthly rental statement for the 2nd month onwards for the duration of the upfront payment however your year end statement will tally this up for you and appear as if you were paid monthly.

At the end of the upfront payment the tenant may revert to monthly payments, if this is the case any balance of your float will be credited to you with the next statement and payments & monthly rental statements will occur monthly thereafter. The tenant may opt to pay an upfront payment again, if this is the case the chosen option on this form will apply unless you notify SPM otherwise.

Should the tenant give notice at any point and they would be due a refund of rent it is a legal requirement for the rent to be refunded within a reasonable timescale (3-5 working days) - SPM will notify you of what refund is due (we will credit any management fees against this amount) and you can transfer to SPM so we can refund the tenant.
4.Utilities & Council Tax

Please confirm below how you want the utilities and council tax to be managed. Going forward at any change of tenancy SPM will notify the utility providers & council of a change of tenancy and request the bills to be sent to our office, we will verify these are correct and arrange for payment which will be deducted from the rent.
To help us manage the notifications for liability on utilities & council tax we need your permission/authorisation to be able to discuss your account with the providers direct. Without this unfortunately the companies will not speak to us so we cannot inform them of changes in liability or query incorrect bills, this then tends to lead to debt collection letters being received as they ignore any correspondence from us.

If you confirm below that you authorise SPM to discuss these accounts on your behalf we will be able to manage them much more efficiently for you.

Please note that if you have advised below that you will sort the closing of your accounts this time, we would still need authorisation for future changeovers.
Please tick here to confirm that you give permission for SPM to discuss your utility and council tax accounts on your behalf with immediate effect or from the next tenancy changeover
Please Confirm

Other
Current utility providers:
put unknown if do not know
Location of Gas Meter
Location Electricity Meter
5.Maintenance procedure & Any warranties/guarantees

SPM have an Approved Contractor List which includes various trades with negotiated rates, this is updated annually and sent to you with your December statement. You can find the latest ACL in your Landlord Pack. Should you prefer to use your own contractors please state their details and their trade below, we are happy for them to invoice us directly and deducting the cost from rent. Please note SPM do not take any kickback or commission from any trades.
Preferred contractor details
if applicable
Cost authorisation
Typically you will receive notification of any maintenance booked with a cost estimate provided that is within your cost authorisation. Please advise above what cost authorisation you would like set and should any works be over and above this you will be contacted for permission on how to proceed. Please note that in an emergency or urgent situations we will override the above if necessary to resolve the situation as appropriate.
Warranties/Guarantees/Homecare Agreement/Policies
Please detail above anything under warranty or any policy cover in place. Should you have any homecare/policies in place your property manager will send a link so you can provide full information for us to be able to manage on your behalf. Should no information be provided which results in a contractor being instructed and costs incurred these will be liable to the landlord to pay.
6.Getting the property ready for move in
SPM strongly recommend having a 3rd party inventory & condition report completed prior to check in. We tend to use Edinburgh Inventory Services as they include a checkout free of charge should you continue to use them for the follow up inventories:

EIS Prices (incl VAT)

Fully furnished 1 bed - £117, 2 bed £150, 3 bed £183, 4 bed £216 - £33 per room thereafter.

Unfurnished - 1 bed £99, 2 bed £123, 3 bed £147, 4 bed £171, £24 per room thereafter
Inventory Requirements
Mattress protectors - £15.00 each if fitted at inventory visit
It is important that the property is cleaned to a professional standard prior to check in, including the windows (internal & external) this not only starts the tenancy on a positive note but ensures the tenants are liable to leave the property in the same level of cleanliness when they leave. We use a cleaning company who charge £19ph + £6 for cleaning materials and a window cleaner which costs £45 for 1-2 bed/ £57 for 3 +. The tenants have the right to report cleaning issues within 48 hours of the tenancy starting, if we have arranged the cleaners will attend to rectify at no extra charge. If you have arranged the cleaning we will advise you of this and reasonable steps to rectify must be arranged.
Cleaning Requirements
7.Optional Services

Please tick below if you would like any further information or a particular service carried out- If you have a floor plan from the sale of the property this is useful to have on file so you can provide
prices inclusive of VAT
8.Bank Details (for transfer of rent)

Tenant rent payment date is the 1st of the month, payments typically arrive in your account on 5th,6th,7th working day of the month provided the tenant has paid on time. When the start date or end date are part way through a month then the rent is pro rata'd.
Please confirm name of bank/building society, account name, sort code & account number
Should you require rent to be split between joint owners please include details above along with the payment breakdown
Legal Requirement Form (LRF)

The legal requirements that follow are dependant on your property, some are mandatory & some are strongly advised. SPM make no money from this and any costs are deducted from your 1st/2nd months rent, there is no need to pay in advance. (HMO properties will require additional compliance which your Property Manager will confirm) If you have ticked for SPM to arrange any of the below items, typically where the same contractor is carrying out more than one check/test there will be a reduction in the overall cost for you.

Please confirm (prices inc VAT)

Rows	SPM to arrange	Already in place	Will arrange own
Energy Performance Certificate -£90 if special visit or £66 if renewing/onsite
Carbon Monoxide Alarm (if gas in property) £36
Fire Blanket £24

Tick all certificates required:

Rows	SPM To arrange	Already in place	Will arrange own
Gas Safety Certificate £57
- add Portable appliance test - total £78
add Legionella Risk Assessment - total £99
Add boiler service - total £147.50

The above packages rates are offered if you opt to have this same package renewed on an annual basis. Please select below how you want your package renewed:

Other
The above package rates are offered if you have the same package annually, there is still a reduction if more than one certificate done however there is an additional cost if it is not a full package each year. Please confirm below how you would like the renewals managed:

Other
Properties in the Private Rented Sector must be free of lead in the plumbing that serves between the boundary stop cock & kitchen sink. Unless you are 100% certain that your property is free of lead you are required to arrange a water sample for laboratory testing. If the results show lead is present then this will need to be removed. The contractor Coolflame who do the safety certificates noted above, offer a service to collect a water sample and deliver to the lab. They charge £47.50+VAT (£57inc) if they are already on site doing the safety certificates. Otherwise the cost is £65+VAT (£78) for a special visit. The laboratory cost is passed on at cost, at present this is £32.70+VAT(£39inc) with Edinburgh Scientific Services. Please confirm below your preference here:
Below are the legal electrical requirements for letting your property. It is a legal requirement to have a functioning heat detector in every kitchen, a functioning smoke detector in the hall of each level and in any day rooms. Below are the individual costs and package costs, the cost may vary depending on the number of alarms required. The electrician will only install to meet the current regulations so if you have selected to have additional alarms that aren't required then they won't install these, if you have selected too little they will install to meet the current regulations. There is a reduction in the overall cost where more than one alarm is required to be fitted on the same visit.
- 20% EICR - 1 bed £99
- 20% EICR - 2 bed £117
- 20% EICR - 3 bed £135
- 20% EICR - 4 bed £150
- 20% EICR - 5 bed £170
- 20% EICR - 6 bed £189
- 20% EICR - 7 bed £207
- 1x smoke alarm, 1x heat alarm + 20% EICR = £295
- 2x smoke alarm, 1x heat alarm + 20% EICR = £380
- 3x smoke alarm, 1x heat alarm + 20th EICR = £450
By default the contractor will install a minimum of one alarm to the mains supply however will assess most appropriate whilst on site. If you require all alarms to be fully wireless please check this box - note these alarms are more expensive and the electrician will provide a cost on this basis.

Other

Please confirm (prices incl VAT)

Rows	SPM to arrange	Will arrange own	Already in place	Not required
Mains smoke detector as required
Mains heat detector as required
EICR 20% electrics

If you require any additional electrical services please tick below (if anything is not listed please advise your Property Manager)
Prices incl VAT
Landlord Legal Requirements

Due to legislation rules and personal information required for landlord registration, this and the insurance are the only items landlords have to do themselves. It takes 5-10 minutes to complete online. www.landlordregistration.gov.uk. It is legally required for you to add SPM as your agent using our LARN 1806025 (if you have asked SPM to arrange all compliance you can tick yes for points 12-15 & 17 - 19 on the application form)
Please provide landlord registration number & expiry date for ALL owners
Insurance (Landlords Building, Contents & Liability) if property is factored you need to inform the factors that the property is being let out. It is very important to have specialists landlord insurance for your property. If you are not in a factored development we recommend you contact an insurance broker or your current provider who will search the best deal for you. We have used Boyd Insurance in the past www.boydinsurance.co.uk/contact-us who come highly recommended for any insurance needs and they are able to offer advice in accordance to FCA regulations.
Confirmation that you have or will arrange appropriate insurance cover
As per the Letting Agent Code of Practice, SPM require proof of ownership and photo ID before we can commence management. A mortgage letter, copy of the title deeds or solicitor letter is sufficient. If you can't provide these SPM can pull the deeds from the land registry for a cost of £9 inclVAT.
Landlord Identification

Browse Files

Cancelof
SPM to pull Title Deeds for proof of ownership
Proof of ownership

Browse Files

Cancelof
Confirmation of permission to act on behalf of landlord

Browse Files

Cancelof
Does your property have an HMO License (House in Multiple Occupancy)
If yes please confirm current expiry date

DayMonthYear
2 digit day, 2 digit month, 4 digit yearDate
If under renewal please confirm date submitted

DayMonthYear
2 digit day, 2 digit month, 4 digit yearDate
If yes please upload copy of license/application receipt

Browse Files

Cancelof
Non Resident Landlord Scheme - please note when you are living abroad you are eligible to complete a NRL1 form in order to receive rental income without deduction of UK tax. For advice you can also call 01514726208. Where an NRL1 is not in place and sent to HMRC, 20% of the net rent will be deducted prior to sending to the landlord. If you already have an NRL1 reference in place and you are moving across to SPM you will need to reapply. SPM Scheme Number: N046859

https://www.gov.uk/guidance/apply-as-an-individual-to-receive-uk-rental-income-without-uk-tax-deducted
NRL1 form completed if applies
Upload photo of recommendations section on paper forms from appraisal so we can keep on file

Browse Files

Cancelof
Upload anything you feel may be helpful for us to have a record of for the property e.g house manuals, photo showing parking space or private garden areas

Browse Files

Cancelof
Full Management Service Fees
A.Full long term management (marketing required) - 9%+VAT (10.8% inc VAT) minimum fee £81inc VAT (£162 inc VAT for HMOs) - Available to landlords who intend to let for minimum of 3 years - no marketing fees or letting fees are passed on on this basis.
B.Full long term management (no marketing required) -6%+VAT (7.2% incVAT) minimum fee £54inc VAT - This applies where you transfer the management to us with tenants in place or if you have found your own tenants and we don't need to market the property. This will be valid for the duration of the tenancy. (there are no fees for transferring management) - if found own tenants and require referencing then the 1st group is included however any additional groups thereafter requiring reference checks is charged at £132inc VAT per group.
C.Let Only/Management of tenancy combo - monthly management fee of 6%+VAT (7.2%Inc) minimum fee £54 + one off cost at start of each let £198inc VAT for marketing + 54%inc VAT of the normal monthly rent for the letting fee (viewings, tenant references, negotiations, creation and signing of legal tenancy documents etc) - This option applies where you are looking management of less than 3 years or prefer a lower monthly management fee.
D.Full management of room lets - 12%+VAT (14%inc VAT) minimum fee £180 - This applies where you are renting out by the room to sole occupants with bills included
Please confirm your management fee option: (please note if it is not selected correct we will advise you) *for properties outside Edinburgh we will apply the management fee as per the PLMOE
Additional options - please select below if required.
Terms of Business

The Terms of Business are available to read within your Landlord Pack. Once you press submit below you will recevie an email to invite you to read and sign them.

As advised in the Terms of Business should there be any changes this would be notified to you in any December to take effect from the 1st January.
Declaration
I can confirm that the information provided is correct and I will inform SPM of any changes in details or personal circumstances which may affect my property.
I understand that by completing this form I will receive a copy of the Terms of Business to sign electronically. Management will commence once all forms have been completed and received.
Signature (on behalf of all owners if applicable)
Print Name

First NameLast Name
Date

DayMonthYear
2 digit day, 2 digit month, 4 digit yearDate
Should be Empty:

SPM Landlord Preference & Legal Requirement Forms

1.Landlord Personal Details:

2.Rental Property Details

3. Letting preferences

Marketing Material

4.Utilities & Council Tax

5.Maintenance procedure & Any warranties/guarantees

6.Getting the property ready for move in

7.Optional Services

8.Bank Details (for transfer of rent)

Legal Requirement Form (LRF)

Landlord Legal Requirements

Full Management Service Fees

Declaration