Fees and Charges

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In an effort to be transparent and open, on this page you can find a full breakdown and explanation of each of the charges or fees that you might encounter during your time as a tenant renting with us!


Holding Amount

For most of our properties (except for certain flats that have admin fees), we ask for a non-refundable £200 holding amount per applicant. Once all applicants have paid this amount, the flat is held for you and no one else can apply to rent it until you have completed the application process! This amount is in lieu of any administration fee like other companies charge.

There are then two outcomes:

  • If you go on to complete the application process and rent the property, the £200 amount you have already paid will be credited towards your deposit (e.g. If your deposit is set at £540, then before signing the Tenancy Agreement you will only have to pay the remaining £540 - £200 = £340 to meet the rest of the deposit!)
  • If you don't complete the application process and become a tenant of Sam Properties (bar the landlord cancelling your application), this £200 amount will not be refundable and will be forfeit.


Administration Fee

For tenancies at certain properties, there is a non-refundable Administration Fee required to hold the property for you and to process your tenancy application.

  • The administration fee is per tenant and is also required each and every applicant before the property is put on hold.
  • Unlike the holding amount, this administration fee is not normally refundable under any circumstances.
  • The maximum Administration Fee is calculated at 1.2 week's rent (where 1 week's rent is derived by: [Monthly Rent]*12 months / 52 weeks) and the amount is including VAT. (We reserve the right to charge a lower Administration Fee or alternatively ask for the refundable holding amount)
  • The administration fee covers:
    • Processing references from your employer, bank or previous landlord
    • Running guarantor checks and assessing affordability
    • Drawing up tenancy agreements and other documents relating to the tenancy application
    • Administrative costs such as phone calls, postage and other physical supplies

This Administration Fee can be charged for your first rental with us, or any other tenancy renewals whilst you are a current tenant of Sam Properties!


Mid-Tenancy Charges

There are a few general mid-tenancy charges, but depending on your Tenancy Agreement these might be different!

  • Please always consult your specific Tenancy Agreement to confirm what the charges for your tenancy are, as they may be different to the values below!
  • Additionally, all monetary amounts below include VAT:
      • Replacement electronic fob - £30 (including VAT) - To source, program and visit the premises to replace an electronic fob.
      • Replacement electronic car park gate remote controller - £40 (including VAT) - To source, program and visit the premises to replace an electronic car park gate remote controller.
      • Replacement lock(s) - £75 (including VAT) - To source a new lock and 1x key and visit the premises to replace the lock(s) and key(s).
      • Replacement key - £15 (including VAT) - To source and cut any other lost keys.
      • Replacement post box key and lock - £30 (including VAT) - Where an original post box key is not available and a full replacement of the lock and key is required.
    • Where the Rent is not paid within seven (7) days on which payment is due the Tenant shall pay a late payment fee whether formally demanded or not - £10 (including VAT)
    • Where the Landlord or its Agent sends a letter/email to the Tenant or the Guarantor concerning any breach by the Tenant or its obligation under their Tenancy Agreement the Tenant shall pay to the Landlord a fixed fee for each letter/email sent - £20 (including VAT)
    • Where the Landlord or its Agent sends a notice to the Tenant under Section 8 of the Housing Act 1988 the Tenant shall pay to the Landlord a fixed fee - £35 (including VAT)
    • Where the Tenant fails to respond to any of the above letters/emails or notices and as a consequence, the Landlord or its Agent is required to visit the premises the Tenant shall pay to the Landlord a fixed fee - £60 (including VAT)
    • Where the Tenant tenders money in respect of Rent by methods other than Bankers Standing Order the Tenant shall pay to the Landlord a fee on each occasion - £10 (including VAT)
    • Where the Tenant or Guarantor requests additional copies of this Agreement the Tenant shall pay to the Agent a fixed fee - £10 (including VAT)
    • Where the Tenant or Guarantor requests the Landlord or Agent to complete or sign any document not required by this Agreement the Tenant shall pay to the Agent a fee - £20 (including VAT)
    • Where the Landlord or Agent returns monies paid to Sam Properties (Withington) Limited due to error made by the Tenant or its bank or a third party acting on behalf of the Tenant, the Tenant shall pay to the Agent a fee - £20 (including VAT)
    • Where the Tenant misplaces the keys or fobs and requires the Landlord or its Agent to open the doors of the Premises, on each occasion the Tenant shall pay to the Landlord or the Agent a call-out charge of £20 (including VAT) during the Agent's office hours, or £40 (including VAT) outside of the Agent's office hours.
    • The Tenant shall pay to the Landlord or its Agent a call-out charge of £30 (including VAT) on each occasion that the Tenant requests the Landlord, its Agents or a contractor employed by the Landlord to visit the Premises for the purpose of a repair that is found to be non-existent by virtue of the fact that the appliance, furniture, fitting or fixture in question is found to have no defect or deficiency.


Post-Tenancy Charges

There are a few post-tenancy charges, but depending on your Tenancy Agreement these might be different!

  • Please always consult your specific Tenancy Agreement to confirm what the charges for your tenancy are, as they may be different to the values below!
  • Additionally, all monetary amounts below include VAT:
    • Where keys or fobs for access to the Premises or Building are not returned at the end of the Term and replacement lock(s)/key(s)/fob(s) are deemed necessary to be fitted, the Tenant will pay to the Agent the charges as follows:
      • Replacement electronic fob - £30 (including VAT) - To source, program and visit the premises to replace an electronic fob.
      • Replacement electronic car park gate remote controller - £40 (including VAT) - To source, program and visit the premises to replace an electronic car park gate remote controller.
      • Replacement lock(s) - £75 (including VAT) - To source a new lock and 1x key and visit the premises to replace the lock(s) and key(s).
      • Replacement key - £15 (including VAT) - To source and cut any other lost keys.
      • Replacement post box key and lock - £30 (including VAT) - Where an original post box key is not available and a full replacement of the lock and key is required.
    • where the Premises and any of the Furniture are left in an unclean condition at the end of the Tenancy the Tenant shall pay the cleaning contractor all costs of cleaning. Please see our pages on cleaning for further information regarding end-of-tenancy cleaning!
    • Where consumables (such as lightbulbs or batteries) are not replaced during or at the end of the Term, charges for parts and labour will apply to replace these items, such as Lightbulbs (£5 including VAT) - Consumables MUST be replaced by yourselves at the end of a tenancy, else we will need to replace them and you will be charged for them!

Fees to the Landlord

Pre-Tenancy

There is an initial setup fee, equal to 60% of one month's rent (including VAT), and finances the following services:

  • Rent valuation and review, and to advise the Landlord.
  • Agree on the market rent and find a Tenant in accordance with the Landlord's guidelines.
  • Advise on improvements or refurbishments to the Premises or Building.
  • Provide guidance on compliance with statutory and letting consents and regulations.
  • Creating marketing material.
  • Publishing property advertisements online and offline.
  • Creating and establishing advertisements outside of properties.
  • Conducting viewings with prospective tenants.

Mid-Tenancy (if Fully Managed)

There is a management fee for each tenancy, equal to 15% of the gross amount of all rents received (including VAT), which finances the following services:

  • Conducting move in and mid-tenancy inspections and inventories, including two mid-term property checks (per annum), and notifying the Landlord of the outcome.
  • Collect and remit the rent received.
  • Pursue non-payments of rent and provide advice on rent arrears actions.
  • Deduct commission and other works.
  • Advise all relevant utility providers of changes and liabilities.
  • Arrange routine repairs and instruct approved contractors.
  • Obtain at least two quotations for any work involving external contractors.
  • Hold keys throughout the tenancy term.

Additional Non-Optional Fees and Charges

Please note that these fees apply to all properties, irrespective of the level of service provided to the landlord.

  • Deposit registration fee - £30 (including VAT) - Register the landlord's and tenants' details with the TDS to protect the deposit and to provide the tenant(s) with the deposit certificate and prescribed information within 30 days of the deposit payment date.
  • Additional property visit - £30 (including VAT) - To attend for specific requests such as neighbour disputes, more visits required to monitor the tenancy, or any maintenance-related visits.
  • Submission of Non-Resident Landlord (NRL) receipts to HMRC - £60 (including VAT) - To remit and balance the financial return to HMRC quarterly and respond to any specific query relating to the return from the landlord or HMRC.
  • Arrangement fee for work over £1,000. To arrange access and assessing costs with contractors, ensuring work has been carried out in accordance with the specification of works and retaining any warranty or guarantee as a result of any works - 6% of the net cost.
  • Renewal fee - 30% of one month's rent (including VAT) - To review the rent and negotiate with the tenant(s) and draw up a new tenancy agreement to include the new changes.
  • Checkout fee - £70 (including VAT) for 2 bedrooms or below, or £100 (including VAT) for 3 bedrooms or above - Agree with the tenant an appointment to conduct the checkout inventory inspection, negotiate with the landlord and tenant the disbursement of the deposit where required, return the deposit as agreed with the landlord and tenant to relevant parties, remind any disputed amounts to the TDS for final adjudication, un-protect the deposit, obtains quotes, instruct contractors, organise repairs/replacements/costs of any broken or missing items after the tenancy has ended.
  • Court attendance fee - £30 (including VAT) per hour.