Terms of Business

1.Sole Letting Rights

By appointing us, you agree that Numan will have Sole Letting Rights to market the Property for an initial period of twelve weeks (“the Initial Period”). During this time, the Property will be exclusively marketed by Numan, and no other agents may be instructed. You may terminate the Sole Letting Rights at the end of the Initial Period by providing two weeks’ prior written notice. If no such notice is given, the Sole Letting Rights will continue until we receive written instructions from you to terminate.

Please note that the Landlord may be liable to pay more than one fee in the following circumstances: (a) if the Landlord previously instructed another agent to let the Property on a Sole Agency or Sole Letting Rights basis; or (b) if the Landlord appoints another agent during or after the Initial Period of this Agreement.

Numan will be entitled to commission and fees under the following conditions: (i) if a tenancy agreement is entered into during the Sole Letting Rights period, regardless of whether the tenant was introduced by another agent, the Landlord, or any other party; (ii) if a tenancy agreement is signed after the Sole Letting Rights period has ended, but with a tenant who was introduced during the Initial Period or with whom Numan had prior negotiations — even if Numan was not the effective cause of the letting. The Landlord agrees to inform Numan in such cases. A prospective tenant is considered introduced by Numan if they became aware of the Property’s availability through our marketing, advertising, online listings, applicant database, or any other means facilitated by us.

2.Multiple Agency

By instructing us on a Multiple Agency basis, you agree that Numan will act as one of several approved agents responsible for marketing the property for an initial term of twelve (12) weeks (“the Initial Period”). This agreement remains in effect until the property is let or until either party terminates it by giving a minimum of two weeks’ written notice after the Initial Period.

3.Sub-Agency & Portal Marketing

Unless otherwise instructed in writing, Numan is authorised to: (i) list the Property on Rightmove, Zoopla, and such other portals as Numan considers appropriate; (ii) erect a ‘To Let’ board at the Property subject to your approval and local authority consent; (iii) share property details with applicants, relocation agents, and registered applicants on our database; and (iv) sub-instruct other agents where deemed beneficial to the letting process, at no additional cost to the Landlord, with all viewings and negotiations continuing to be coordinated by Numan.

Advertised Rent (Renters’ Rights Act 2025): From 1 May 2026 Numan must include a specific rental price in all advertisements. We are prohibited by law from inviting, encouraging, or accepting offers of rent above the advertised price. Bidding wars are illegal.

4.Tenant Find Service

Numan will provide the following under all service levels at and before the commencement of a Tenancy:

• Provide guidance on the achievable market rent based on current market conditions and advise on the Landlord’s statutory obligations including those under the Renters’ Rights Act 2025.
• Advertise the Property across appropriate platforms and deliver a comprehensive marketing strategy, including online listings, property particulars, and, where appropriate and permitted, the erection of a marketing board.
• Introduce prospective tenants, conduct accompanied viewings, and negotiate the terms of the tenancy between both parties.
• Conduct all Right to Rent checks as required under the Immigration Acts 2014 and 2016. Where Numan is not managing the Property, responsibility for any follow-up checks — including checks on any new or additional occupiers — rests solely with the Landlord.
• Collect a holding deposit from the applicant up to a maximum of one week’s rent, in accordance with the Tenant Fees Act 2019.
• Obtain appropriate references and credit checks through an independent third-party referencing agency at the Landlord’s expense.
• Prepare the Assured Periodic Tenancy (APT) agreement and all legally required documentation, and arrange for electronic signature by all tenants and the Landlord.
• Serve the prospective tenant with the tenancy agreement and all required documentation including: the Gas Safety Certificate, Electrical Installation Condition Report (EICR), Energy Performance Certificate (EPC), the Government’s “How to Rent” guide, and the statutory Information Sheet required under the Renters’ Rights Act 2025.
• Arrange for an inventory check-in to be carried out, if instructed in writing, at the Landlord’s expense.
• Collect copies of all keys, security fobs, and access devices for communal doors.
• Collect the first month’s rent and the security deposit or, where a Deposit Alternative has been elected, confirm activation of the relevant scheme (see Clauses 10–13).
• Facilitate payment of the first rent instalment to the Landlord’s nominated account within 10 working days from the start date of the tenancy, after deducting all applicable fees and charges.
• Advise the Landlord to notify utility companies, telecommunications providers, and the local authority of changes in occupancy at both the start and end of the tenancy.

5.Rent Collection Service

In addition to the Tenant Find services set out in Clause 4, under the Rent Collection Service Numan will:

• Collect rental payments on behalf of the Landlord. Once rent is received in cleared funds, transfer the net amount to the Landlord’s nominated bank account within ten working days.
• Prepare and provide regular statements of account for the Landlord and any authorised third party nominated by the Landlord.
• Notify the Landlord of any late rent payments and issue rent demand notices to the tenant where required.
• Should any rent arrears arise, inform the Landlord; however, Numan is not authorised to initiate court proceedings on the Landlord’s behalf without specific written instruction.
• Issue rent increase notices using the prescribed Form 4A, not more than once per annum and not within the first 12 months of a new tenancy, in compliance with the Renters’ Rights Act 2025 Section 13 procedure, with a minimum of 2 months’ written notice to the tenant.
• Advise on appropriate possession grounds where arrears or other breaches arise. Numan will not serve or advise on Section 21 notices, which are abolished under the Renters’ Rights Act 2025.
• Numan will charge for the preparation of any documents required for court or tribunal proceedings. Attendance at court by Numan will only be undertaken by special arrangement and is subject to additional fees as detailed in Schedule 1.

6.Full Management Service

In addition to all Tenant Find and Rent Collection services above, under the Full Management Service Numan will:

• Notify the local authority and water supplier of the new occupants at the start of the tenancy, provided full account details are available.
• Act as the single point of contact for tenants in respect of the Property for all day-to-day matters.
• Manage day-to-day maintenance issues. Appoint contractors on behalf of the Landlord to carry out necessary repairs up to a maximum of £500 (including VAT) without prior consent from the Landlord, provided sufficient funds are available. In emergencies, or to comply with legal obligations, this limit may be exceeded without prior notice.
• Where practical, submit estimates for works expected to exceed the agreed limit, except in emergencies or where statutory compliance is required.
• Any third parties engaged by Numan will act as subcontractors on the Landlord’s behalf. The Landlord is responsible for settling all such invoices. Numan accepts no liability for the quality or outcome of third-party work unless caused by Numan’s own negligence.
• Pay agreed outgoings — such as service charges, ground rent, and maintenance fees — directly from the rent collected, provided Numan has been informed in advance and supplied with the relevant invoices.
• Arrange an annual property inspection, subject to the Tenant granting access, and provide a written report.
• Coordinate the check-out inventory process at the end of the tenancy by engaging an independent inventory clerk at the Landlord’s expense.
• Where managing the Property, negotiate any proposed damage claims with the Tenant and agree deductions from the deposit accordingly.
• Prepare documentation for adjudication if requested, subject to the charge in Schedule 1.
• Serve valid possession notices on the appropriate Schedule 2 grounds. No Section 21 notices will be issued.
• Prepare and serve all prescribed documents including the Renters’ Rights Act 2025 Information Sheet.
• Maintain compliance records for all safety certificates. Track expiry dates for Gas Safety Certificates, EICRs, and EPCs and contact the Landlord in advance to arrange renewals.
• Provide a supervisory service during vacant periods upon separate request, subject to a fee as outlined in Schedule 1.
• Termination of the Full Management Service requires three (3) months’ written notice. Lettings fees will continue to be payable for as long as any tenant introduced by Numan remains in occupation.

Pet Requests (Renters’ Rights Act 2025): Tenants have a statutory right to request a pet. Landlords must consider such requests and may not unreasonably refuse. Numan will manage pet requests on your behalf and ensure any consent is properly documented, including any requirement for additional pet damage insurance.

7.HMO Management Service

For Houses in Multiple Occupation, all Full Management services apply, and additionally Numan will:

• Inform the Landlord of any known licensing requirements. It is a criminal offence to operate an HMO without a valid licence, which may result in an unlimited fine and a Rent Repayment Order of up to 12 months’ rent.
• Confirm with the Landlord the specific conditions of any licence granted and obtain a copy. It is solely the Landlord’s responsibility to monitor licence duration and submit renewal applications.
• Ensure that all conditions of the licence are adhered to, provided a copy is received before the start of the tenancy, and verify compliance during routine management inspections.
• Install a permanent notice inside the Property where required by law, displaying Numan’s contact details as managing agent.
• Enforce, where feasible, the conditions of the HMO licence and inform the Landlord of any breaches.
• Notify the Landlord of any legal or regulatory changes affecting the licence and, where funds are available, arrange necessary works to ensure ongoing compliance.
• Conduct monthly inspections and maintain compliance records.
• Numan accepts no responsibility for non-compliance, loss, or penalties if sufficient funds are not held or made available by the Landlord.

8.Short-Term & Serviced Accommodation

Short-term tenancy agreements (typically under 90 nights) are governed by separate terms and conditions, which will be provided to the Landlord during the service discussion. The property must be maintained to a high standard and include daily cleaning, bed linens, towels, and kitchenware. Fees are subject to separate negotiation. Note: under the Renters’ Rights Act 2025, letting a property on a short-term basis during a restricted period following an APT may attract a Rent Repayment Order. Numan will advise on this risk.

9.Renters’ Rights Act Compliance — All Service Levels

As part of all service levels, Numan will:

• Ensure all new tenancies from 1 May 2026 are granted as Assured Periodic Tenancies (APTs). No fixed-term tenancies will be granted.
• Issue the mandatory government Information Sheet to tenants and provide a written Statement of Terms at commencement of each new tenancy.
• Apply the ‘advance notice ground’ statement to APT agreements where the Landlord wishes to reserve the right to rely on Grounds 1B, 2ZA–2DZ, 4, 5–5H, 6A, or 18 for possession.
• Ensure all rent increases comply with Form 4A, the annual frequency limit, and the 2-month notice requirement.
• Maintain compliance with the anti-discrimination provisions. Numan will not apply blanket policies excluding benefit claimants or families with children.
• Advise on landlord registration for the forthcoming Private Rented Sector (PRS) Database (anticipated late 2026) and assist with PRS Ombudsman registration when mandatory (expected 2028).

10.Security Deposit — General

The maximum permissible deposit under the Tenant Fees Act 2019 is five weeks’ rent where annual rent does not exceed £50,000, or six weeks’ rent where annual rent exceeds £50,000. For non-Housing Act tenancies, the deposit will generally equal five weeks’ rent. The Landlord must select one of the three deposit options set out below.

11.Option A — Numan Holds the Deposit

Where the Landlord elects for Numan to hold the deposit, Numan will hold the deposit as stakeholder, meaning deductions can only be made with the consent of both the Landlord and the Tenant.

• Protect the deposit in the Tenancy Deposit Scheme (TDS) or Deposit Protection Service (DPS) within 30 days of receipt and serve all required Prescribed Information within the statutory timeframe.
• At end of tenancy, negotiate deductions in accordance with the Inventory, Schedule of Condition, and applicable case law. Where disputes arise, prepare and submit the dispute to the Scheme’s adjudication service.
• Distribute the deposit in accordance with the agreement reached between the parties, or as determined by adjudication. Either party has 90 days to initiate adjudication; after this period, disputes must be resolved through the courts.

12.Option B — Landlord Holds the Deposit

If it is agreed that the Landlord will hold the deposit, Numan will provide the Tenant with the Landlord’s bank details to allow direct transfer. The Landlord must:

• Place the deposit in a separate client account distinct from personal funds and protect it in a government-approved Tenancy Deposit Scheme within 30 days of receipt.
• Serve the required Prescribed Information on every Tenant and guarantor within 30 days of receipt.
• Notify Numan in writing of the scheme name, reference number, and compliance date immediately upon registration.

Failure to protect a deposit or serve Prescribed Information within the statutory timeframe means: a valid Section 8 notice (Ground 8 arrears) cannot be served until compliance is achieved; and the Tenant may be entitled to compensation of up to three times the value of the deposit.

13.Option C — Zero Deposit / Deposit Replacement Scheme

As an alternative to a traditional cash deposit, Numan may — subject to the Landlord’s written consent elected in the PIQ — offer Tenants the option of subscribing to a Deposit Replacement Scheme (“DRS”) in lieu of paying a security deposit. Full terms are set out in the source Agreement.

14.Guarantors

Where a Tenant does not meet Numan’s standard affordability criteria (typically a minimum annual income of 2.5 times annual rent) or referencing gives cause for concern, the Landlord may require a guarantor. Numan will reference the guarantor to the same standard as the Tenant, draft and execute a Deed of Guarantee (properly executed as a deed and witnessed).

15.Guarantor Replacement Service (Tenant-Purchased)

Where a Tenant cannot provide a personal guarantor, Numan may — subject to the Landlord’s prior written consent elected in the PIQ — offer the Tenant the opportunity to purchase a Guarantor Replacement Service (“GRS”) from a regulated third-party provider.

16.Rent and Payment Terms

Under the Renters’ Rights Act 2025, landlords and agents may not request, encourage, or accept more than one month’s rent in advance at the commencement of a tenancy once the tenancy agreement has been signed. Holding deposits are limited to one week’s rent.

Interest will be charged on any overdue payments at a rate of 3% above the Bank of England base rate from the due date until payment is made.

17.Rent and Legal Protection — Automatic Enrolment

All Landlords using the Rent Collection or Full Management Service will be automatically enrolled in the Numan Rent and Legal Protection Service (£36 pcm up to £2,500 rent; £48 pcm £2,501–£5,000). If you do not wish this coverage, you must notify Numan in writing.

18.Rent Guarantee Insurance — Optional Administration Service

Numan offers RGI administration as an optional extended service. Numan is not an insurer and does not underwrite RGI claims.

19.Rent Arrears Management

Where rent remains unpaid after 7 days, Numan will issue a formal demand and notify the Landlord. Numan will advise on Section 8 possession proceedings where arrears reach 2 months or more. Numan will not serve Section 21 notices under any circumstances.

20.Entitlement to Commission

The Landlord agrees to pay commission at the rates set out in Schedule 1, inclusive of VAT. Commission is payable when any person, company, or organisation enters into a binding agreement to occupy the Property as a result of Numan’s marketing, viewings, introductions, or any tenancy that follows those activities.

21.Renewals & Ongoing Letting Rights

If instructed, Numan will handle negotiations for tenancy renewals, extensions, and agreed rental increases. By appointing Numan, the Landlord agrees that Numan will retain Sole Letting Rights to re-let the Property during the final four months of any tenancy.

22.Withdrawal Fee

If the Landlord instructs Numan to proceed with a tenancy and later withdraws after a holding deposit has been taken, the Landlord agrees to pay a withdrawal fee of £600 (inc. VAT).

23.Third-Party Commissions

Numan may receive referral fees or commissions from third-party product and service providers. Full disclosure is provided on request.

24.Subcontractors & Contractor Mark-Up Policy

Numan does not mark up subcontractor invoices for routine repairs and maintenance instructed under the Management Service. For major works supervision (works exceeding £5,000), a supervision fee of 10% of the net works value applies.

25.Landlord’s Responsibilities

The Landlord warrants, represents, and agrees as follows throughout the duration of this Agreement and any Tenancy:

• Confirm ownership and ensure any necessary consent to let (mortgage/lease) is in place before marketing commences.
• Provide relevant sections of buildings and contents insurance policies and inform the insurer that the Property is to be let.
• Provide sufficient sets of keys — one per Tenant, one additional for Numan where managing.
• Comply with all safety regulations: valid Gas Safety Certificate, EICR every 5 years, PAT-safe appliances, smoke/CO alarms per 2022 Regulations, Furniture and Furnishings Safety, Legionella risk assessment.
• Supply a valid EPC (min. rating E) before marketing.
• Inform Numan of UK residency status; register with HMRC NRLS if non-resident.
• Determine HMO / additional / selective licensing requirements — it is a criminal offence to let a licensable HMO without a valid licence.
• Register with the ICO if storing tenants’ personal data.
• Not discriminate against any applicant on protected characteristics — blanket exclusions of DSS or families are unlawful under RRA 2025 and the Equality Act 2010.
• Provide AML documentation as set out in the PIQ.
• Maintain sufficient funds to cover ongoing obligations, particularly in the event of rent delays or void periods.

26.General Provisions