Letting Plan Terms

Effective: 1 May 2026 | Last Updated: April 2026 | Replaces all previous versions

Landlords with existing agreements continue under their current terms until renewal or upgrade. These terms form part of your wider agreement with us, alongside the Website and Platform Terms of Use and Privacy Policy.

1. Definitions

In these Terms, the following definitions apply:

"We", "us", "our" refers to PropMedia Ltd (trading as lettingaproperty.com), Company Number 06679146, 7 Ardent Court, William James Way, Henley-in-Arden, Warwickshire, B95 5GF.
"You", "your" refers to the landlord subscribing to our services.
"Tenant" refers to any individual renting or seeking to rent your property.
"Property" refers to the residential premises owned by you and managed under our services.
"Plan" refers to the specific service package you have subscribed to.
"Platform" refers to our website, mobile applications, and digital tools provided as part of our services.
"Tenancy" refers to the legal agreement between you and your tenant.
"Periodic Tenancy" refers to an assured periodic tenancy (England, RRA 2025), a private residential tenancy (Scotland, PHTA 2016), or an occupation contract (Wales, RHWA 2016).
"Deposit" refers to the security deposit paid by the tenant and protected in accordance with applicable legal requirements.
"Setup Fee" refers to the initial, one-off payment required to establish your account and begin service delivery.
"Service Contract" refers to the 12-month service agreement between you and us, which is independent of any tenancy.
"Void Period" refers to a period during which your property has no active tenancy following the end of a previous tenancy.
"Payment in Advance (PIA)" refers to the option to pay your annual plan fee upfront at a 20% discount.
"Rent Protection Guarantee" refers to the contractual service benefit included in the Rent Assured, Rent Assured Plus, Complete Care, and Complete Care Plus plans. It is not an insurance product and is not regulated by the Financial Conduct Authority.
"Rent on Time" refers to the named benefit available on Complete Care and Complete Care Plus under which, once the benefit conditions are met, we will make benefit payments to you within 7 calendar days of each missed rent due date, with each payment covering the missed rent.
"Plus Plan" refers to Rent Assured Plus or Complete Care Plus — the enhanced tiers with higher benefit caps under the Rent Protection Guarantee.
"Property Coordinator" refers to your assigned point of contact for maintenance under the Complete Care and Complete Care Plus plans.
"Section 8" refers to a notice seeking possession under Section 8 of the Housing Act 1988 as amended, or the equivalent in Scotland or Wales.
"Re-let" refers to securing a new tenancy for the property after a previous tenancy ends.

2. Overview of Plans

We offer five plans, available on monthly billing or on Payment in Advance (PIA, 20% off the annual fee). Plus tiers are optional add-ons available on Rent Assured and Complete Care, charged at +£25/month and +£30/month respectively.

Rent Collect: letting and rent collection only. No Rent Protection.
Rent Assured: letting + rent collection + arrears management + Rent Protection Guarantee (£3,000 max benefit).
Rent Assured Plus: as Rent Assured with enhanced caps (£6,000 max benefit). Optional +£25/month add-on.
Complete Care: letting + rent collection + maintenance coordination + Rent Protection Guarantee + Rent on Time (£12,000 max benefit, 7-calendar-day payment).
Complete Care Plus: as Complete Care with enhanced caps (£22,500 max benefit). Optional +£30/month add-on.

Your Service Contract runs for a minimum of 12 months. Pricing varies by rent band and is set out at lettingaproperty.com/pricing. New pricing applies from 1 May 2026; existing customers continue at their current pricing until their next renewal anniversary.

3. General Terms (All Plans)

3.1 Service Contract

Your Service Contract with us runs for a minimum of 12 months from sign-up. It is independent of any tenancy. Service does not pause when a tenancy ends — it continues until formal notice is given and the notice period has expired.

3.2 Setup Fee

A one-off setup fee of £199 (inc. VAT) is payable at sign-up. This covers up to 8 weeks of advertising on Rightmove, Zoopla and PrimeLocation, platform onboarding, and account setup.

3.3 PIA — Payment in Advance

PIA gives you 20% off the annual plan fee, paid upfront. PIA includes one re-let in the contract year at no additional setup cost. A second re-let in the same year is charged at £99. PIA fees are non-refundable on early termination.

3.4 Monthly billing

Monthly fees are deducted from rent collected. Where rent has not been collected (for example, during a void period or arrears), monthly fees are invoiced separately and payable on receipt.

3.5 Plus add-ons

Rent Assured Plus and Complete Care Plus are optional enhancements adding higher Rent Protection caps. Plus add-ons are charged in addition to the base monthly fee. Where you pay annually under PIA, the 20% PIA discount applies to the Plus add-on as well as the base plan fee. Plus add-ons apply for the duration of the Service Contract.

3.6 Rent collection and pay-out

Rent is collected through our platform on the rent due date. Funds are paid out to the landlord within 3 business days of receipt, less any plan fees, outstanding charges, or amounts owing under your Service Contract.

3.7 Re-let fees

A re-let fee of £199 applies on monthly billing. PIA customers receive one re-let included in the annual fee, with a second re-let in the same year at £99. On Rent Assured Plus and Complete Care Plus, the re-let fee is waived following any vacant possession under a Rent Protection benefit — see Rent Protection Benefit Terms, Section 5.4.

3.8 Fee changes

Fees may change from time to time. Changes do not apply during an active 12-month Service Contract. New pricing applies at renewal, with at least 60 days’ written notice before the renewal date.

3.9 Renewal

Your Service Contract renews automatically for a further 12 months unless you give written notice to terminate. Renewal pricing and any plan changes will be communicated in your renewal notice at least 60 days before the renewal date. Plus add-ons can be added or removed at renewal.

3.10 Rent Payment Date Amendments

If your tenant receives housing benefit or Universal Credit, we may amend the tenancy to align rent due dates with benefit payment cycles. You must inform us of any change in benefit status.

We may also amend the rent payment due date where a tenant has fallen into a consistent pattern of late payment (three or more consecutive months) and a different due date would better align with their pay cycle or financial circumstances. We will notify you in writing before any amendment takes effect.

4. Void Period and Contract Resumption

Your Service Contract continues during void periods between tenancies. The terms below describe how Plan benefits apply during voids.

4.1 Vacancy confirmation

Vacancy must be confirmed by: keys returned, written confirmation from the tenant, or a property inspection.

4.2 Marketing and viewings

Marketing for re-let begins on confirmation of notice from the tenant. Viewings can be carried out during the notice period subject to the tenant’s consent.

4.3 Plan benefits during voids

Rent collection and Rent Protection benefits do not apply during void periods (no rent is due). Maintenance coordination on Complete Care plans continues. Marketing, viewings and tenant onboarding for the next tenancy continue as standard.

4.4 Re-listing waiver after Rent Protection trigger

On Rent Assured Plus and Complete Care Plus, where a Rent Protection benefit has been triggered and the tenant subsequently vacates the property, the standard £199 setup fee for re-listing the property with us is waived. This is set out in detail in the Rent Protection Benefit Terms, Section 5.4.

5. Plan Descriptions

5.1 Rent Collect

Letting and rent collection only. No Rent Protection benefit, no maintenance coordination.

Includes:

Property advertising on Rightmove, Zoopla and PrimeLocation (8 weeks of advertising included in setup fee)
Tenant referencing for up to 2 named tenants
Legally binding tenancy agreement and digital signature
Deposit registration with an approved scheme
Rent collection and statements

Not included: Rent Protection Guarantee, Rent on Time, maintenance coordination, vacant possession top-up, re-listing waiver.

5.2 Rent Assured

Includes all features of Rent Collect, plus arrears management, a Dedicated Tenancy Manager, and the Rent Protection Guarantee.

Rent Protection Guarantee — benefit conditions:

Trigger: 2 consecutive missed rent due dates
First payment timing: within 14 calendar days of the trigger date, covering the first missed rent
Subsequent payments: within 14 calendar days of each subsequent missed rent due date
Monthly cap: £1,000
Duration: up to 3 months of arrears covered
Maximum benefit: £3,000 per tenancy

Landlords wanting higher caps should consider Rent Assured Plus.

Not included: Rent on Time benefit, property maintenance coordination.

5.3 Rent Assured Plus

Includes all features of Rent Assured with enhanced Rent Protection Guarantee caps. Optional +£25/month add-on.

Rent Protection Guarantee — benefit conditions:

Trigger: 2 consecutive missed rent due dates
First payment timing: within 14 calendar days of the trigger date, covering the first missed rent
Subsequent payments: within 14 calendar days of each subsequent missed rent due date
Monthly cap: £1,500
Duration: up to 4 months of arrears covered
Maximum benefit: £6,000 per tenancy
Vacant possession top-up: 25% of one month’s rent (capped)
Re-listing waiver: £199 setup fee waived for re-listing following vacant possession

Not included: Rent on Time benefit, property maintenance coordination.

5.4 Complete Care

Includes all features of Rent Assured, plus property maintenance coordination, a Dedicated Property Coordinator, and both the Rent Protection Guarantee and the Rent on Time benefit.

Rent on Time — named plan benefit

On Complete Care and Complete Care Plus, Rent on Time pays you within 7 calendar days of each missed rent due date from the second month of the tenancy onwards. Each payment covers that missed rent. This means that where a tenant fails to pay rent and the benefit is active, you receive your payment within 7 calendar days — without waiting for us to recover funds from the tenant first.

Rent Protection Guarantee + Rent on Time — benefit conditions:

Trigger: any missed rent due date from the second month of the tenancy onwards
First payment timing (Rent on Time): within 7 calendar days of the missed rent due date, covering that missed rent
Subsequent payments: within 7 calendar days of each subsequent missed rent due date
Monthly cap: £2,000
Duration: up to 6 months of arrears covered
Maximum benefit: £12,000 per tenancy

Additional features:

Maintenance coordination including repairs and annual compliance scheduling
Dedicated Property Coordinator
Authorised repairs up to £200 (UK-based) or £300 (overseas) without prior approval
24/7 repair reporting and tracking
Priority re-let service following vacancy

Landlords wanting higher caps should consider Complete Care Plus.

5.5 Complete Care Plus

Includes all features of Complete Care with enhanced Rent Protection Guarantee caps, and the Rent on Time benefit at the same payment timing. Optional +£30/month add-on.

Rent Protection Guarantee + Rent on Time — benefit conditions:

Trigger: any missed rent due date from the second month of the tenancy onwards
First payment timing (Rent on Time): within 7 calendar days of the missed rent due date
Subsequent payments: within 7 calendar days of each subsequent missed rent due date
Monthly cap: £2,500
Duration: up to 9 months of arrears covered
Maximum benefit: £22,500 per tenancy
Vacant possession top-up: 25% of one month’s rent (capped)
Re-listing waiver: £199 setup fee waived for re-listing following vacant possession

Full eligibility conditions and exclusions are set out in the Rent Protection Benefit Terms.

6. Rent Protection Guarantee — Summary

The Rent Protection Guarantee is included in all plans except Rent Collect. It is a contractual service benefit — not insurance, not FCA regulated. Full terms are in the Rent Protection Benefit Terms.

Summary of benefits across plans:

Rent Assured — Trigger: 2 consecutive missed rent due dates. First payment: 14 calendar days after trigger. Monthly cap: £1,000. Duration: 3 months. Max benefit: £3,000.
Rent Assured Plus — Trigger: 2 consecutive missed rent due dates. First payment: 14 calendar days after trigger. Monthly cap: £1,500. Duration: 4 months. Max benefit: £6,000.
Complete Care (Rent on Time) — Trigger: any missed rent due date from month 2. First payment: 7 calendar days after each missed due date. Monthly cap: £2,000. Duration: 6 months. Max benefit: £12,000.
Complete Care Plus (Rent on Time) — Trigger: any missed rent due date from month 2. First payment: 7 calendar days after each missed due date. Monthly cap: £2,500. Duration: 9 months. Max benefit: £22,500.
Plus tiers only (Rent Assured Plus and Complete Care Plus): 25% × 1 month vacant possession top-up + £199 re-listing waiver where the benefit has been triggered and the tenant subsequently vacates.
Rent Collect: not included.

7. Termination

7.1 Notice period

To end your Service Contract, provide 2 months’ written notice to support@lettingaproperty.com.

7.2 Termination fees

An exit fee of £120 (inc. VAT) applies to all plan terminations, except where you are re-listing the property with us.
Where termination occurs within the minimum 12-month term, all remaining monthly fees are payable in full.
For PIA customers: the annual fee is non-refundable on termination.
All fees already paid are non-refundable.

7.3 Services do not end automatically

Your Service Contract does not end when a tenancy ends. Services continue until formal notice has been given and the notice period has expired.

7.4 Change of ownership

Notify us immediately if your property is sold or transferred. You remain liable for fees until the contract is formally closed. A new owner must enter a new Service Contract at current pricing.

8. Legal Support Service

A paid in-house tenancy support service is available to managed landlords, separate from your plan fee. Where you have a Rent Protection plan and arrears arise, instructing the Legal Support Service is a condition of benefit eligibility.

Stage 1 — Section 8 notice: compliance check and service. £189 inc VAT.
Stage 2 — Possession claim: N119 and N5 forms. £300 inc VAT.
Stage 3 — Court bundle: indexed bundle, statement, print/post. £650 inc VAT (includes £404 court fee).
Stage 4 — Hearing support: McKenzie Friend attendance. £250 minimum + travel (capped £200).
Stage 5 — Post-order enforcement: via Stephensons Solicitors. £592.

Use of the Legal Support Service is at the landlord’s instruction. Failure to instruct Stages 1 and 2 when arrears conditions are met will invalidate the Rent Protection benefit — see Rent Protection Benefit Terms, Section 4.

9. Jurisdiction-Specific Provisions

9.1 England

All tenancies created on or after 1 May 2026 are assured periodic tenancies under the Renters’ Rights Act 2025. Section 21 has been abolished. Possession is sought via Section 8 grounds. Right to Rent checks apply.

9.2 Scotland

Tenancies are private residential tenancies under the Private Housing (Tenancies) (Scotland) Act 2016. Possession is via Notice to Leave and the First-tier Tribunal. Right to Rent does not apply. Legionella risk assessments are required.

9.3 Wales

Tenancies are occupation contracts under the Renting Homes (Wales) Act 2016. Possession is via the relevant occupation contract notice and county court. RentSmart Wales registration applies.

10. Property Maintenance Coordination (Complete Care and Complete Care Plus)

We coordinate maintenance and repairs through our approved contractor network.
Authorised repairs up to £200 (UK-based) or £300 (overseas) can be instructed without prior landlord approval.
Repairs above these thresholds require landlord approval before instruction.
Annual compliance scheduling for gas safety, EICR, and other certificates.
24/7 repair reporting via the platform with status tracking.
A Dedicated Property Coordinator is assigned as your single point of contact.

11. Arrears and Possession

Where a tenant falls into arrears, we will:

Contact the tenant within 7 days of any missed rent due date to establish the reason.
Notify the landlord and provide updates on the recovery position.
Where the Rent Protection benefit applies, action eligibility checks and prepare the Assignment of Debt and Landlord Declaration documentation.
On landlord instruction (and Legal Support Service Stage 1 payment), serve a Section 8 notice on the tenant.
Track progress through possession proceedings, with the Legal Support Service available to manage subsequent stages.

Section 21 notices are no longer available in England under the Renters’ Rights Act 2025. Where you are operating in Scotland or Wales, jurisdiction-specific notice processes apply.

12. Data, Service Levels, Suspension, Complaints and Compliance

12.1 Data protection

How we collect, use, share and protect your personal data is set out in our Privacy Policy. By using our services you confirm you have read and understood the Privacy Policy.

12.2 Service levels

We aim to respond to support enquiries within 1 business day. Tenancy Manager and Property Coordinator response times are subject to plan-specific service levels.

12.3 Suspension

We may suspend services where: fees are unpaid for more than 30 days, we are unable to verify required compliance documentation, or where you breach these terms in a way that prevents service delivery. Suspended accounts can be reinstated on resolution and payment of a £75 reinstatement fee.

12.4 Complaints

Complaints can be raised at concerns@lettingaproperty.com. We are members of The Property Ombudsman scheme; landlords and tenants have access to their dispute resolution service for unresolved complaints.

12.5 Compliance

We are members of UKALA, SafeAgent, and hold Client Money Protection insurance. Our regulatory registrations are listed on our Privacy Policy and on our website.

13. Disclaimers, Indemnity and International Provisions

13.1 Disclaimers

Our services are provided on a reasonable-skill-and-care basis. We do not guarantee specific outcomes such as rental yields, tenant performance, or property condition at end of tenancy. The Rent Protection Guarantee and Rent on Time benefit are contractual service benefits, not insurance products, and are not regulated by the Financial Conduct Authority.

13.2 Indemnity

You indemnify us against losses, costs and claims arising from: inaccurate information you provide, your breach of these terms, your breach of statutory landlord obligations (including safety certificates, Right to Rent, deposit protection), and acts or omissions of contractors instructed by you outside our service.

13.3 International landlords

If you live outside the UK, additional Non-Resident Landlord Scheme requirements apply. Without valid HMRC NRL approval we are legally required to withhold basic rate tax from rent before pay-out. International payment processing may take 2-3 additional business days.

14. Landlord Legal Responsibilities

Regardless of which plan you subscribe to, you remain responsible for the following legal obligations as a landlord. Failure to meet these may invalidate Rent Protection benefits and may expose you to civil and/or criminal liability.

14.1 Safety certificates

Energy Performance Certificate (EPC) at the start of every tenancy.
Gas Safety Certificate annually, where gas is supplied to the property.
Electrical Installation Condition Report (EICR) every 5 years.
Smoke and carbon monoxide alarms in working order at the start of every tenancy.
For Scottish tenancies: Legionella risk assessment.

14.2 Right to Rent (England)

You are responsible for verifying every adult occupant’s right to rent in England before the tenancy begins. We can support this through our verified referencing process where you instruct us to do so.

14.3 Deposit protection

Tenant deposits must be protected in an authorised scheme within 30 days of receipt and prescribed information served on the tenant.

14.4 Selective licensing

Where the local authority operates a selective licensing scheme covering your property, you are responsible for obtaining and maintaining a valid licence.

14.5 Jurisdiction-specific obligations

Different requirements apply in Scotland (RentSmart Wales does not apply; landlord registration with the local authority does) and in Wales (RentSmart Wales registration is required). See Section 9 for jurisdiction-specific provisions.