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Finding a home

We, at Douglas & Maxwell Estates, owe you a duty of care, so feel free to ask us any questions that will facilitate your new move. Please see below our fees along with our terms and conditions which will in turn give you some helpful guidance.

Our fees:

Administration includes (per tenant): £145.00

(Usually payable via a deduction from your holding deposit)

  • Credit referencing, (Landlord(s), employer(s), bank, accountant)
  • Contract fee
  • Execution of tenancy

Change of occupancy with existing tenancy (per tenant): £145.00

Letter sent for late/non-payment: £55.00

(per letter)

Tenancy renewal (Long let): £75.00

(New contract)

Inventory Check out: £165.00 (To include any unfurnished flat/house with up to 1 Bathroom, 2 reception rooms and 2 bedrooms)

Abort inspection/Check in & out/contractor visit fee: £50.00

(N.B Douglas & Maxwell Estates request a minimum of 4 hours cancellation notice)

Other fees:

Holding deposit: £300.00 (approx.)

(payable in the interim period before tenancy agreement is signed, can be used to make deductions against your 1st months’ rent)

One months’ rent due on day of move (cleared funds only)

Tenancy deposit – Long let tenancy: Equivalent to 6 weeks’ rent

(Will be protected by a statutory tenancy deposit scheme if tenancy is an AST, payable at the time of signing the agreement. You will be provided with the details)

Tenancy deposit–Short let tenancy: £700.00 or equivalent to One weeks’ rent (Whichever is greater)

(Payable at the time of signing the agreement. Will be protected by a statutory tenancy deposit scheme if it is an AST)

Our Terms & Conditions:

Should you need to withdraw from the agreement early and the landlord agrees that you can terminate early, you will be responsible for the repayment of the pro-rata commission paid in advance by the landlord for the unexpired portion of the tenancy, unless you are exercising a break clause which would be contained in your tenancy agreement.

It is your obligation to obtain written consent from the landlord for any change in the identity of the tenants. Where we are managing the property, you may inform us and we will liaise with the Landlord then draw up a tenancy agreement for signature by all parties if the Landlord agrees.

If any charges remain outstanding at the end of the tenancy, the appropriate deductions will be made from the due deposit.

Please contact us in advance if you wish to extend your tenancy.

The first instalment of rent must be paid in cleared funds on the day you move into the property. Thereafter, rent is payable by standing order (unless agreed otherwise) to arrive on the due date as stated in the tenancy agreement. This means that the standing order must be set up so that the funds leave your account three days before the rent is due. It is preferred that the standing order is paid by a single standing order.

Douglas & Maxwell Estates will request a holding fee (approximately £300.00) which will show your commitment to the Landlord that you are serious about taking up the tenancy whilst the relevant checks are being carried out.

Please do bear in mind though, that this holding fee does NOT constitute a tenancy agreement or offer of a tenancy.

The holding fee will usually be offset against your first months’ rent. In the event the landlord decides not to let the property, then you will receive your deposit in full. But, if it becomes apparent that you had given inaccurate information about yourself you could lose the deposit, the same will apply if you decide not to move in after paying the holding deposit and also upon unacceptable references. This fee will be held by Douglas & Maxwell Estates in a ‘Client Account’ at the Royal Bank of Scotland, separate to Douglas & Maxwell Estates’ business account-due to rules and regulations of which we must adhere to.

A deposit equivalent to six weeks’ rent must be paid in cleared funds when you sign the tenancy agreement and is held by Douglas & Maxwell Estates Ltd as Stakeholder for the duration of the tenancy, in accordance with the terms of the tenancy agreement. Where applicable, Douglas & Maxwell Estates will register the deposit monies with a deposit protection scheme on the landlord’s behalf – to safeguard it for the term. The monies will then be held in a ‘Client Account’ at the Royal Bank of Scotland, separate to Douglas & Maxwell Estates’ Business account. The deposit gives your Landlord protection against you leaving without paying your rent or for any damages not fixed. Douglas & Maxwell Estates exclude liability in relation to loss caused by the insolvency of a financial institution which holds deposits in its contracts with landlords and tenants.

All deposit deductions must be agreed in writing by both landlord and tenant upon the termination of the tenancy. The tenancy agreement entered into is between the landlord and the tenant and, therefore, the tenant cannot hold Douglas & Maxwell Estates liable for any deductions made from the deposit which may fall into dispute. Any interest earned on the deposit shall be retained by Douglas & Maxwell Estates.

Douglas & Maxwell Estates are subject to the Money Laundering Regulations 2007. As a result we will need to ask you for suitable identification, and will be unable to proceed with any work on your behalf if we are unable to obtain this from you. We hold customers’ identity on our records for a period of 5 years and, where appropriate, we obtain proof of ownership of property.

We will take up references based on the details that you have supplied to us. These references may be passed to our client so that they can make a decision on granting a tenancy.

You are responsible for any administration charges levied by your own bank in relation to obtaining a reference.

Due to the new Right to Rent rules, a new law introduced as part of The Immigration Act 2014, we will need to check your photographic ID in your presence and other relevant documentation to satisfy the law, before proceeding with your new tenancy.

Douglas & Maxwell Estates will be instructed by the landlord as to what arrangements are to be made for the inventory and condition report and check-in & out service. Unless agreed otherwise, the tenant will be liable to pay the check-out fee. We advise you to make yourself available for the check-in and check-out process.

At the start of the tenancy we will advise you who is responsible for managing the property. This is not always Douglas & Maxwell Estates. Where we are not managing the property we cannot authorise any repairs or maintenance or guarantee the speed at which repairs will be carried out. Where we are managing the property, we may have to obtain the landlord’s consent before proceeding with a repair. If we hold a set of keys, we can usually provide access to our contractors (with your permission at least 24 hours in advance or less whichever is suited). However, where we do not hold keys or the contractor is not willing to collect keys, it is your responsibility to provide access.

It is your responsibility to insure your own belongings throughout the tenancy.

You will be responsible for the payment of telephone, gas, water and electricity accounts at the property during your tenancy, as well as the council tax. It is your responsibility to notify the relevant companies and the local authority that you are moving into/out of the property also to ensure you receive nil balance statements when you move out. You are also responsible for ensuring that a valid television licence remains in place for the duration of the tenancy. Utility companies will always require the occupant to provide access for any visit.

If you pay rent directly to your landlord’s bank account and your landlord is resident overseas, you will be responsible for applying the provisions of the HM Revenue and Customs Non-Resident Landlords scheme for taxing UK rental income and should ask us for advice on this. These provisions do not apply where you are paying your rent to Douglas & Maxwell Estates.

All charges levied by Douglas & Maxwell Estates are not subject to VAT.

Should you have any problems with Douglas & Maxwell Estates’ service which you are unable to resolve, you should write to The Director at 4 Downs House, 34 Violet Lane, Croydon, CR0 4HF.  This complaint will be acknowledged within three working days of receipt and an investigation undertaken. A formal written response will be sent to you within 21 working days. If you remain dissatisfied, you are entitled to refer the matter to the Ombudsman Services, The Brew House, Wilderspool Park, Greenall’s Avenue, Warrington, WA4 6HL, within six months for a review by completing the form on their website –  you may telephone them also on 0330 440 1634

By completing the form you confirm that you intend to enter into a private residential tenancy in your name and that you will not (i) sublet the property; (ii) advertise the property on any print or other media, including (but not limited to) internet-based marketing website; or other social media or messaging website or app (iii) take in paying guests or lodgers, without the prior consent of the Landlord.

Douglas & Maxwell Estates reserve the right to change the schedule of fees and these terms of business upon providing reasonable notice in writing.

Douglas & Maxwell Estates will keep your personal information secure from any 3rd party. If your details are needed for disclosure to serve an official purpose, you will be notified.

Douglas & Maxwell Estates will retain your file on our system for no longer than is necessary for the purpose we obtained it.  We may have to forward your file onto the Home Office in certain circumstances – upon their request.

These terms and conditions between us and the Tenancy agreement are conditional, upon successful credit and right to rent checks being carried out before you move into the property.

Download our full schedule of fees.

Download our Tenants’ jargon buster.

Credibility and professionalism
Douglas & Maxwell Estates is a member of the following codes of practice. These memberships provide landlords and tenants with peace of mind that they will always receive the highest level of customer service.
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