Leasing & Letting Flashcards
What RICS guidance do you follow when Leasing & Letting?
The RICS Professional Statement: Code for Leasing Business Premises (2020)
RICS Professional Statement: Commercial Real Estate Agency & Brokerage (2016)
What is the purpose of the Code for Leasing Business Premises (2020)?
To improve the quality and fairness of negotiations on lease terms.
To provide a comprehensive set of Heads of Terms to make the legal drafting process more efficient.
What is the structure of the Code for Leasing Business Premises (2020)?
Part 1 - Introduction (Sets out it’s objective)
Part 2 - Mandatory Requirements (Negotiations & Heads of Terms)
Part 3 - Lease Negotiation Best Practice
Part 4 - Appendices
(Appendix A - Template Heads of Terms + checklist)
(Appendix B - Guide for Landlords & Tenants) - supplementary to the code and is not mandatory.
What does the Code for Leasing Business Premises (2020) say with regards to the negotiations of Heads of Terms?
- Negotiations must be in a CONSTRUCTIVE and COLLABORATIVE manner
- An unrepresented party MUST be advised about the existence of the code and must be recommended to obtain professional advice.
- The agreed terms of a lease MUST be recorded in written Heads of Terms, stating ‘Subject to Contract’, and summarise a number of key points in the HoTs.
- Any lease renewals or extensions MUST follow minimum Heads of Terms requirements, unless stated to follow previous lease terms.
- Negotiations should demonstrate a FAIR BALANCE between the parties on commercial terms.
Can you summarise what is included in Heads of Terms? Just give a handful of points?
The extent of the premises (size, sq ft)
Length of the term
Whether it is Inside or Outside the Landlord & Tenant Act (1954)
Any break options
Any requirement for rent deposit / guarantor.
Amount of rent and frequency of payment
Any rent free period / other incentives
Service charge payable and/or building insurance
Whether VAT is payable
Rent review provisions
Alienation provisison (sublet/assign)
Repairing obligations
Permitted Use
What does Part 3 of the Code for Leasing Business Premises (2020) state about lease negotiation best practice?
This provides best practice advice on specific lease terms to include:
- Rent deposits.
- Rent reviews.
- Service charges
- Repair clauses.
- Alienation clauses.
What is contained in Appendix A & B of the Code for Leasing Business Premises (2020)?
Appendix A = Template Heads of Terms & Checklist.
Appendix B = A guide for landlord and tenants (this is supplementary to the code and is not mandatory).
What legislation do you have regard for when Leasing & Letting?
Estate Agents Act (1979)
Consumer Protection Regulation (2008)
Misrepresentation Act (1967)
Town & Country Planning Regulations (2007)
When does the Estate Agents Act (1979) apply?
Disposal or Acquisition purposes
Freehold property
Leasehold property
Land as well as buildings
What are the key principles within the Estate Agents Act (1979)?
What are the 6 principles in the Estate Agents Act (1979)?
(COMMON QUESTION - TaylorMade book).
- Agents must act with Honesty & Accuracy
- Section 18 - Clarity on Terms of Engagement (ToE) and basis of agency clearly outlined.
- NO DISCRIMINATION (all have equal opportunity)
- Section 21 - Disclose any Personal Interests (‘Connected Person’ who could benefit from the transaction).
- EAA says that you MUST report ALL offers recieved to the client (promptly & in writing).
- EAA says you MUST keep Client’s Money Separate (separate named bank account with the word ‘client’).
What does Section 18 of the Estate Agents Act (1979) say?
Section 18 = Clear Terms of Engagement and clarity on basis of agency.
- All costs/fees must be specified in advance, in writing, in ToE.
- Sole, Joint or Multiple agency basis (clearly outlined).
What does Section 21 of the Estate Agents Act (1979) say?
Section 21 = Disclose any personal interests.
- Disclose any ‘Connected Person’ who could benefit from the transaction.
What are the penalties for non-compliance with the Estate Agents Act (1979)?
Policed by the National Trading Standards
- Warning Order (if it’s agents first offence)
- Prohibition Order (will prevent the agent from practising).
Failure to comply = criminal offence.
What are the different bases of agency?
- Sole Agency (Only one agent gets the fee).
- Joint Agency (Two or more agents sharing the fee on a pre-arranged basis).
- Multiple Agency (More than 2 agents but only the successful agent gets the fee
What are sole letting rights?
(Same as sole selling rights just for letting)
Fee due if let during the agency agreement - even if the agent does not introduce the tenant.
Private introductions = included in the agents fee.
What does the RICS Professional Statement: Commercial Real Estate Agency & Brokerage (2016) say? A few takeaways?
Mandatory Professional Statement
Outlines principles of fairness and transparency that underpin all aspects of commercial agency.
Various topics such as:
- Ethics (CoI checks, duty of care)
- Securing Instructions (ToE)
- Disposals (marketing the property)
- Implementing the disposal
- Acquisitions
- Ending instruction
- Safety and security
- Agency management
It also sets out 12 core principles such as acting honestly, due diligence, clear ToE, NO discrimination.
What would you advise in terms of AML?
All letting agents MUST register with HMRC if they let property for more than €10,000/month or more
At least CDD checks on the landlord AND the tenant.
When would an occupier consider a pre-letting?
When the building is a high quality, newly refurbished scheme
When there is a shortage of supply in the market
When the occupier requires specific facilities to satisfy their needs (that are in short supply).
What would be the advantages and disadvantages of a pre-letting for an occupier?
+VE = The occupier has a new building designed to suit there needs.
-VE = Entering into a lengthy and complex process, risk of the developer / contractor not performing.
What is an Agreement for Lease (AfL)?
(What would you need to do if agreeing terms on a pre-letting)?
An Agreement for Lease = a contract between two parties to enter into a lease in the future.
It may grant the tenant a licence to enter into the premises … BUT it is not a tenancy (lease) in itself and does not allow a tenant many legal rights over the property.
When would an Agreement for Lease (AfL) be required?
When pre-letting a building / entering into a lease in the future.
When a tenant pre-lets a building, what documents are required?
(What documents must be attached to an Agreement for Lease)?
Licence for Alterations (to allow tenant to undertake fitting out works).
Lease in pre-agreed form
The specification and plans (of the full completed scheme).
Developer’s Guarantee - bond if weak covenant
Collateral Warranties (supporting document to the primary contract with a third-party)
What is a Licence for Alterations?
This details the works to be undertaken by the tenant.
It must be completed prior to the works commencing.
What legislation do you have regard for when marketing a property?
Consumer Protection Regulations (2008)
Misrepresentation Act (1967)
Town & Country Planning Regulations (2007)
What are Consumer Protection Regulations (2008)
(COMMON QUESTION - TaylorMade book)
Relates to the WHOLE agency process
CPRs extend agents duty of care to all ‘consumers’ (e.g. existing/potential clients, viewers, tenants) - duty of care beyond your paying clients.
- Requires the Agent to give accruate info
- Agent must DECLARE EVERYTHING known about a property (good + bad). No more Caveat Emptor (“Buyer Beware”). OMISSIONS = breach.
E.g. not declaring proposed development next door, flood risk, flight path.
How do the Consumer Protection Regulations (2008) apply to you as an agent?
How do you apply this in practice?
Relates to the WHOLE agency process
Requires the Agent to give accruate info
Agent must DECLARE EVERYTHING known about a property (good + bad). No more Caveat Emptor (“Buyer Beware”). OMISSIONS = breach.
Signpost consumers to wider information - flood risk, flight path, listed building.
Keep an audit trail of information
How do CPRs (2008) differ from the Misrepresentation Act (1967)? Name some of the key differences?
Consumer Protection Regulations (2008) relate to the WHOLE agency process. Agent MUST declare everything known about a property (good + bad). Duty of Care to the “Consumer” beyond paying client. Criminal offence.
Misrepresentation Act (1967) relates to misinformation or false statements made during PRE CONTRACT ENQUIRIES that has the offence of inducing a transaction, e.g. false statements on marketing particulars. Civil offence actionable by tort (not criminal).
What are the Permitted Development Rights for ‘To Let’ boards?
Town & Country Planning Regulations (2007)
Planning Consent is required for non-residential boards over 2 sq m (flat), or 2.3 sq m (if V board)
Only one letting board is allowed per building
No more than 1m projection from face of the building
NO illumination
Must be removed within 14 days after completion of a letting/sale.
Are you familiar with a Marketing Plan and what type of things would you include?
List on the various databases we subscribe to (Agents Society, LoopNet, Cluttons website)
Targeted mailing list to clients
Installing a ‘To Let’ board
Double page spread in press e.g. Estates Gazette
Agents Launch (open morning).
Tell me about requirements surrounding letting property and EPCs?
(COMMON QUESTION in TaylorMade book)
(Hot topic v likely to come up)
As of April 2023 - ALL commercial property must legally have an EPC rating of ‘E’ or above to be let - including for existing leases.
I am aware of proposed increases for the MEES to reach band ‘C’ by 2027 and ‘B’ by 2030.
What are the requirements for EPCs when marketing a property?
EPCs MUST be instructed PRIOR to marketing.
The EPC rating (energy rating) MUST be included in the marketing particulars (graph not necessary).
It is the agents responsibility to ensure EPC is in the marketing material.
What buildings are exempt from having an EPC?
Listed Buildings
Religious Buildings + Places of Worship
Temporary Buildings
Building with no heating
Buildings due to be demolished / redeveloped within 2 years
Stand alone buildings with a total floor area of less than 50 sq m (circa 500 sq ft).
How long is an EPC valid for?
EPC is valid for 10 YEARS (unless the building has been altered)
What would you typically see on the front page of an EPC certificate?
Address of property and floor area
Technical information on the property’s energy provision.
An energy performance rating from A+ to G.
Benchmarking information