CLIENT ACCOUNT HEALTHCHECK QUESTIONNAIRE




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PLEASE NOTE THERE IS NO 'SAVE & RETURN' OPTION



ABOUT YOUR AGENCY

Which of the following services does your agency offer (tick all that apply)*
When does your current financial year end? *

Details of qualifications held



Are you registered for VAT?*
Unable to access VAT no? ... Enter: 999
Are you registered with HMRC Non Resident Landlord (NRL) Scheme?*
Unable to access NRL no?... Enter: 999
Are you registered under Money Laundering Regulations (MLR)?*
Unable to access MLR no?... Enter: 999
Date of registration *
Unable to access date?... Enter as 01 January 2025
Your next annual fee due date *
Unable to access date?... Enter as 01 January 2025
Data Protection - is your business registered with the Information Commissioner's Office (ICO)?*
Unable to access ICO no?... Enter: 999
When does your ICO registration expire? *
Unable to access date?... Enter as 01 January 2025
Do you use any lettings software or automated payment system for your Client Accounting?*

ABOUT YOUR PORTFOLIO

Breakdown of Active Tenancies

Do you collect rent on behalf of any landlords who live abroad?*
Are there any current tenancies you collect rent for where no deposit was paid by the tenant?*

ABOUT RENTS PAID TO YOU BY TENANTS

Do at least 90% of tenants pay rent to you monthly?*
£
£
Excluding any new move-in monies, are you holding any rents that are not due to be paid over to the Landlord for at least the next 3 weeks? (e.g. tenant paid 6 months in advance which is being held by you and paid over to Landlord monthly)*
£


ABOUT TENANT DEPOSITS HANDLED BY YOU


Custodial = deposits that you register with a scheme and then pay over to that scheme for them to hold 

Insured = deposits that you register with a scheme but where you hold the actual money

Which of the following Tenant Deposit Protection Schemes are you a member of? (TICK ALL THAT APPLY)
Which of the following Tenant Deposit Protection Schemes are you a member of? (TICK ALL THAT APPLY)
Which of the following Tenant Deposit Protection Schemes are you a member of? (TICK ALL THAT APPLY)
£
£
£
£
£
£
£
£
£
£
£
£
£
£
Do you hold Let Only/Tenant Find deposits on behalf of Landlords?*
Do you hold any deposits for company / common law tenancies or any other Non ASTs (including licences)?*
£
Have all premiums due to the scheme provider(s) been paid?*

ABOUT LANDLORDS YOU ACT FOR

Do you hold landlord 'floats' or 'funds' for maintenance/repairs of fully managed properties?*
£
Are you holding any other monies for Landlords which are not rents in advance or maintenance floats/funds?*
£

ABOUT YOUR AGENCY FEES & CHARGES

If fees, commissions or charges are variable give averages:


ENTER FEES, COMMISSIONS AND CHARGES NET (before VAT applied)

Landlord set-up fees (one-off fee charged at start of tenancy)

£
£

Landlords - Monthly Commissions:

Is this the percentage actually deducted from the rent on a monthly basis?*
Is this the percentage actually deducted from the rent on a monthly basis?*

Landlords - Tenancy Renewal Fees:

Do you charge the Landlord a fee for renewing tenancies? *
£
£

Tenants - fees charged to Tenants prior to the start of the tenancy (Include admin, referencing, tenancy documents, check-in/out ):

£
£
£
£

Tenants - Tenancy Renewal Fees:

Are you charging renewal fees to Tenants in AST tenancies which begun before 1st June 2019?*
£
What date did you last transfer your fees from your Client Account to your Office/business account?*
Are ALL your letting fees & charges displayed prominently on your website and in your office?*


FINANCIAL INFORMATION

Client Money Bank Account Details:

Are all your Client Money Accounts ring-fenced? (not subject to set-off by the bank)*
Do you hold at least one 'Designated' tenant deposit account*
Have you ever paid money into or out of client accounts which relates to the daily running of your business or your own personal expenses (e,g. salaries, petrol, phone bills, stationery, credit cards)?*
APART FROM rents, move-in monies or overseas tax is there any money sitting in your clients accounts that is due to be paid out (e.g to contractors)?*
Is there 'unclaimed' money sitting in any of your client accounts? (e.g. unable to be returned as tenant left country)*
£
Are you aware of any significant issues relating to your client money account(s) over the last 12 months?*

YOUR BUSINESS OVER THE LAST 3 MONTHS

(e.g March = Month 1; April = Month 2; May = Month 3)

Managed / Rent Collect:

Let Onlys / Tenant Finds:

ALL New Tenancies:

At the time of completing the questionnaire are you holding any 'move-in' monies (rents/deposits) on account for tenancies that have not yet started?*
£

OTHER SERVICES

In addition to residential lettings do you offer holiday lettings?*
Are monies collected by you in respect of holiday lettings held in your client account(s)?*
£
£
£

You may be contacted separately for further details regarding this service.


ABOUT YOUR MEMBERSHIP OF PROFESSIONAL BODIES & BUSINESS INSURANCE

Is your business registered with the Scottish Letting Agent Register?*
On what date was your registration approved?*
Are you a Full Member and registered with a Redress Scheme? (The Property Ombudsman or The Property Redress Scheme)*
Are details of your Redress Scheme membership published on your website and displayed in the office?*
Are you currently a member of any industry trade body (ARLA, UKALA, Safeagent etc)?*
Select all that apply:*
Do you have Professional Indemnity Insurance?*
Business activities stated on schedule / policy (tick all that apply)*
£
£
Professional Indemnity Insurance renewal date: *
Are you currently a member of a Client Money Protection Scheme?*
Client Money Protection Insurance renewal date: *
Are details of your Client Money Protection insurance scheme membership published on your website and displayed in the office?*
Do you have cyber insurance cover?*


ABOUT YOU


Person completing this questionnaire:

Your name: *
Are you a principal, partner or director (PPD) of the company?*

We are instructed by Money Shield to send a copy of this report to a principal, partner or director (PPD) of the company.  Please complete the following:

Full Name of PPD*

Declaration

By ticking the box below you agree that the information provided is true and accurate to the best of your knowledge and that The Letting Partnership can verify the information and authenticity of documents provided by fair and lawful means. You also confirm that you have read and agree to the Terms & Conditions  (will open in a separate window)



WHAT TO DO NOW

The following documents MUST be provided by you within 24 hours of submitting this questionnaire to support your application:

  • ACCOUNT SUMMARY page from your Tenant Deposit Scheme Provider(s) showing the total number of tenancies registered and the total value of deposits protected by you;
  • DETAILED Bank Statements covering the 60 DAYS prior to the date of submission of this form for ALL Client Money accounts held* - includes tenant deposit accounts, overseas tax etc.  All statements must show running balances 
  • DETAILED Bank Statements for the period 1st to 30th September 2023 for all Client Money Accounts held* - includes tenant deposit accounts, overseas tax etc. All statements must show running balances;
  • BANK LETTER dated within the last 12 months confirming all Client Money Accounts are ring-fenced and the bank has no right to set off funds against any company, business or personal liabilities.


( *DO NOT INCLUDE accounts for Commercial lettings & block management )


(Note: statements cannot be accepted in Excel or .csv format)


Your HealthCheck will not be completed until all requested documents and payment has been received.  Failure to provide the supporting documents required will result in your HealthCheck application becoming invalid.  No refund will be due in these circumstances. 


*BANK LETTER
If you have the letter but can’t provide a copy when submitting the questionnaire PLEASE tell us in the 'Additional Information' box located towards the bottom of the questionnaire.



PLEASE UPLOAD YOUR SUPPORTING DOCUMENTS BELOW


IMPORTANT: 


  • •You may upload one document in each of the upload boxes below. If you want to upload more than one document per box you will need to upload them in a 'zipped folder'.  The total size of all files and documents uploaded with this form must not exceed 10MB 


Note:  If you have difficulty uploading documents you may email them to us separately to: money-shield@agenthc.co.uk.  When emailing please quote your 'Review Reference Number' which you will get on submission of this questionnaire.

Account Summary page(s) from Deposit Scheme Provider
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Bank statements last 60 days
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Bank statements for specified month
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Bank letter
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WHAT TO DO NOW

PAYPROP CLIENTS - IMPORTANT INFORMATION

The following documents MUST be provided by you within 24 hours of submitting this questionnaire to support your application:


  • ACCOUNT SUMMARY page from your Tenant Deposit Scheme Provider(s) showing the total number of tenancies registered and the total value of deposits protected by you


( *DO NOT INCLUDE accounts for Commercial lettings & block management )


On receipt of your completed questionnaire you will be sent an email from our HealthCheck team detailing information and documents required from Payprop. Please forward this to Payprop immediately.


The Review will not be completed until ALL requested documents have been received. Failure to provide the supporting documents required will result in the Review application becoming invalid and the process being terminated. 



PLEASE UPLOAD YOUR SUPPORTING DOCUMENTS BELOW

 

IMPORTANT:

  • You may upload one document in each of the upload boxes below. If you have more than two documents you can upload them in a 'zipped folder'.  The total size of all files and documents uploaded with this form must not exceed 10MB


Note: If you have difficulty uploading documents you may email them to us separately after you have submitted this questionnaire, to: healthcheck@agenthc.co.uk". When emailing please quote your 'Review Reference Number' which you will get on submission of this questionnaire.

Account Summary page(s) from Deposit Scheme Provider
No File Chosen
File uploads may not work on some mobile devices.
Account Summary page(s) from Deposit Scheme Provider (2)
No File Chosen
File uploads may not work on some mobile devices.
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