Landlord Instruction Form

If you wish to instruct us to advertise your rental property or take over the management of an existing tenancy, please complete this form. If you do not receive confirmation of receipt within one working day, please contact us immediately.
* Items marked with an asterisk must be completed

Paperwork you may need to complete this form:

Proof Of ID
Proof Of Current Address
Proof Of Ownership
Gas Safety Certificate (PDF)
Energy Performance Certificate (PDF)
Electrical Inspection Condition Report (PDF)
Smoke alarm and carbon monoxide alarm compliance check (PDF)
Legionella Risk Assessment (if applicable) (PDF)
Asbestos Risk Assessment (if applicable) (PDF)
Rent Smart Wales Registration Number and Licence Number (if applicable)

In case of any problems with documents upload, please email or WhatsApp us directly.
Email: info@silveroakproperty.com
WhatsApp: 07595 939 335

Mr/Mrs/Ms/Miss

Landlord Surname

Home address (if different from correspondence address)

Landlord Name

Date of birth

Mobile Phone

Correspondence Address

Names Of Joint Owners With Phone Numbers and Email Address (if any)

Emergency Contact Details

I acknowledge that if a joint owner is listed, a separate application will be required for their details.

You need to provide your ID (this field is required) Will you be uploading your ID as a PDF or in photo format? Required

PDF

PHOTO

ID (PDF)

Upload supported file (Max 15MB)

ID (Photo)

Upload supported file (Max 15MB)

You need to provide your Proof Of Correspondence Address such as bank statements, council tax bills, etc (this field is required) Will you be uploading your Proof Of Correspondence Address as a PDF or in photo format? Required

PDF

PHOTO

Proof Of Correspondence Address (PDF)

Upload supported file (Max 15MB)

Proof Of Correspondence Address (Photo)

Upload supported file (Max 15MB)

Rented Property Address

Type Of Service Required

Fully Managed

Let Only

Rent Collection Only

Takeover of Existing Occupation Contract

You need to provide your Proof Of Ownership such as Title deeds, Utility bills, etc (this field is required) Will you be uploading your Proof Of Ownership as a PDF or in photo format? Required

PDF

PHOTO

Proof Of Ownership, such as a mortgage statement, title deed or lease document (PDF)

Upload supported file (Max 15MB)

Landlord Bank Name

Account Number

Proof Of Ownership, such as a mortgage statement, title deed or lease document (Photo)

Upload supported file (Max 15MB)

Name Of Account

Sort Code

I would like Silver Oak Property to instruct the following, on my behalf (Tick one or more boxes) Required

Gas Safety Certificate - I instruct Silver Oak Property Limited to arrange this at my cost.

Energy Performance Certificate (EPC) - I instruct Silver Oak Property Limited to arrange this at my cost.

Electrical Inspection Condition Report (EICR) - I instruct Silver Oak Property Limited to arrange this at my cost.

Smoke alarm and carbon monoxide alarm compliance check - I instruct Silver Oak Property Limited to arrange this at my cost.

None Of The Above - I will upload the required certificates myself below

Gas Certificate (PDF)

Upload supported file (Max 15MB)

Energy Performance Certificate (PDF)

Upload supported file (Max 15MB)

Smoke alarm and carbon monoxide alarm compliance check (PDF)

Upload supported file (Max 15MB)

Electrical Inspection Condition Report (PDF)

Upload supported file (Max 15MB)

I understand that asbestos may be present in properties built or refurbished before the year 2000. I understand that asbestos risk management, where applicable, remains my responsibility as landlord unless Silver Oak Property Limited separately agrees otherwise in writing. Silver Oak Property Limited does not act as an asbestos surveyor or asbestos assessor. Any checks carried out by Silver Oak Property Limited are non-invasive visual due diligence checks only. Silver Oak Property Limited will not drill, cut, open up, remove, test, sample or disturb any material. I agree to provide Silver Oak Property Limited with any asbestos survey, asbestos register, asbestos risk assessment, asbestos management plan, or any other information I hold about known or suspected asbestos at the property.

Was the property built or refurbished before 2000? Required

Yes

Unknown

Is there any known or suspected asbestos at the property? Required

Yes

Unknown

Has an asbestos survey, asbestos register, asbestos risk assessment or asbestos management plan been completed? Required

Yes

Unknown

Not applicable

If yes, has a copy been provided to Silver Oak Property Limited? Required

Yes

Not applicable

Please list any known or suspected asbestos locations, if known:

Does the property include any communal areas, common parts, shared hallways, staircases, roof spaces, garages, outhouses, yards, HMO areas or other areas used by more than one occupier? Required

Yes

If yes, who is responsible for the repair, maintenance and asbestos risk management of those areas? Required

Landlord

Freeholder

Block management company

Other

I confirm that the information provided above is accurate to the best of my knowledge. I agree to notify Silver Oak Property Limited immediately if I become aware of any known or suspected asbestos, damaged asbestos, asbestos survey, asbestos register, asbestos management plan or asbestos related risk at the property. I authorise Silver Oak Property Limited to record this information on the property file and to pass relevant asbestos information to contractors before works are instructed. Where asbestos is known, suspected, damaged, deteriorating or may be disturbed by works, I understand that works must not proceed until suitable advice, survey, assessment or works have been arranged by a competent asbestos professional.

Does the property form part of a building containing common or communal areas? Required

Yes

Unsure

If you answered “Yes” or “Unsure”, please complete the following information.

Do you have a copy of the current Fire Risk Assessment covering the communal areas? Required

Yes, I will upload it below

No, but I have requested it

No, Silver Oak Property Limited is authorised to request it on my behalf

I am unsure who holds the Fire Risk Assessment

You need to provide current Communal Fire Risk Assessment (this field is required) Will you be uploading Fire Risk Assessment as a PDF or in photo format? Required

PDF

PHOTO

Upload the current Communal Fire Risk Assessment(PDF):

Upload supported file (Max 15MB)

Date of the Fire Risk Assessment, if known:

Upload the current Communal Fire Risk Assessment(Photo):

Upload supported file (Max 15MB)

Date of the most recent review, if known:

Does the Fire Risk Assessment cover the entrance fire door between the rented flat and the communal area? Required

Yes

Unsure

Not stated in the assessment

What is the building’s fire evacuation procedure? Required

Simultaneous evacuation

Stay-put procedure

Other

Unsure

Please provide details of the evacuation procedure, including where this information is displayed or provided to residents:

Are there any outstanding recommendations, remedial works or fire safety concerns affecting the rented property, its entrance door or the communal areas? Required

Yes

Unsure

If yes or unsure, please provide details:

I authorise Silver Oak Property Limited to contact the freeholder, building management company, managing agent or other Responsible Person to request the current Communal Fire Risk Assessment and relevant fire safety information relating to the rented property and communal areas.

I agree to provide Silver Oak Property Limited with any Fire Risk Assessment, fire safety notice, evacuation procedure, remedial action notice or other relevant fire safety information received in relation to the building.

I agree to notify Silver Oak Property Limited promptly if the Responsible Person, building manager, evacuation procedure, Fire Risk Assessment or any relevant fire safety arrangements change.

I understand that any recommendations or remedial works affecting the rented property that are identified in the Fire Risk Assessment must be investigated and completed by the person legally responsible for those works.

I understand that submitting this form does not, by itself, transfer responsibility for managing the building’s communal areas to Silver Oak Property Limited. The extent of Silver Oak Property Limited’s responsibilities will depend upon the agreed management service and the areas over which it has control.

I have read Rent Smart Wales guidance, "Property with common parts: what is your responsibility?" https://rentsmart.gov.wales/en/news/103/property-with-common-parts-what-is-your-responsibility/LINK

Gas Provider (Optional)

Electricity Provider (Optional)

Comments

Rent Smart Wales Registration Number. (This is different to Licence Number)

Rent Smart Wales Licence Number

I CONFIRM THAT I HAVE REVIEWED AND AGREE TO BE BOUND BY THE TERMS OF BUSINESS AVAILABLE AT THIS LINK. Terms of Business – Version 1.2 – Effective 30/06/2026: https://www.silveroakproperty.com/terms-of-business-version-1-2 - LINK

I confirmed that all the information provided are true to the best of my/our knowledge and authorise Silver Oak Property Limited to proceed with the letting and/or management of my/our property.

If carbon monoxide alarms are not installed in the property where required by law on the tenant's move-in day, Silver Oak Property will supply them as necessary. A cost of £30.00 (+VAT) per alarm will be deducted from the first month's rent.

I, the landlord, confirm that, if applicable, it is my responsibility to comply with the Non-Resident Landlords Scheme (NRLS) and to ensure all associated tax obligations are fulfilled. I understand that if the agency becomes aware that I reside abroad, they will be obligated under HMRC regulations to deduct tax from my rental income unless HMRC provides confirmation approving the receipt of rental income without tax deductions.Understanding the Non-Resident Landlord Scheme

I agree to the following fee structure: - Tenant Find Service: £390.00 (a one-off fee from the first month's rental) OR - Tenant Find & Full Management Service: 10% of any rent received (minimum fee £45.00) plus a one-off administration fee of £290.00 deducted from the first month’s rent for the tenant find service. OR - Rent Collection Service: 4% of any rent collected (minimum fee £20.00 per rent collection). Comprehensive Tenant Screening: £15.00 per tenant screening. A comprehensive screening is conducted for every approved tenant through the Canopy portal. This fee applies regardless of the outcome, whether unsatisfactory or incomplete. ADDITIONAL COSTS: Withdrawal or Termination of Management Services: the equivalent of one month’s rent. All fees are subject to VAT (currently 20%). View Full Fee Schedule: https://www.silveroakproperty.com/scale-of-fees - LINK

I understand that Legionella risk assessment and Asbestos risk management, where applicable, remain my responsibility as landlord. Silver Oak Property Limited may assist with arranging assessments or contractors where instructed, but does not accept responsibility as dutyholder unless this is separately agreed in writing.

I understand that where services are fully performed at my express request during any cancellation period, I may lose the right to cancel once the services have been fully performed, where the Consumer Contracts Regulations apply. These additions should give RSW clear evidence that the landlord gives written authority for expenditure up to a defined amount, and that takeover management does not begin until you confirm it in writing.

I confirm that I have been given information about my right to cancel under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, where those regulations apply. I request Silver Oak Property Limited to begin providing services immediately during any 14-day cancellation period. I understand that if I cancel after work has started, I may be required to pay for services already provided and reasonable costs already incurred.

Three full sets of keys must be provided at least three working days before the agreed move-in date. If the keys are not provided on time, copies will be made, and the cost will be deducted from the rent.

Equality & Diversity Policy Acknowledgement I confirm that I have read and understood Silver Oak Property Limited’s Equality & Diversity Policy. I acknowledge that Silver Oak Property provides services fairly, respectfully and without discrimination. I agree to treat staff, landlords, contractors and other service users with respect throughout the application and occupation contract process.Read more: Equality & Diversity Policy

For takeover of an existing tenancy or occupation contract, I understand that submitting this form gives Silver Oak Property Limited authority to carry out pre-management onboarding only. Silver Oak Property Limited does not accept responsibility for ongoing management of the property until the Management Commencement Date has been confirmed in writing by Silver Oak Property Limited.

I have been made aware that Fitness for Human Habitation Regulations require me, as a landlord, to fit a working smoke alarm on every storey of a dwelling. The alarm must be connected to the electrical supply and interlinked with any other smoke alarms required under the regulations. I am confirm that the correct number and type of smoke and Carbon Monoxide Alarms (CO Detectors) have been installed in the property mentioned above and would like you to proceed with the tenancy procedures. Comprehensive Guide to Fitness for Human Habitation: 29 Key Circumstances Explained: https://link.silveroakproperty.com/FFHH - LINK

I understand that an Energy Performance Certificate must be provided or instructed before the property is marketed. All other required compliance documents, including the Gas Safety Certificate, Electrical Installation Condition Report (EICR), smoke alarm certification, carbon monoxide alarm certification, and any other legally required certificates, must be provided within 10 days of the property being listed. If these documents are not received within this 10 day period, the property will be withdrawn from the market and no further marketing or viewings will take place until all required documentation has been provided.

I confirm that I have checked whether the property is in a Radon-affected area using the UK Radon map. If the property is in an affected area, I understand that I am responsible for taking appropriate advice and arranging any required testing or mitigation. UK maps of radon: https://www.ukradon.org/information/ukmaps - LINK

Landlord Legal Obligations (Housing (Wales) Act 2014 & Renting Homes (Wales) Act 2016) By instructing Silver Oak Property, the landlord confirms they have been advised of their legal duties, including the requirement to register with Rent Smart Wales, to hold the correct licence or appoint a licensed agent, and to comply with all safety, documentation and written statement obligations. All rental properties in Wales must be registered with Rent Smart Wales, and the landlord confirms they will notify Rent Smart Wales that Silver Oak Property Limited (Licence Number #LR-75091-14071) is acting on their behalf for letting and/or management activities. Silver Oak Property provides written guidance and ongoing support to ensure the landlord understands and meets these requirements.

Complaints Procedure: Silver Oak Property has a formal complaints procedure for all service users. If at any point you wish to make a complaint, you can do so in writing by email to info@silveroakproperty.com . A full copy of the complaints procedure is available at www.silveroakproperty.com/complaints . If you are not satisfied after receiving a final response, you have the right to refer your complaint to the Property Redress Scheme at www.theprs.co.uk .View Complaints Procedure

I understand that I remain responsible for payment of contractor invoices and any shortfall where rent or other client money held by Silver Oak Property Limited is insufficient. I understand that Silver Oak Property Limited is not required to advance its own funds for repairs, maintenance, compliance works or contractor invoices.

For Full Letting and Management, Portfolio Management, or Takeover of an Existing Tenancy or Occupation Contract where Silver Oak Property Limited has confirmed in writing that management has commenced, I authorise Silver Oak Property Limited to instruct repairs, maintenance, safety works and compliance-related works up to £250 plus VAT, where applicable, per individual job without further approval from me. For urgent works, I authorise Silver Oak Property Limited to instruct works up to £500 plus VAT, where applicable, where delay may create a risk to health and safety, cause damage to the property or neighbouring property, result in loss of an essential service, or create a risk of non-compliance with landlord obligations.

Until the Management Commencement Date is confirmed in writing by Silver Oak Property Limited, I remain responsible for the property, the existing tenancy or occupation contract, rent collection, repairs, safety certification, statutory compliance, deposit protection, notices and communication with the tenant or contract-holder, except for any specific task Silver Oak Property Limited has expressly agreed to carry out in writing.

For Tenant Find Service or Rent Collection Service, I understand that repairs, maintenance, safety works and legal compliance remain my responsibility unless Silver Oak Property Limited separately agrees in writing to arrange a specific item of work.

Your Signature

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Landlord Instruction Form

If you wish to instruct us to advertise your rental property or take over the management of an existing tenancy, please complete this form. If you do not receive confirmation of receipt within one working day, please contact us immediately. * Items marked with an asterisk must be completed

​

Paperwork you may need to complete this form:

Proof Of ID

Proof Of Current Address

Proof Of Ownership

Gas Safety Certificate (PDF)

Energy Performance Certificate (PDF)

Electrical Inspection Condition Report (PDF)

Smoke alarm and carbon monoxide alarm compliance check (PDF)

Legionella Risk Assessment (if applicable) (PDF)

Asbestos Risk Assessment (if applicable) (PDF)

Rent Smart Wales Registration Number and Licence Number (if applicable)

In case of any problems with documents upload, please email or WhatsApp us directly. Email: info@silveroakproperty.com WhatsApp: 07595 939 335

Silver Oak Property

If you wish to instruct us to advertise your rental property or take over the management of an existing tenancy, please complete this form. If you do not receive confirmation of receipt within one working day, please contact us immediately.
* Items marked with an asterisk must be completed

In case of any problems with documents upload, please email or WhatsApp us directly.
Email: info@silveroakproperty.com
WhatsApp: 07595 939 335