Landlords

Code of Practice

What is the Code of Practice for Landlords, Agents and Advertisers (‘the Code’)?

This Code sets out what the University of London (“We”) expects of Landlords, Agents and Advertisers who make use of the housing database to advertise accommodation to students and staff at our subscribing Colleges and Universities.

The Code must be read in conjunction with our terms and conditions of website use and acceptable use policy.

What we expect from you

1. General

 1.1. To comply at all times with any and all applicable laws in respect of advertising, letting and managing residential accommodation.

 1.2. To be courteous and respectful to staff at the ULHS

 1.3  To only seek to advertise or let out accommodation where you have a right or the authority to do so.

 1.4. To promptly provide, when requested, any and all documentation to satisfy us that you have complied with clauses 1.1 and 1.2.

 1.5. Where you have registered with us on the basis of your membership of or participation in a recognised accreditation scheme, redress scheme or other professional body, that you inform us as soon as reasonably practicable of any change in your membership or participation in that scheme.

 1.6. To ensure that accommodation is advertised in a way that is clear, accurate and discloses any and all significant information which would have an impact on a prospective tenant’s decision to rent the accommodation.

Dealing with prospective, current and former residents of your accommodation

2. Prospective, current and former residents will be given:

 2.1. a courteous and respectful service that is free from discrimination on the grounds of protected characteristics

 2.2. a written contract for accommodation

 2.3. a reasonable period of time of not less than one working day to review the terms of an accommodation contract before being asked to agree to its terms

 2.4. clear and accurate written information summarising any and all rents, charges and other fees that are payable in respect of the accommodation

 2.5. receipts for any and all payments made in respect of the accommodation.

 2.6. the option to pay rent, deposits or other charges by a method other than cash

 2.7. contact details for you, or the person managing the accommodation on your behalf, including a telephone number, email address and postal address.

 2.8. clear and accurate written information about any holding deposit or commitment fee payable in respect of accommodation, including details about the circumstances under which that holding deposit or commitment fee will and will not be repayable.

 2.9. comprehensive information about the property at the start of the accommodation contract, including but not limited to information about refuse disposal procedures, location of utility meters, boiler and stopcock

 2.10. an opportunity to inspect, comment on and amend any check-in or check-out inventory, including providing additional evidence and photographs

 2.11. a reasonably prompt response to reports of defects, disrepair or other problems within the accommodation

 2.12. adequate notice of any and all viewings, inspections and other visits to the accommodation by you, your agents or contractors.

 2.13. full and complete information about any alleged breach of the terms of their occupation of the accommodation

 2.14. a clear and comprehensive breakdown of any proposed deposit deductions, along with supporting receipts, invoices and other evidence, within a reasonable period of the end of the accommodation period

What you can expect from us

3. We aim to process requests for registration within two working days of receipt, and will endeavour to contact you if your registration cannot be completed within that time.

4. We aim to respond to emails and enquiries within two working days.

5. We may contact you if:

 5.1. we receive a complaint from a prospective, current or former resident, or other user of our housing database

 5.2. we wish to raise questions or concerns about the accommodation you are advertising or your accommodation advert

 5.3. we wish to provide you with information regarding our website, housing database or events

How we deal with complaints against you

6. In the event of a complaint being raised by a prospective, current or former resident, or other user of our housing database, we may:

 6.1. provide you with details of the complaint

 6.2. engage in correspondence with you regarding the complaint

 6.3. invite you to meet with us to discuss the complaint, or

 6.4. take action in response to the complaint

7. After having given you the opportunity to consider the complaint, we may:

 7.1. take no further action

 7.2. impose conditions on your future registration with us and use of our website and housing database, or

 7.3. suspend or remove your access to our website and housing database

8. We reserve the right to suspend or remove your access to our website and housing database without notice, although we expect this to only be necessary in the event of complaints of a serious nature.

How you can complain about us

9. Please refer to our complaints procedure for further information.

Updated 4-April 2017

The aim of this page is to answer some of the most frequent questions that landlords ask. If you have a question that is not answered by this page please do not hesitate to contact us by e-mail at housing@london.ac.uk or call us on 020 7862 8880.

01. How does the ULHS Property Platform work?
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The University of London Housing Services Property Platform allows you to advertise your property to our registered students and staff from our member institutions.

Students will be able to use our property platform (web or app version) to search for their accommodation and to communicate directly with a landlord via the platform. Our platform will give our students confidence that all registered landlords’ properties have valid safety certificates in place, and the proof of ownership checked.

For landlords, the platform will facilitate finding a tenant as well as allow you to track how your property listing is performing.

02. Pricing & Payments
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For all registered and new users, there will be no charge for the first year post update up to July 2023. From July 2023, any new and existing landlords will pay a simple annual fee as detailed below.

Fees chargeable as of July 2023

Number of properties listed                    Cost

1                                                                  £25

2                                                                  £50

3                                                                  £75

4-11                                                             £100

12+                                                              £150

We will no longer be taking rental or deposit payments neither signing contracts via the platform and therefore will no longer be charging commission from rental transactions. Letting agreements will also need to be signed directly between the landlord and tenant, outside of the platform. We would recommend you use our template letting agreements which can be downloaded here.

03. Registration Requirements
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To register on the property platform, you will need to meet the following requirements:

  • Agree to abide by our Code of Good Practice for Landlords. The Code can be accessed here.
  • Provide us with copy of a valid Gas Safety Certificate for each of the properties you wish to advertise.
  • Provide us with evidence of your ownership of the property, or permission to let if you are not the owner. 
  • Provide a copy of the Energy Performance Certificate for each of the properties you wish to advertise.
  • Provide a copy of the Electrical Installation Condition Report (EICR) for each of the properties you wish to advertise.
04. Where can I get advice?
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We are unable to offer legal advice to registered landlords. We also cannot advise you on the amount of rent to charge for your property. For general information on renting to students, see our Renting to Students page.

You can find information on your obligations as a landlord on the links below:

Renting Your Property (England and Wales)

National Residential Landlords Association (NRLA)

LandlordZone

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05. How are students and staff verified?
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We collect photo ID and a copy of the student’s ID or an offer to study letter to verify their status as a student at one of our registered member institutions. You can find the full list of those here.

For university staff members, we collect photo ID and staff ID or a letter offering employment.

Please note, our ID checks are purely to check for student or staff status and do not include a full reference nor do they cover a landlord’s legal obligation to carry out ‘Right to Rent’ checks on tenants.  

06. Can non-students use the platform to find properties?
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The property platform is available to students and staff of our member institutions.

07. How will students contact me?
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Prospective tenants can use the platform to get in touch with you directly with enquiries.

08. Can I use my own tenancy or license agreement?
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You are welcome to use your own agreement and we have also made our own template agreements available for downloading which can be found here.

09. Can I see how many people have viewed my advert?
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Yes. You will have statistics available to you on the dashboard on your account showing the number of views on your advert.

App coming soon

For the time being please search on our website

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