Information relating to all non resident landlords
Landlords information
The Non resident Landlords SchemeContents
- Administration of the Non resident Landlords Scheme
- Application for approval to receive rent with no tax deducted
- Who are Non resident landlords
- Letting agents
- Tenants
- Armed Forces personnel and other Crown Servants
- Forms and leaflets, including Guidance Notes, relating to the Non resident Landlords Scheme
The Non resident Landlords Scheme is a scheme for taxing the UK rental income of Non resident landlords.
The scheme requires UK letting agents to deduct Basic Rate tax from any rent they collect for Non resident landlords. If Non resident landlords don't have UK letting agents acting for them, and the rent is more than £100 a week, their tenants must deduct the tax. When working out the amount to tax the letting agent/tenant can take off deductible expenses .
Letting agents and/or tenants don't have to deduct tax if HM Revenue & Customs (HMRC) tells them not to HMRC will tell an agent/tenant not to deduct tax if Non resident landlords have successfully applied for approval to receive rents with no tax deducted. But even though the rent may be paid with no tax deducted, it remains liable to UK tax. So Non resident landlords must include it in any tax return HMRC sends them.
Applications by Non resident landlords for approval to receive rent with no tax deducted
Non resident landlords who are eligible can apply at any time for approval to receive their UK rental income with no tax deducted. This includes applying before they have left the UK or before the letting has started.
Applications should be made
- on form NRL1 (PDF 28K) see also NRL1 Notes (PDF 220K)
- on form NRL2 (PDF 29K) see also NRL2 Notes (PDF 218K)
- on form NRL3 (PDF 27K) see also NRL3 Notes (PDF 210K)
- by letter (for sovereign immunes).
Applications should be sent to the relevant tax districts dealing with Non resident Landlords:
- for HM Armed Forces personnel and other Crown Servants, to Public Department 1 or South Wales Area office
- for all other Non resident landlords to:
HMRC Residency
Unit 367
St John’s House
Merton Road
Liverpool
L75 1BB
Tell me more about
- what happens when approval is given
- what happens when approval is refused
- what happens when approval is withdrawn
- how approval affects the tax position of the Non resident landlord
What happens when approval is refused/withdrawn?
Refusal of approval
HMRC may refuse approval if they are not satisfied that:
- the information in the application is correct, or
- the Non resident landlord will comply with their UK tax obligations.
Withdrawal of approval
HMRC may withdraw approval if:
- they are no longer satisfied that the information in the application is correct, or
- they are no longer satisfied that the Non resident landlord will comply with their UK tax obligations, or
- the Non resident landlord fails to supply information requested by HMRC.
- How can I appeal?
What is the relationship to Self Assessment?
HMRC will tell an agent/tenant not to deduct tax if the Non resident landlord has successfully applied for approval to receive rents with no tax deducted. But rent paid with no tax deducted remains liable to UK tax. So Non resident landlords must include it in any tax return HMRC sends them.
All Non resident landlords who receive rents with no tax deducted will have a tax district.
Some individuals who are not resident in the UK for tax purposes are not sent an annual tax return automatically, even though they have UK rental income. This is because many Non residents will have sufficient UK personal allowances to cover any liability.
Who are letting agents?
A letting agent is a person who:
- has a 'usual place of abode' in the UK, and
- acts for a Non resident landlord in the running of their UK rental business, and
- has the power to receive income of the Non resident landlord's rental business, or has control over the direction of that income, and
- is not an 'excluded person'.
- An excluded person is someone whose activity on behalf of a Non resident landlord is confined to providing legal advice/services. However, solicitors who draw up a lease and collect the rent for the first period are not excluded persons.
HMRC Residency has produced a booklet called Non resident Landlords - Guidance Notes for Letting Agents and Tenants that tells people what their responsibilities are under the scheme. In addition, there is a brief Letting Agent's Guide to the NRL Scheme which outlines the main features of the scheme.
Tell me more about
Which tenants have to operate the Non resident Landlords Scheme?
Tenants of Non resident landlords have to operate the scheme if:
- the rent they pay is over £100 a week, and
either
- they pay the rent direct to a Non resident landlord, or
- they pay the rent to a person outside the UK, or
- they pay the rent to a person who is not a letting agent in the UK
HMRC Residency may sometimes instruct tenants to operate the scheme even where the rent paid is less than £100 a week.
HMRC Residency has produced a booklet called Non resident Landlords - Guidance Notes for Letting Agents and Tenants that tells people what their responsibilities are under the scheme.
Tell me more about
HM Armed Forces personnel and other Crown Servants
The Non resident Landlords Scheme applies to members of HM Armed Forces and other Crown Servants - for example, diplomats - if they have a 'usual place of abode' outside the UK. They are treated no differently from any other Non resident landlords, even though their employment duties overseas are treated as performed in the UK for the purpose of charging their salaries to tax. So if their absence from the UK is for more than 6 months, they are within the scheme.
Members of HM Armed Forces and other Crown Servants are dealt with by HMIT Public Department 1 and South Wales Area office. The addresses are:
Public Department 1
Ty Glas Road
Llanishen
Cardiff
CF14 5XZ
Telephone: 029 20325048
Fax: 029 20325954
South Wales Area office
Ty Glas Road
Llanishen
Cardiff
CF14 5YA
Telephone: 029 20325363
Fax: 029 20325957
Administration of the Non-resident Landlords Scheme
The Non-resident Landlords Scheme is administered by HMRC Residency. Tax is collected by the Accounts Office at Cumbernauld.
HMRC Residency has produced a booklet called Non-resident Landlords - Guidance Notes for Letting Agents and Tenants. This tells people what their responsibilities under the scheme are. In addition, there is a brief Letting Agent's Guide to the NRL Scheme which outlines the main features of the scheme.
Who are Non-resident landlords?
Non-resident landlords are persons (this term includes individuals, companies and trustees) who have:
- UK rental income
- a 'usual place of abode' outside the UK
Conditions for applying to HMRC Residency for approval to receive rental income with no tax deducted
Non resident landlords can apply to receive their rent with no tax deducted on the basis that either
- their UK tax affairs are up to date, or
- they have not had any UK tax obligations before they applied, or
- they do not expect to be liable to UK income tax for the year in which they apply, or
- they are not liable to pay UK tax because they are Sovereign Immunes (these are generally foreign Heads of State, governments or government departments)
What happens when approval is given?
When approval has been given, HM Revenue & Customs sends
- a notice of approval to receive rent with no tax deducted to the Non resident landlord, and
- a separate notice to the letting agents or tenants named on the application form authorising them to pay rent to the Non resident landlord without deducting tax
Authority to pay rent to a Non resident landlord with no tax deducted is generally backdated to the beginning of the quarter in which HMRC receives the Non resident landlord's application. As the tax year for the Non resident Landlords Scheme starts on 1 April, the quarters are the three-month periods that end on 30 June, 30 September, 31 December and 31 March. So if a Non resident landlord applies to us on, say, 20 September, the authority we send to his letting agent/tenant will usually take effect from 1 July.
'Usual place of abode'
Although we refer to 'Non resident' landlords, it is usual place of abode and not non-residence that determines whether a landlord is within the scheme or not.
In the case of individuals, we normally regard an absence from the UK of 6 months or more as meaning that a person has a usual place of abode outside the UK. It is therefore possible for a person to be resident in the UK yet, for the purposes of the scheme, to have a usual place of abode outside the UK.
Forms, booklets and leaflets
You can obtain:
- booklet "Non resident Landlords - Guidance Notes for Letting Agents and Tenants"
- leaflet "A Letting Agent's Guide to the NRL Scheme"
General forms
These forms are in PDF format. To view or to download blank forms for future use, you need Adobe Reader.
- NRL1 Notes (PDF 220K)
- NRL1 (PDF 28K)
- NRL2 Notes (PDF 215K)
- NRL2 (PDF 29K)
- NRL3 Notes (PDF 210K)
- NRL3 (PDF 27K)
- NRL4 (PDF 22K)
- NRL5 (PDF 22K)
- NRL6 (PDF 29K)
Return form
You can ask for these forms and leaflets by contacting HMRC Residency.
Contacting HMRC Residency
For help and advice about the Non resident Landlords Scheme you can contact HMRC Residency by telephone or email.
Non resident landlords, other than HM Forces personnel and other Crown Servants, who are applying for approval to have rents paid without deduction of tax should send their applications to HMRC Residency at the address stated within this section.
Which tax district deals with Non resident landlords?
All Non resident landlords who receive rents with no tax deducted will have a tax district. These are
For companies:
HMRC Residency
Non Resident Company Landlords
St Johns House
Merton Road
Liverpool
L75 1BB
Telephone: From the UK: 0845 070 0040 or From Abroad: +44 151 210 2222
Fax: 0151 472 6149
or trusts:
HMRC Residency
Non Resident Trusts
Unit 364
St John's House
Merton Road
Liverpool
L75 1BB
Telephone: From the UK: 0845 070 0040 or From Abroad: +44 151 210 2222
Fax: 0151 472 6247
or other individuals
Which tax district deals with individuals who are Non resident landlords?
Non resident landlords who are individuals that receive rental income without tax deducted are dealt with by different tax offices, depending on their status.
For HM Armed Forces personnel and other Crown Servants whose usual place of abode is outside the UK, the tax office is:
Public Departments 1, Cardiff
Telephone: 029 20 325048
Fax: 029 20 325954
South Wales Area office
Telephone: 029 20 325363
Fax: 029 20 325957
If you e-mail us, we will endeavour to answer your query as quickly as possible. Please note that Internet e-mail is not secure. This means we will reply by e-mail only where we feel your confidentiality will not be breached. Otherwise, we will e-mail you to explain that we will be replying fully by letter or telephone.
For individuals whose usual place of abode is outside the UK, the tax office is:
HMRC Residency
Unit 367
St John's House
Merton Road
Liverpool
L75 1BB
For UK-resident individuals, the tax office is their General Claims District (GCD).
How to contact the Accounts Office Shipley
Quarterly returns and payments of tax due under the Non resident Landlords Scheme, made using form NRLQ should be sent to Accounts Office Shipley. You can contact them by writing to:
HM Revenue & Customs
Accounts Office Shipley
Non resident Landlords Unit
Bradford
BD98 8AA
or by telephoning 01274 539665.
How to contact Audit Unit (NRL)
The Audit Unit (NRL) is responsible for conducting audit inspections to check that letting agents and tenants are meeting their obligations under the Non resident Landlords Scheme. They are also responsible for form NRLY. You can contact them at:
HM Revenue & Customs
Audit Unit (NRL)
St John's House
Merton Road
Bootle
Merseyside
L69 9BB
Telephone: 0151 472 6087/6284
Fax: 0151 472 6124
Issuing form NRLY
Form NRLY is normally sent to letting agents in May each year. You can also ask the Office Audit Unit (NRL) to send you one.
Electronic filing of annual returns
If letting agents wish to explore the possibility of submitting returns electronically they should contact the:
Audit Unit (NRL)
Telephone: 0151 472 6218
Fax: 0151 472 6124.
Appeals against refusal or withdrawal of approval to receive rent with no tax deducted
Where HMRC refuses, or withdraws, approval to receive rent with no tax deducted, the Non resident landlord can appeal to them within 90 days.
Where HMRC and the Non resident landlord cannot reach agreement, the appeal will be referred to the General Commissioners or, if the Non resident landlord wishes, to the Special Commissioners. Both of these bodies are independent appeal tribunals.
Letting agents' obligations
Letting agents that have to operate the Non resident Landlords Scheme must
- register with HMRC Residency
- account quarterly for the tax due under the scheme
- by 5 July following the year ended 31 March
- complete an annual information return, and
- where they have deducted tax, give the Non resident landlord a tax deduction certificate NRL6 (PDF 14K).
Tell me more about
- How tenants calculate and account for tax.
- Annual returns
- Quarterly returns
- How HMRC monitor compliance
Monitoring compliance with the NRL scheme
The Audit Unit (NRL) carry out audit inspections from time to time to check that letting agents have complied with their obligations under the Non resident Landlords Scheme.
A key aspect of the inspection involves checking records held by the letting agent.
Tenants' obligations
Tenants who have to operate the Non resident Landlords Scheme have to
- account quarterly for any tax due under the scheme
by 5 July following each year ended 31 March, give the Non resident landlord a tax deduction certificate NRL6 (PDF 14K), and
- complete an annual information return.
Tell me more about
How letting agents and tenants calculate and account for tax
Tax under the Non resident Landlords Scheme is deducted by letting agents/tenants.
Letting agents/tenants must calculate the amount to tax each quarter.
They then need to apply the Basic Rate to arrive at the amount of tax due.
They pay the tax to the Accounts Office at Cumbernauld, using the quarterly payslip form NRLQ.
Tell me more about
Deductible expenses
Letting agents or tenants must generally tax the rental income they pay to Non resident landlords unless HMRC has told them not to. In calculating the amount to tax, they take into account any 'deductible expenses' they pay in a quarter. These are expenses that they can reasonably be satisfied will be allowable expenses for the Non resident landlords when the profits of their rental businesses are computed.
Please see the Property Income Manual for advice on allowable expenses.
Annual returns
Letting agents who have to operate the Non resident Landlords Scheme must send an information return on form NRLY to the Audit Unit (NRL) by 5 July following the year ended 31 March for which the return is made. Letting agents must show separately for each Non resident landlord (other than those gross-approved by Public Department 1 or South Wales Area office)
- the landlord's name and address
- the amount of rental income for the year to 31 March, before the deduction of expenses
- where the letting agent is not authorised to pay rental income to the landlord with no tax deducted
- the deductible expenses for the year to 31 March, and
- the total of the tax shown as payable in the letting agent's quarterly returns for the year to 31 March
- where the letting agent is authorised to pay rental income to the landlord with no tax deducted, the landlord's approval reference number given by HMRC Residency (authorities issued by Public Department 1 and South Wales Area office do not have approval reference numbers, and there is no need for such landlords to be included on the form NRLY).
Quarterly returns
Letting agents and tenants must pay the tax due each quarter under the Non resident Landlords Scheme using form NRLQ. Quarterly returns are due for the periods ending 30 June, 30 September, 31 December and 31 March.
Form NRLQ will normally be issued automatically by the:
CAR (Residency) NRLQ Team
St.John’s House
Merton Road
L75 1BB
Letting agents and tenants must enter on form NRLQ
- the quarter to which the return form relates (where this date has not been pre-printed on the form), and
- the total amount of tax due in respect of all their Non resident landlords for that quarter, or
- where there is no tax due in the quarter but the letting agent is due a repayment the amount of the repayment claimed.
Letting agents and tenants should send the completed form NRLQ and payment for the amount due to the Accounts Office in Shipley in time to arrive there no later than 30 days after the end of the quarter to which it relates. For example, the form NRLQ for the quarter to 30 September 2000 must arrive at the Accounts Office by 30 October 2000.
Records
Letting agents and tenants must keep adequate records to satisfy HMRC auditors that they have complied with their obligations under the scheme. In particular, for each Non resident landlord, letting agents and tenants should keep separately
- a record of rental income received by the letting agent or paid by the tenant (showing the date and amount of each receipt or payment)
- copies of any correspondence with the landlord regarding their usual place of abode, and
- unless the letting agent is authorised to pay rental income with no tax deducted,
- a record of expenses paid (showing the date and amount of each payment and a brief description of the expense), and
- invoices and receipts (or copies) to provide evidence of expenses paid.
Letting agents and tenants should retain records for six years after the end of the year to 31 March to which they relate.
Records may be retained on microfilm, microfiche or any other medium which preserves an exact copy of the original document. Letting agents and tenants who wish to retain documents in this way should contact HMRC Residency before destroying the originals.
Assessments
Under the Non resident Landlords Scheme, tax is payable by letting agents and tenants without the need for HMRC to make tax assessments. But where HMRC have reason to believe that
- an amount should have been paid but was not, or
- a quarterly return is incorrect
they can make an assessment.
When an assessment is made, the letting agent or tenant will be told how they can appeal. Appeals have to be made in writing to the Audit Unit (NRL) within thirty days of the date of the assessment.
Interest is due on amounts paid late. The Accounts Office in Cumbernauld may charge interest on assessed income tax from the date when the amount of tax became due until the date it is paid.
How do letting agents register with HMRC Residency?
Letting agents who have to operate the Non resident Landlords Scheme must register with HMRC Residency within 30 days of the date on which they are first required to operate the scheme.
Letting agents may register by completing form NRL4 (PDF 17K) and sending it to HMRC Residency. HMRC Residency will send the letting agent a registration number and the appropriate forms and information needed to operate the scheme.
Basic rate of tax
The basic rate of tax for each tax year can be found in our Rates and Allowances section
Forms and notes available to download
All of these forms are in PDF format. To view a PDF document you must have Adobe Reader installed on your machine. If you require this material in large print or Braille please contact HMRC Residency. To save a file to your hard drive, right click on the link and choose the save option.
Form | Title |
|---|---|
The Non resident Landlords Scheme - Guidance Notes for Letting Agents and Tenants | |
NRLY Annual Return | |
NRLY Continuation Sheet | |
NRLY Notes for Completion | |
A Letting Agent's Guide to the Non resident Landlords Scheme (form NRL 200) (PDF 32K) | This tells letting agents whether they have to operate the NRL Scheme, and what the main responsibilities are. |
A Tenant's Guide to the Non resident Landlords Scheme (PDF 27K) | This tells tenants whether they have to operate the Non resident Landlords Scheme, and what the main responsibilities are. |
How letting agents and tenants calculate the amount to tax
When calculating the amount to tax, letting agents/tenants should:
- Add together the rent they actually receive in the quarter plus
- any rent that they had the power to receive, and
- any rent paid away at their direction to another person
Less
-
- any deductible expenses that they paid in the quarter, and
- any deductible expenses that were paid away in the quarter at their direction by another person
It is the date letting agents/tenants actually receive/pay the rents (or pay the deductible expenses) that determines when they calculate tax. The periods for which the rents (or expenses) are due are not relevant.
Allowable expenses of a rental business
Broadly, in calculating the profits of a rental business, expenses are allowable where
- they are incurred wholly and exclusively for the purposes of the rental business
- they are not of a 'capital' nature
Information about what constitutes an expense of a 'capital' nature is provided in The Property Income Manual. For example, the cost of land and buildings and the cost of improvements and alterations is expenditure of a capital nature.
Examples of expenses which are allowable
Expenses paid by letting agents and tenants which will normally be allowable expenses are:
- accountancy expenses for the rental business
- advertising costs of attracting new tenants
- cleaning
- costs of rent collection
- Council Tax while the property is vacant but available for letting
- gardening
- ground rent
- insurance on buildings and contents
- interest paid on loans to buy land or property
- interest paid on loans to build or improve premises
- legal and professional fees
- maintenance charges made by freeholders, or superior leaseholders, of leasehold property
- maintenance contracts (for example gas servicing)
- provision of services (for example gas, electricity, hot water)
- rates
- repairs which are not significant improvements to the property, including
- mending broken windows, doors, furniture, cookers, lifts, etc.
- painting and decorating
- replacing roof slates, flashing and gutters
- water rates
Some expenses which are not allowable expenses
Letting agents and tenants can deduct only those expenses which they pay or which are paid on their direction. This means they cannot deduct
- expenses which the landlord pays, even if they have details of the expenses
- expenses which have accrued in a quarter but which have not been paid in the quarter
- capital allowances
- any personal allowances due to the landlord.
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