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Actually, the onus to start taking reasonable steps to re-let the premises only really triggers once the vacating tenant has offered up vacant possession to the landlord. While its probably a good idea to start early, its not legally required. As long as you are in a position to move quickly...

If you mean that the total time is considered when calculating apportionment - that's not correct. Its only the current fixed term lease that is relevant.

Why not get a PM to handle the situation? It doesn't sound like you are very confident about your rights and obligations in this scenario. You can probably get the pro-rata of the letting fee/advertising costs charged to tenants anyway. Which will be most of it if the tenants are breaking a...

What? I thought you just said they signed a new 12 month fixed term agreement?

Don't suppose you know anything about break lease situations? That's probably what you're facing.