Buy-to-let management is for an owner who wants help running a rental home, not advice on buying an investment. The starting point is the occupied property: its tenancy, rent record, condition and the tasks the landlord wants an agent to handle. Our existing lettings and management service covers tenant administration, rent collection, repair coordination and owner reporting, with the final scope agreed in writing.
Taking over an occupied buy-to-let
A change of agent should preserve the tenancy records and give the tenant a clear contact for repairs and payments. Before handover, ask for the following documents and reconcile any gaps with the outgoing agent:
- The tenancy agreement, tenant contact details, inventory and check-in report.
- The rent ledger, arrears correspondence, deposit scheme details and prescribed information.
- Current safety records, inspection reports, licence details where applicable and outstanding repair instructions.
- Keys, access arrangements, contractor invoices and the existing management contract's notice and termination provisions.
Agree the handover date and responsibility for outstanding work before notifying tenants of new payment or contact details. A new agent cannot remove an owner's existing obligations simply by taking over the file.
Letting an empty home and managing an occupied one
For an empty property, discuss marketing, referencing, the inventory and readiness for occupation. For a home already let, the priority is an accurate opening rent balance, clear tenant communication and a review of unresolved repairs. These are different starting points and should be priced and scheduled accordingly.
This service focuses on ordinary residential lettings. If a London property is occupied by sharers forming more than one household, review the address-specific licensing and handover questions on our London HMO management page before treating it as a standard single-household let.
Rent collection and arrears decisions
Agree when statements are issued, how payments are reconciled and when an unpaid balance is escalated to the owner. Reports should distinguish rent due, money received, deductions and the balance remitted. Ask who contacts the tenant and what records are kept if a payment is missed.
Arrears management is not a promise of guaranteed rent or possession. Where legal advice or proceedings are needed, a solicitor should advise on the appropriate grounds, notices and evidence. The applicable tenancy rules depend on the property's jurisdiction.
Repairs, inspections and spending authority
Set a spending approval limit and an agreed route for urgent issues. The owner should know which repairs can be instructed without further approval, how estimates are compared and when photographs or invoices will be supplied. Inspection intervals should reflect the property, tenancy and agreed scope rather than an unsupported universal service promise.
- Record reported defects, the contractor instructed and the status of the work.
- Separate routine maintenance from larger projects requiring a separate instruction.
- Explain any contractor charges, project fees or other costs before approval.
Compliance administration and owner responsibilities
Use an address-specific calendar for required certificates, inspections and any licence renewal. Management can coordinate appointments and records, but technical assessments and remedial work belong with appropriately qualified contractors or specialists. The landlord remains responsible for understanding and meeting their obligations.
Agree who arranges assessments, receives reports and approves remedial work. Legal, tax, mortgage and insurance advice are not part of routine property management; obtain advice from the appropriate professional separately.
Fees and the written management scope
Ask whether tenant finding, inventories, inspections, licence administration, major works and end-of-management charges are included or separate. Compare the fee basis and VAT treatment as well as the headline amount. Our property management fees page explains what to include in a proposal request without assuming a standard percentage applies to every property.
FAQs
Can I change agent while the tenant stays?
Check the existing management agreement's notice terms first. A handover needs the tenancy and deposit records, rent balances, keys and repair history; tenants also need a clear explanation of any changed contact or payment arrangements.
What should I send for a proposal?
Provide the location, property type, whether it is occupied, any arrears or unresolved repairs, and the tasks you want included. Use the existing proposal form below to describe the current position and desired handover timeframe.
Does management include investment or legal advice?
No. This page concerns running an existing rental property. Investment decisions and regulated advice require separate qualified advisers; any specialist work and its fees should be expressly agreed.