Landlord Process

Setting the right rental price is essential to attracting suitable tenants and minimising void periods. Your property's rental value will depend on its location, size, condition, presentation and proximity to local amenities and transport links.

At Estates IT Theme, we will provide a realistic rental valuation based on comparable properties, current market conditions and local demand. We will also recommend any improvements that could increase your property's appeal and rental potential.

Setting a competitive asking rent from the outset can help generate interest and secure a suitable tenant more quickly.

Under the Renters’ Rights Act changes effective from 1 May 2026, rental advertisements in England must state a specific asking rent, and landlords and agents must not encourage or accept offers above that amount.

Managing a rental property can be time-consuming, particularly when dealing with repairs, rent arrears, tenant concerns and legal responsibilities.

Estates IT Theme offers property management services designed to make letting your property easier. Depending on your chosen service, we can assist with rent collection, tenant communication, repairs, maintenance, tenancy documentation and relevant safety requirements.

Our aim is to protect your investment, minimise avoidable costs and provide a professional service throughout the tenancy.

Landlords remain legally responsible for their statutory obligations, even when using a managing agent. We will help you understand the requirements relevant to your property, including the tenancy rules introduced in England under the Renters’ Rights Act from 1 May 2026.

A well-presented property is more likely to attract interest from prospective tenants. Consider whether to let your property furnished or unfurnished, depending on your target market. We generally recommend providing essential white goods where appropriate and removing unnecessary belongings to create a clean, welcoming space.

Before marketing, ensure the property is safe, in good repair and ready for occupation. Depending on your property, requirements may include a valid Energy Performance Certificate (EPC), gas safety certification, an electrical installation condition report (EICR), appropriate alarms and relevant property licences.

Any supplied furniture and appliances must meet applicable safety requirements. You should also check whether consent is needed from your mortgage lender, freeholder or insurer. Estates IT Theme can advise on presentation and help identify the relevant requirements before your property is advertised.

Effective marketing helps attract suitable tenants and reduce void periods. Estates IT Theme promotes available properties through major portals, including Rightmove and Zoopla where applicable, our website, office window and To Let boards where appropriate.

We can also contact prospective tenants registered with our agency whose requirements match your property's location, size and features. Our aim is to generate interest, arrange viewings and secure a suitable tenant as efficiently as possible.

All marketing will be conducted professionally and in accordance with applicable legislation. In England, rental advertisements must state a specific asking rent, and offers above that amount cannot be encouraged or accepted under the rules effective from 1 May 2026. We will also ensure that applicant selection is fair and lawful, including compliance with relevant anti-discrimination requirements.

When a prospective tenant makes an offer, Estates IT Theme will inform you and provide relevant application details, subject to data protection requirements.

We will gather information about the applicant's circumstances, intended occupants, income, affordability and rental requirements to help you assess their suitability.

You will have the opportunity to consider the application and decide whether to proceed, subject to applicable law. We will explain the proposed tenancy terms and identify any outstanding checks before progressing. If the application is unsuccessful, marketing and viewings can continue.

All applicants must be assessed fairly and consistently, using relevant criteria such as affordability, references and suitability for the property. Under the rental bidding restrictions effective in England from 1 May 2026, the agreed rent must not exceed the advertised asking rent, even if an applicant voluntarily offers more.

Once an offer is accepted in principle, Estates IT Theme will explain the next steps and arrange the appropriate pre-tenancy checks. Where applicable, a holding deposit may be requested while referencing is completed.

Under the Tenant Fees Act 2019, a holding deposit cannot exceed one week's rent. It must be handled in accordance with the rules governing refunds, lawful retention and the deadline for agreeing the tenancy, usually 15 calendar days unless another period is agreed in writing.

We will explain the arrangements clearly to the applicant and ensure the deposit is not treated as an administration fee.

If the application does not proceed, marketing can resume. We will also ensure payment arrangements comply with the applicable legislation in England, including restrictions on requesting rent before the tenancy agreement is signed and on rent paid in advance.

Prospective tenants will undergo appropriate referencing to help assess their suitability and ability to meet their rental commitments. Estates IT Theme uses an independent referencing provider to assist with this process.

Checks may include identity verification, employment and income, affordability, credit history and relevant adverse information, such as County Court Judgements (CCJs). Previous landlord references may also be requested where appropriate and available.

Right to Rent checks will be completed in accordance with the applicable legal requirements in England.

Referencing results provide useful information but cannot guarantee future rent payments or tenant conduct. We will help you consider the available evidence alongside the applicant's circumstances and relevant, lawful assessment criteria.

Applicants must not be charged prohibited referencing or administration fees. Personal information will be handled in accordance with applicable data protection requirements.

Once referencing is complete and the application approved, Estates IT Theme will arrange the tenancy agreement and explain the agreed rent, payment arrangements and responsibilities.

Under the Renters’ Rights Act framework effective in England from 1 May 2026, most new private residential tenancies are assured periodic tenancies rather than traditional fixed-term assured shorthold tenancies.

The agreement must be signed before rent is requested or accepted. Applicable restrictions also govern rent payable in advance.

Any tenancy security deposit must comply with the legal cap, generally five weeks' rent where annual rent is below £50,000, or six weeks where it is £50,000 or more but no more than £100,000. Deposits must be protected in an authorised scheme within 30 days, with the required information provided.

We will identify the relevant documents that must be supplied before the tenancy begins, including safety certificates and prescribed tenancy information where applicable.

Once the tenancy requirements have been completed, arrangements can be made for the tenant to move in.

Where an inventory has been prepared, the check-in process will record the property's condition, contents, fixtures, fittings and meter readings. Photographs can provide useful supporting evidence should a dispute arise at the end of the tenancy.

The tenant will receive the inventory for review and will have an opportunity to report any discrepancies. Keys will then be handed over, allowing the tenant to take possession of the property.

If Estates IT Theme manages your property, we may retain a set of keys in accordance with our management agreement.

Before handover, we will confirm that the relevant checks and documentation have been completed, payments have been received in accordance with the law, and the property is ready for occupation. Our aim is to ensure a smooth, professional start to the tenancy for both landlord and tenant.