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Being a landlord can be an incredibly rewarding way to make a living, but like any rewarding endeavour, it is not without its challenges. There are many things to keep on top of, like finding and communicating with your tenants, keeping up to date with legal compliance requirements, submitting tax returns – the list goes on and on. Property management is about a lot more than just collecting rent.
So we have created this guide for landlords that are just starting out, and want to get an idea of exactly what is expected of them when it comes to property management. We’re going to look at every facet of the job, the challenges it can throw up, practical tips on how to overcome them (and stop them happening in the first place), and when you should consider professional property management software or services. (Quick note – this guide is for residential property owners, this does not cover commercial property management)
Use this property management guide to refer back to as you get to grips with the wonderful world of being a landlord. You’ll see that there are plenty of options when it comes to further support, so whenever you feel things starting to get on top of you, this guide will act as your safety net. Let’s dive in!
Understanding Property Management
First, let’s cover the basics: what is property management? Put simply, it’s the process of looking after the property that you rent out to your tenants. It also includes finding and screening tenants, as well as arranging tenancy agreements, as well as compliance with UK housing regulations. Then there is the general maintenance of the house itself, as you are responsible for ensuring your tenants have a safe place to live.
When you start out as a landlord, you have three main options. You can self-manage, which means you will handle all of these tasks yourself. That means communicating to the tenants by yourself, arranging maintenance, finding out everything you need to know about compliance. If you only have one property, it makes sense to limit your outgoings, and take on this yourself.
However, as your portfolio begins to grow, you may find that self management is taking up too much of your time, and you need a bit of help. In which case, you have two further options: first, you can hire a letting or property management agent to take care of the majority of this work. Naturally this is a more expensive option, with the agents usually taking a percentage of the rent (usually around 10-20%). You may be able to negotiate if you are happy to take on some aspects of property management yourself.
The other option, which is a cross between the two, is to use property management software. There are a wide variety of options here, but these tend to help you automate and simplify some of the more mundane tasks, like rent tracking, payment reminders and maintenance requests while you can also find some to help you with monitoring financial performance, as well as filling in your tax return. We’ll look at this in-depth later in the article.
What are the Real Challenges Landlords Face?
We’ve touched on a few things that might make being a landlord a bit more tricky, so let’s now have a more detailed look at some of the problems and challenges you might face:
Finding & Keeping Good Tenants
The quality of your tenants matters more than almost anything else. A reliable tenant pays on time, treats the property with respect, and usually stays longer. But finding them isn’t always easy. You’ll need to advertise in the right places, carry out proper checks, and trust your instincts during viewings. Even when you do secure a good tenant, keeping them is another challenge. High turnover is expensive, and every empty week cuts into your income. Government data shows that tenants in the private rented sector typically stay around two and a half years, but HMOs and student lets can see far shorter stays. And don’t forget that it is your legal obligation to check their right to rent.
Staying on Top of Legal Compliance
Following on from that, the law places heavy responsibility on landlords. Deposits have to be protected in a government-approved scheme, and missing this can lead to a court order requiring repayment plus up to three times the deposit in compensation (Shelter) . Safety checks are another area that can’t be ignored – annual gas certificates, five-yearly electrical inspections, and smoke alarms all need to be in place. Councils can also fine landlords as much as £30,000 for licensing breaches or unsafe conditions . For new landlords, the sheer volume of rules can feel overwhelming.
Handling Maintenance and Repairs
Every property needs upkeep, and tenants will expect repairs to be dealt with quickly. Some landlords enjoy tackling minor jobs themselves, but bigger issues require professionals. The real challenge is balancing cost and quality. Reliable tradespeople are worth their weight in gold, yet they can be hard to find and often busy. Research shows landlords spend well over a thousand pounds a year on property maintenance, and those costs are rising. Ignoring small problems is rarely worth it – a leaky tap today can become a much bigger bill tomorrow.
Managing Time and Organisation
What many landlords don’t expect is how much time property management can take. Even with just one rental, you’ll be fielding calls, arranging repairs, checking certificates and chasing rent. Add a second or third property and it can easily become a part-time job. Without good systems, things slip through the cracks. It might be an overdue inspection, or simply forgetting to renew a tenancy agreement on time – but the consequences can be costly.
Financial Planning Fundamentals
Running a rental is a business, and it needs to be treated like one. That means planning for more than just the mortgage. Landlords should budget for void periods – currently averaging around three weeks between tenancies in the UK – and set aside reserves for repairs. It’s also important to calculate rental yield before you buy and to keep accurate records for tax purposes. Good financial planning keeps your property profitable and reduces nasty surprises.
Practical Tips for Overcoming the Above Challenges
Advertising and Tenant Screening Essentials
A good tenancy starts with finding the right people. Take time over your adverts – clear photos and honest descriptions will save you wasted viewings later. When someone applies, don’t be afraid to ask questions that go beyond the basics. Why are they moving? Do they have references from a previous landlord? Credit and employment checks can feel like a hassle, but they’re worth it. A little effort here can prevent months of stress down the line.
Legal Compliance
It’s easy to lose track of legal tasks when you’re juggling other responsibilities. A simple checklist is often the best solution. Note down key dates for your gas and electrical safety certificates, deposit protection deadlines, and any Right to Rent checks. Keep it somewhere visible or set reminders in your phone. When compliance becomes routine rather than reactive, the risk of slipping up drops dramatically.
Simple Maintenance Planning Tips
Every landlord knows that things break, but the difference between a smooth repair and an emergency bill often comes down to planning. Schedule quick walk-throughs of the property a couple of times a year. You’ll spot a leaking tap or a dodgy lock before your tenants do. Set aside a monthly amount into a “repairs fund,” so when something does go wrong, you’re not scrambling to cover the cost. And when you find a tradesperson who does a good job, stick with them — having reliable contacts makes life much easier.
Tenant Communication
Misunderstandings are one of the biggest sources of conflict in rentals. If a tenant reports a problem, acknowledge it quickly even if you can’t fix it straight away. A simple “I’ve logged this and will update you by Friday” shows you’re on the case. Putting communication in writing, whether by email or through a tenant communication tool, avoids confusion later. Clear, consistent updates make tenants feel valued, and that usually leads to longer, smoother tenancies.
Record-Keeping and Organisation Basics
Paperwork isn’t glamorous, but it can save you if things ever end up in dispute. Keep copies of tenancy agreements, rent receipts, safety certificates, and correspondence. Many landlords now prefer digital files because they’re easier to back up and organise. Even a spreadsheet can track income and expenses reliably, but property management software takes it a step further by automating reminders and consolidating everything in one place. Whichever method you choose, consistency is key – missing paperwork is the fastest way to lose an argument with a tenant or the council.
When to Consider Property Management Tools or Services
There’s no single right way to manage properties. Some landlords enjoy the hands-on approach, while others prefer to outsource. But there are clear signs that you might benefit from software or professional property management services:
If your real estate portfolio is growing beyond two or three properties, self-management can become unmanageable. Admin piles up, and even the most organised landlords risk missing compliance deadlines or forgetting key tasks. Fines of up to £30,000 for licensing failures are a serious risk .
Communication can also become a headache. Tenants contact you through calls, texts, emails, and even social media, making it easy to lose track of requests. Missed messages lead to unhappy tenants and unresolved issues. A property management solution or agency consolidates communication, ensuring you don’t miss anything important.
Rent collection is another pressure point. With multiple tenants or properties, monitoring rent payments manually is time-consuming. Rent arrears are not uncommon: according to the NRLA, over a third of landlords reported arrears in a 12-month period . Software with built-in rent tracking flags missed payments immediately and can even send automated reminders.
Finally, consider your own time. Property management is often described as a part-time job, and many landlords underestimate how much work is involved. If you’d like to free up time, reduce stress, and improve returns, then tools or services are worth exploring.
For more detail on software options, see our Best Property Management Software Guide.
Frequently Asked Questions About Property Management
Q: What does a property manager do?
A: A property manager looks after the day-to-day running of a rental property on behalf of the landlord. Their role usually includes finding and screening tenants, drafting tenancy agreements, collecting rent, and arranging repairs or inspections. In larger operations, property managers may also handle lease management for multiple residential properties or even commercial property management. Increasingly, managers rely on property management software to track rent payments, log maintenance requests, and keep records organised.
Q: How much does property management cost in the UK?
A: The cost depends on the level of service. For full property management services, agents typically charge between 10% and 15% of monthly rent, with additional fees for items like check-ins, inspections, or serving notices. A “tenant-find only” service, where the agent sources tenants but you handle everything else, is usually cheaper at 5%–8%. Some landlords reduce costs by using cloud-based software instead of an agent – this automates many routine tasks such as rent tracking, issuing online payments, and storing safety certificates, but leaves the landlord in control.
Q: Can I manage my property myself?
A: Yes, many landlords self-manage, especially when they have only one or two rental properties. The advantage is saving agency fees and maintaining direct contact with tenants. The drawback is the time commitment – you’ll be responsible for chasing rent, keeping up with compliance requirements, arranging repairs, and dealing with tenant queries. Self-managing can work well if you’re organised, but it’s easy to underestimate the workload. Many landlords who self-manage use property management tools to simplify operations, set automated reminders and keep everything from lease agreements to financial data in one place.
Q: What are some well-known property management solutions?
A: There’s a growing range of property management software designed for UK landlords. Landlord Vision is an all-in-one system tailored to the UK market, offering end-to-end solutions including rent collection, tax support, and compliance tracking. Other names you might come across include Arthur Online, Hammock, MRI Software, and Reapit. These platforms provide powerful tools for landlords and property managers, from logging maintenance requests to generating financial reports. Choosing the right management solution depends on the size of your property portfolio, whether you manage individual units or a mix of residential and commercial properties, and how much you want to automate.
Property management covers a wide range of responsibilities — from finding tenants and handling lease management to staying on top of compliance and finances. For new landlords, the workload can feel overwhelming, but with the right systems and support in place, it becomes much more manageable.
If you’re starting out, focus first on getting the basics right: finding good tenants, keeping accurate records, and budgeting for voids and maintenance. As your property portfolio grows, look at whether professional property management tools or services could help. They save time, reduce stress, and protect you from costly mistakes.
Final Thoughts
Managing a rental property is rarely as simple as it first appears. Between finding tenants, arranging lease agreements, keeping up with safety checks, and chasing rent, it can sometimes feel like you’ve taken on a second job. For new landlords this can be daunting, but the good news is that none of these challenges are insurmountable.
Start with the basics: choose tenants carefully, keep proper records, and don’t ignore routine property maintenance. These small habits go a long way toward preventing bigger problems later. As your property portfolio grows, you may decide to bring in professional property management services or use dedicated software. Both can save time, reduce the risk of missing compliance deadlines, and help you build a smoother relationship with your tenants.
If you’re still exploring your options, a good next step is to learn more about what tools are available and how they fit your needs. This Buy-to-Let Guide is a good place to start, and our Rental Yield Calculator can give you a clearer picture of your property’s financial performance. When you’re ready to take the next step, you can compare platforms in our [Internal link: Best Property Management Software Guide].
And if you’d prefer to try things hands-on, you can Book a Free Demo with Landlord Vision] to see how a purpose-built property management solution can take the pressure off. Managing property will always come with responsibilities, but with the right systems in place, it becomes less about firefighting and more about running a sustainable, profitable property business.
