1. Use specialist landlord software for your accounts

If you're a self-managing landlord, you can drastically simplify your property management by using specialist landlord software. Developed with landlords’ needs in mind, this technology enables you to track property finances in real time from almost any PC or mobile device. Many systems also support rent collection, manage tenancy renewals, facilitate tenant communication and allow you to log and monitor maintenance issues as they arise.

Some platforms can also help you keep on top of rent arrears by flagging missed payments and generating automated reminders. Others allow you to schedule and record property inspections, ensuring that both your legal obligations and your tenants’ responsibilities under the lease agreement are met.

Adopting this software now will also help prepare your accounting processes for the upcoming requirements of Making Tax Digital for Income Tax, which becomes mandatory in 2026 for landlords earning over £50,000 from their property.

2. Protect your income

In today's economic climate, increasing numbers of tenants may struggle to pay rent on time, or fail to pay at all. To help protect your rental income, it is essential to carry out tenant referencing checks on all prospective tenants and ensure you have a comprehensive, legally compliant tenancy agreement in place.

A thorough referencing process will help you identify responsible tenants by assessing their financial stability, rental history, and employment status. This helps improve your chances of securing good tenants who are more likely to meet their obligations throughout the tenancy.

Your tenancy agreement should also outline clear expectations regarding the timing of rent payments, the amount due, and the potential action that may be taken if the tenant defaults. Clearly setting out these terms in the rental agreement from the outset can help prevent misunderstandings and reduce the likelihood of disputes as the tenancy progresses.

3. Keep detailed records

As a landlord, keeping accurate and detailed records isn’t just good practice – it’s one of the most effective ways to protect yourself legally. Gas safety checks, in particular, require attention. You're legally obliged to arrange a gas safety inspection every 12 months, carried out by a Gas Safe registered engineer. If you can’t provide proof of a valid certificate covering the full period of the tenancy, you could face serious consequences. This includes unlimited fines or, in more severe cases, a prison sentence.

Tenants also have the right to take legal action long after they’ve moved out. Under current rules, a tenant can bring a claim against you for up to six years after the end of their tenancy. That means any gaps in your paperwork – even if unintentional – could leave you exposed.

To reduce that risk, keep copies of all gas safety records, electrical safety certificates, deposit protection information, and any repair requests or inspection logs. Store them in a secure, backed-up format and date everything. This shows that you acted within the law at the time, which could make all the difference if you ever face a dispute or legal challenge.

4. Maintain good communication with tenants

Keeping an open and consistent line of communication with your tenants can make a measurable difference to how smoothly your tenancy runs. When tenants feel listened to and know how to reach you, they’re far more likely to report problems early - giving you time to sort issues before they get worse. This can help reduce the cost and complexity of repairs and avoid unnecessary damage to your property.

Clear communication also builds trust. Tenants who feel respected and heard are more likely to stay longer, look after the property, and treat you fairly in return. Misunderstandings about responsibilities, rent dates or access for inspections are also less likely when you’ve been proactive in how you share information.

In the long term, this approach can save you money and time. When tenants feel ignored or frustrated, they may escalate issues through legal routes - which can lead to compensation claims, court appearances, and avoidable expense. By staying accessible and responding promptly, you reduce that risk and maintain a more positive and manageable tenancy.

5. Do things by the book

Sometimes it can be tempting to take shortcuts with property management, but this can end up being an expensive mistake and potential legal disputes. For example, not placing security deposits in government-approved schemes or the mismanagement of evictions. These result in serious financial and legal repercussions for landlords who don't follow them correctly.

For example, if you need to evict a tenant, you must follow the correct legal procedures for either a Section 21 eviction (soon to be abolished) or a Section 8 eviction (soon to be strengthened). If a tenant won't leave a property, you then need to apply to the court for a Standard Possession Order or an Accelerated Possession Order.

If the tenant still won't leave, you need a Warrant of Possession. This can only be enforced by a bailiff, such as those instructed by AST Assistance. In the past, landlords have tried to evict tenants themselves, only to end up in court charged with an illegal eviction.

By following these tips, you can protect yourself and your investments while saving money. For more advice, get in touch with AST Assistance by calling 01706 619954 or using our online contact form.