Managing a rental property can be rewarding, but it also involves a significant amount of time, administration and responsibility. From finding suitable tenants and collecting rent to arranging repairs and keeping up with legal requirements, landlords can quickly find themselves dealing with tasks that extend well beyond the initial letting process.
This is where professional property management can help. Property management services for landlords are designed to take care of some or all of the day-to-day responsibilities involved in running a rental property, depending on the service selected.
Whether you are a first-time landlord or manage several properties, understanding what property management services typically include can help you decide whether professional support is appropriate for your circumstances.
What Are Property Management Services?
Property management involves the ongoing administration and operation of a rental property on behalf of the landlord.
The exact services offered vary between letting agents and property management companies. Some provide a fully managed service covering most aspects of a tenancy, while others offer individual services such as tenant-find, rent collection or maintenance coordination.
A typical fully managed package may include:
- Marketing the property
- Arranging and conducting viewings
- Tenant referencing
- Preparing tenancy documentation
- Collecting rent
- Managing maintenance requests
- Conducting property inspections
- Communicating with tenants
- Handling tenancy renewals
- Assisting with compliance requirements
Before appointing a provider, landlords should establish exactly what is included and whether additional charges apply to specific services.
Property Management Myth 1: Property Management Only Means Collecting Rent
Rent collection is only one part of property management.
Although ensuring rent is collected on time is important, a comprehensive management service can involve considerably more.
A property manager may act as the main point of contact for the tenant, deal with maintenance requests, coordinate contractors and communicate important information to the landlord.
This can be particularly useful for landlords who live away from their rental property or have other professional and personal commitments.
Property Management Myth 2: The Agent Becomes Responsible for Everything
The division of responsibilities depends on the management agreement.
Using a property manager does not necessarily mean the landlord has no remaining responsibilities.
The management agreement should clearly establish which tasks the agent will handle and which remain with the landlord.
For example, an agent may arrange routine repairs up to an agreed spending limit but require the landlord’s approval for larger works.
Landlords should read the agreement carefully and understand how decisions, costs and emergencies will be handled.
Property Management Myth 3: Tenant Finding and Property Management Are the Same Service
They are related but can be separate services.
A tenant-find service generally focuses on securing a suitable tenant and setting up the tenancy.
This may include:
- Advertising the property
- Conducting viewings
- Referencing applicants
- Preparing tenancy paperwork
- Arranging the move-in process
Once the tenant moves in, ongoing management becomes a separate responsibility.
A landlord may therefore choose to find a tenant through an agent but manage the property themselves. Alternatively, they may choose a fully managed package.
What Does Tenant Management Involve?
Managing the tenant relationship is one of the central elements of professional property management.
The property manager may handle routine communications, answer questions about the property and coordinate repairs.
This creates a clear point of contact for the tenant and can help ensure that issues are dealt with consistently.
Good communication is particularly important when dealing with maintenance problems. A tenant may need to report an issue quickly, while the property manager needs to assess its urgency and arrange the appropriate response.
Property Management Myth 4: Maintenance Is Only About Fixing Problems
Effective maintenance involves both reactive and preventative work.
When something breaks, the property manager may arrange for an appropriate contractor to inspect and repair it.
However, property management can also involve keeping track of routine maintenance and inspections.
Depending on the property, this could include coordinating:
- Boiler servicing
- Gas safety checks
- Electrical inspections
- Appliance maintenance
- Gardening
- Cleaning of communal areas
- Repairs to plumbing, heating or fixtures
Preventative maintenance can help identify problems before they become more serious, although the landlord remains responsible for ensuring the property is properly maintained and legally compliant.
Property Management Myth 5: Property Managers Handle All Legal Compliance Automatically
Professional management can help with compliance, but landlords should still understand their obligations.
Rental property regulations can be extensive and can change over time. Requirements may cover areas such as gas safety, electrical safety, energy performance, smoke and carbon monoxide alarms, deposit protection and right to rent checks.
A property manager may help arrange or monitor some of these requirements, depending on the agreement.
However, landlords should not assume that appointing an agent removes all legal responsibility. It is important to understand what the management service covers and ensure that required certificates and checks remain up to date.
What Does Rent Collection Involve?
Rent collection services generally involve monitoring rental payments and transferring the money to the landlord according to the agreed arrangements.
If rent is late or missed, the property manager may contact the tenant and follow the agreed procedures for dealing with arrears.
The exact process will depend on the management agreement and applicable law.
Landlords should ask potential property managers how they handle late payments, arrears and communication with tenants before signing a contract.
Property Management Myth 6: Property Inspections Mean the Agent Can Enter Whenever They Want
Tenants have rights to occupy their homes without unreasonable interference.
Property inspections should be carried out in accordance with the tenancy agreement and applicable legal requirements.
Landlords and agents will generally need to provide appropriate notice before entering a rented property, except in genuine emergencies or other circumstances permitted by law.
A property manager can arrange periodic inspections to assess the condition of the property, but these should be handled professionally and respectfully.
For tenants, understanding how inspections work can help establish expectations from the beginning of the tenancy.
How Are Tenant Issues and Complaints Handled?
A property manager can act as an intermediary between the landlord and tenant.
This may be useful where disagreements arise over repairs, maintenance or other tenancy matters.
The property manager should record relevant communications and follow the procedures established by the tenancy agreement and applicable legislation.
However, not every dispute can be resolved by an agent. Serious legal disagreements may require advice from a qualified professional or involvement from the appropriate authority.
What Are the Benefits for Landlords?
Professional property management can provide several potential advantages.
Time Saving
Landlords do not have to personally deal with every tenant enquiry, maintenance request or administrative task.
Local Support
A local property manager can coordinate viewings, inspections and contractors more easily.
Practical Expertise
Experienced professionals may be familiar with common tenancy issues and established management procedures.
Tenant Communication
Having a dedicated point of contact can make communication more straightforward.
Support for Remote Landlords
Professional management can be particularly useful when the landlord lives far away from the rental property.
However, these benefits need to be balanced against management fees and the level of control the landlord wishes to retain.
What Should Landlords Check Before Choosing a Property Manager?
Do not choose a management service based solely on its advertised fee.
Ask prospective agents:
- What exactly is included in the management package?
- Are there additional maintenance or administration charges?
- How are emergency repairs handled?
- How often are inspections conducted?
- How are rent arrears dealt with?
- Who communicates with tenants?
- How are contractors selected?
- What happens when the tenancy ends?
- Are compliance checks monitored?
- How can the management agreement be terminated?
It is also worth checking the terms and conditions carefully before signing.
Final Thoughts
Property management can remove much of the day-to-day administration involved in running a rental property, but the scope of the service varies considerably between providers.
Property management services for landlords can range from basic rent collection and tenant communication to comprehensive management covering marketing, maintenance, inspections, compliance administration and tenancy support.
The right option will depend on your circumstances. A landlord who lives locally and has plenty of time may prefer to manage a property independently, while someone with several properties or limited availability may benefit from a fully managed service.
Before appointing an agent, compare services carefully, understand the fee structure and read the management agreement in full. Most importantly, make sure you know which responsibilities remain with you as the landlord.
A clear understanding of what your property manager will and will not do can help create a more efficient rental arrangement and provide greater clarity for both landlords and tenants.
