Landlord guidance

The Landlord Guide

Let well, and keep it in writing.

Ten decisions from preparing the property to handing back the deposit. Each one names the practical question to settle and the line to confirm in writing before it matters.

See the ten decisions Take the four guides

Your written instruction Specimen

Service level: Let Only, Rent Collection or Fully Managed
Preparation works: Who arranges the work, and who pays for it
Approval limit: The figure above which you are asked first
Deposit scheme: Which scheme, and who serves the prescribed information
Documents: Who arranges each one, and who holds the originals

A specimen of the lines worth settling, not a contract. Your written instruction defines the exact Dukes service.

Start here

Ten decisions, in the order they land.

Use this page as a decision file. Each stage shows the practical question to settle and the line to confirm in writing before it matters.

General information for landlords in England. Your written instruction defines the exact Dukes service.

01–04 Preparing and letting Four decisions set the tenancy up properly before anyone moves in. Before move-in 05–09 Running the tenancy Five decisions keep the tenancy running smoothly month to month. During the tenancy 10 Changes and ending One clear sequence for changes, notice and the deposit at the end. Review and handback

Chapter 01Stages 01–04

Preparing and letting

Four decisions set the tenancy up properly before anyone moves in.

By move-in day Rent agreed, applicant checked, deposit protected, and each line in writing.

Rental estimate and preparationAn indicative rent, and the condition the property is marketed in.

Your decision
Agreed in writing

Working out an indicative rent, and what the property needs before it is marketed.

Confirm in writingWho arranges and pays for any preparation work, and what condition the property is marketed in.

Marketing and enquiriesAdvertising, enquiries and a record of interest.

Agreed in writing

Advertising the property, handling enquiries and keeping a record of interest.

Confirm in writingWhich advertising channels are used, who produces the listing content, and who responds to enquiries.

Viewings and applicant checksWho attends, which checks run, and who makes the decision.

Your decision
Agreed in writing

Arranging viewings and carrying out the checks a landlord relies on before accepting an applicant.

Confirm in writingWho attends viewings, which checks are carried out, and who makes the final decision on an applicant.

Tenancy setup and deposit administrationThe agreement, the deposit and the prescribed information.

Agreed in writing
Stays your duty

Preparing the tenancy agreement, taking the deposit and protecting it in an approved scheme.

Confirm in writingWho prepares the agreement, which deposit scheme is used, and who serves the prescribed information.

Chapter 02Stages 05–09

Running the tenancy

Five decisions keep the tenancy running smoothly month to month.

Month to month Rent flowing, repairs handled, documents current, and a record of all of it.

Rent collection and statementsWhen rent is passed on, and the statement you keep.

Agreed in writing

Collecting the rent, passing it on and providing a statement you can keep.

Confirm in writingWhen rent is passed on, how statements are issued, and what happens if a payment is late or missed.

Tenant communicationThe route a tenant uses for everyday questions.

Agreed in writing

Being the route a tenant uses for everyday questions about the tenancy.

Confirm in writingWho the tenant contacts, and what is referred back to you for a decision.

Repairs and contractor coordinationRepair reports, spending limits and who instructs.

Your decision
Agreed in writing

Receiving repair reports and arranging for work to be carried out.

Confirm in writingThe spending limit above which you are asked first, who instructs the contractor, and who they invoice.

Compliance-document coordinationSafety and energy documents, and when they expire.

Stays your duty
Agreed in writing

Keeping track of the safety and energy documents a tenancy needs, and when they expire.

Confirm in writingWhich documents Dukes arranges, which you arrange, and who holds the originals. The legal duty remains yours.

InspectionsVisits during the tenancy, and what gets reported.

Agreed in writing

Visiting the property during the tenancy and reporting what was found.

Confirm in writingHow often inspections happen, what is reported, and how access is arranged with the tenant.

Chapter 03Stage 10

Changes and ending

One clear sequence for changes, notice and the deposit at the end.

At handback Notice, check-out and the deposit settled without a scramble.

Tenancy changes and endingsChanges, notice, check-out and the deposit.

Your decision
Agreed in writing

Changes during the tenancy, notice, check-out and the return of the deposit.

Confirm in writingWho handles a change of tenant, who deals with notice, and how a deposit dispute is handled.

Finish as clearly as you started.

Plan changes, notice, check-out and the deposit route before any step becomes urgent.

See the landlord file Take the four guides

Landlord file

Keep the important records together.

A well-kept file makes decisions easier to explain, review and hand over. Open a phase to see the records it should hold.

Phase 01

Before marketing

3 records

Preparation and approvalsQuotes, invoices and your sign-off on any work done before marketing.
Safety and energy recordsThe gas, electrical and energy documents in force when marketing begins.
Pricing and written instructionThe agreed asking rent and the written instruction that defines the service.

Phase 02

Before move-in

3 records

Applicant decision recordThe checks relied on, and who made the final call on the applicant.
Agreement and deposit routeThe signed agreement, the scheme used and the prescribed information.
Inventory, documents and keysThe condition record and what was handed over on day one.

Phase 03

During the tenancy

3 records

Rent statements and contact logEvery statement issued, and the questions the tenant raised.
Repairs, approvals and invoicesWhat was reported, who approved it and what it cost.
Inspection and compliance recordsVisit reports and the renewal dates that keep documents current.

Phase 04

At the end

3 records

Notice and access recordWho served notice, when, and how access was arranged.
Check-out and condition evidenceThe closing condition, set against the original inventory.
Deposit and closing documentsThe deductions discussed and how the deposit was returned.

Dukes landlord series

Four guides to keep.

Each PDF is a separate working file with decisions, checklists and space for notes.

PDF · 4 pages each · free to download

Each guide saves as a PDF you can print or mark up.

Your service

Decide how involved you want to be.

Compare the support options, then confirm responsibilities, approval limits and charges in writing.

Compare Three service levels, one comparison Let Only, Rent Collection and Fully Managed in one comparison. Compare landlord services Scheme Guaranteed Rent Scheme How the separate written arrangement works and what to check. Read the scheme guide Evidence Managed portfolio Verified property-management work, separate from live availability. See the portfolio

Useful to know

Guidance, not legal advice.

Requirements depend on the property and circumstances. Check current official guidance before acting.

Official sources used for this guide

The Landlord Guide

Ten decisions, in the order they land.

Finish as clearly as you started.

Keep the important records together.

Four guides to keep.

Decide how involved you want to be.

Guidance, not legal advice.

Tell Dukes what you need