Efficient Workflow for Self-Managing Landlords

As all self-managing landlords (and agents) know, renting can be challenging, especially during the initial stages of viewings and completing the application process.

In addition to running the Guild, we also manage a portfolio of properties. In this article, I break down the workflow and steps I follow to make the viewings, application, and granting of a tenancy process as easy as possible.

Advertising

We advertise on Rightmove and Zoopla using OpenRent. Other options are available, but this works best for us.

The first step is to generate a description of the property for OpenRent.

We developed the description creator in the ChatGPT App (available for free, though an OpenAI login may be required).

Enter details such as:

"1-bedroom first-floor flat close to Harrogate town centre. Fully refurbished, gas central heating, double glazing, EPC 'C' rating, LED lighting, wooden flooring."

For even better results, add a few photos.

The GPT will generate a detailed property description tailored for Rightmove and other online platforms.

I take extensive photos when the property is empty or reuse older ones if it’s occupied. To make rooms look as spacious as possible, I take pictures from a far corner using a modern mobile phone with a wide-angle lens (e.g., iPhone Pro Max 0.5x mode).

If the property is empty, I also take inventory photos simultaneously. I don’t take too many pictures, but I capture key areas, including inside kitchen cupboards, toilets (with seats lifted), smoke alarms, radiators, curtain poles, and other notable features. This ensures that the AI inventory system picks them up (see later).

Viewings

I usually conduct viewings when the property is empty or as the current tenants are preparing to leave.

While this can mean a short void period and some lost rent, I find it worth it for several reasons:

• Most of our tenants stay for several years, so the property often needs redecorating or other maintenance before re-letting.
• Arranging viewings while the tenant is still in place can be inconvenient and time-consuming.
• Even with a tenancy clause requiring the property to be kept presentable, it’s rarely as tidy as I’d like.
• There’s always a risk that the tenant will not vacate as planned, and I prefer to avoid the stress and uncertainty that comes with that.

I conduct all viewings on an open-house basis at set times in the afternoon, typically at 4:30 pm. Prospective tenants often have many questions or may forget to ask crucial ones, so I provide an information sheet covering all essential details, such as guarantor requirements, the holding deposit, and the overall process.

Application Process

The application process for granting a tenancy involves multiple steps, which can be tricky to track, especially when managing several available properties simultaneously.

I use Apple Mac and iOS devices, but any apps mentioned will have alternatives for Windows and Android.

Templates

Most steps below require an email to request or confirm the next stage.

The subject line should be “Subject to contract - [tenancy address]”.

I use the Drafts app to manage email templates efficiently. I can quickly filter, edit, and paste templates into emails by adding a unique tag to each template and creating a Workspace.

We’ve also created a downloadable Word document listing all my templates. You can copy and paste the templates into your notes app and customise them.

Tracking Progress

I create a checklist to track each application’s progress. I currently use Godspeed, though many task managers are available. Godspeed is part of my Setapp subscription.

Each time, I paste a template into Godspeed, listing every stage:

[tenant name] - [property] - [possible start date]

• [ ] Send holding deposit request email.
• [ ] Holding deposit paid.
• [ ] Send application email.
• [ ] Application submitted.
• [ ] Check guarantor is a homeowner via Land Registry.
• [ ] Check references.
• [ ] Check right to rent (England only).
• [ ] Pause advert.
• [ ] Send application successful email.
• [ ] Send draft agreement.
• [ ] Stop advert.
• [ ] Send for digital signing.
• [ ] Tenancy signed by all parties.
• [ ] Download tenancy to a secure backup.
• [ ] Send invoice for first payment (due on key handover day).
• [ ] Send DD authorisation request.
• [ ] Arrange key collection.
• [ ] Direct debit authorised.
• [ ] Invoice paid.
• [ ] Hand over keys.
• [ ] Protect deposit.
• [ ] Send inventory.
• [ ] Send deposit certificate.
• [ ] Send signed tenancy & documentation, including deposit prescribed information.
• [ ] Create direct debit subscription.

These steps aren't rigid—some may be skipped, merged, or reordered depending on the situation. However, the tenancy deposit and first rent must be received after all parties have signed the tenancy—typically, this will be the same day as handing over the property.

Holding Deposit

Once a prospective tenant expresses interest and confirms they have a guarantor, I request a one-week holding deposit by email.

I used to send the application form simultaneously but found it more efficient to do this in stages.

Using Tenancy Builder for Holding Deposits
1. Navigate to Tenancy Builder -> Applications -> Holding Deposits.
2. Click Add New and enter the required details.
3. Save and download the PDF from the Actions button.

At the time of writing, the PDF is tailored for England, but Wales landlords can still use the system to track holding deposits. A Wales-specific version is planned.

You can choose between Online Payment or Bank Transfer.

• If selecting Online Payment, generate a payment link via your accounting software. I use Xero, which allows easy refunds if needed.
• If selecting Bank Transfer, you’ll need the tenant’s bank details for refunds.

Once downloaded, I will email the applicant the PDF attachment.

Application Form

After receiving the holding deposit, I create a new applicant in Tenancy Manager.

You can do either of the following:

• Click Actions next to the holding deposit record to auto-fill details.
• Manually navigate to Applications -> Applicants.

Upon saving, a unique URL and access code are generated. I email these to the applicant.

There are two application types:

• Lead Tenant (includes all fields like move-in date, pets, and occupiers).
• Joint Tenant (streamlined, avoids duplicate questions).

For shared properties, I send the Lead Tenant form first, then issue Joint Tenant forms as needed.

I create a folder in Dropbox for each tenancy:
📂 [Building Address] - [Flat/Room] - [Tenant Name] - [Month] [Year]

From the application, I save the following into the folder:

• Generate a PDF of the application.
• Uploaded documents (ID, payslips, etc.).
• Click AI Summarise (free service) for a quick analysis and save it using the print function.

Guarantor Homeowner Check

I verify that the guarantor owns property via the Land Registry (£7.00 per search).

Referencing & Right to Rent

I run a tenant assessment report via Tenancy Builder.

If the applicant is non-UK, I request a Home Office Share Code for Right to Rent verification before proceeding.

Application Successful & Pausing the Advert

If the applicant passes referencing and I’m happy to proceed, I will email to confirm their successful application.

At this stage, I pause the advert on OpenRent but haven’t stopped it entirely yet. I also continue with any scheduled viewings in case the tenancy falls through.

If the application doesn’t meet expectations, I either refund the holding deposit and move on to another applicant or, in more serious cases (e.g., if they provided false information), I may retain it.

Tenancy Agreement & Digital Signing

Creating the Tenancy Agreement

Once the referencing is complete, I will create a new tenancy in Tenancy Builder. If there’s enough time before the move-in date, I generate a draft version first.

When building the tenancy, I attach all required documents—such as the EPC and gas and electrical safety certificates — to ensure compliance with regulations requiring them to be provided "before occupation."

Once the agreement is ready, I send it to the tenant for review. My email template encourages them to read it carefully and forward a copy to their guarantor to ensure they fully understand their commitment.

Digital Signing

After a couple of days (or sooner if the tenant confirms they’re happy), I edit the tenancy, change the draft status to final ("No"), and submit it for digital signing using the integrated digital signing feature.

When building the tenancy, I select "Use in Tenancy Manager" and enter the date the first rent payment is due.

If the tenant has confirmed they are ready to sign, I usually stop the advert on OpenRent and cancel any remaining viewings by this stage.

Once all parties have signed, Signable automatically generates the final version. I immediately download and store this in the folder created earlier. While Tenancy Builder keeps a copy, I don’t rely on it for long-term storage, as our systems are regularly updated.

Direct Debit, First Invoice & Key Collection

Direct Debit Setup

I use GoCardless to collect rent via direct debit. While it’s more expensive than a standing order, it saves time by automatically retrying failed payments and allows adjustments for rent increases without requiring the tenant to take action.

For landlords managing fewer properties, a standing order (where the tenant sets up payment to your account) may be a more straightforward and cost-effective option.

I email the tenant my unique GoCardless link for setting up a direct debit.

First Invoice

The first payment is always made manually via bank transfer rather than direct debit because setting up direct debits can take several days.

To generate the invoice:

1. Navigate to Tenancy Manager → Rents
2. Locate the tenancy and expand the details.
3. Under the Invoices tab, add a new invoice for the first rent and deposit (minus the holding deposit).
4. Download the invoice and attach it to the email.

The invoice automatically includes my bank details from the Tenancy Manager payment settings.

Arranging Key Collection

I suggest a date and time for key collection in the same email as the direct debit request and invoice. 10:30 a.m. works well for most tenants, who often take the day off.

Moving Day

Handover

I meet the tenant on the agreed date to hand over the keys. I only do this after confirming that the direct debit has been authorised and the first payment has cleared.

This usually takes just a few minutes. I meet tenants at my office, but landlords without an office may prefer to do this at the property.

Protecting the Deposit

I protect the deposit on the same day I receive the first payment (usually when I hand over the keys) using the DPS custodial scheme, which is free. This must be done within 30 days of receiving the deposit.

Inventory & Condition Report

I used to rely solely on photos instead of creating a written inventory, as producing one manually was too time-consuming. However, I now use our AI Inventory Service, significantly speeding up the process.

How It Works

1. I create a new inventory template, adding rooms and uploading photos of each space and its contents.
2. AI scans the images and generates a detailed list of visible items—including walls, doors, skirting boards, and fittings — along with their condition, colour, and descriptions.
3. The AI also produces a summary for each room.

If I previously created an inventory for the property, I update the existing template instead of starting from scratch.

Sending the Inventory for Signing

On move-in day, I generate a PDF of the inventory and send it for digital signing.

1. The system first sends it to me (as the inventory clerk) to verify its accuracy.
2. After I sign, it goes to the tenant, who can add comments before signing.
3. Once signed, all parties receive a copy. If the tenant doesn’t sign within seven days, the document is treated as accepted.

Final Steps

Deposit Certificate & Prescribed Information

Once the DPS processes the deposit (usually within 1-2 days), they issue a deposit protection certificate.

I send the tenant an email containing the following:

• The deposit certificate.
• The signed tenancy agreement, as it includes the prescribed deposit information.

Setting Up Rent Collection

In GoCardless, I create a subscription for the monthly rent payments, ensuring the charge date doesn’t fall on the 29th, 30th, or 31st of the month, as GoCardless doesn’t allow those dates.

Rent Tracking

Because the tenancy was set up in Tenancy Manager, the system automatically tracks rent.

• A new "due" entry is created when rent is due.
• When payment is received, I mark it as paid.
• If a tenant falls into arrears, I can quickly view their status using the arrears toggle in Tenancy Manager.

Inspection & Compliance Tracking

I use the Tenancy Manager's Inspections feature to monitor gas safety, electrical inspections, and EPC renewals.

1. Navigate to Tenancy Manager -> Inspections and create a new entry.
2. Select New Schedule and enter the due date.

I filter my list to show inspections due within the next two months and receive automated reminders six weeks and two weeks before each deadline.

Conclusion

This workflow helps streamline the letting process while ensuring compliance at every stage. Every landlord’s system will differ slightly, but the key is consistency. Templates, structured processes, and automation make managing applications far more efficient.