Letting Agents: Ensuring Landlords and Tenants Look After Rental Properties

In June 2023, council inspectors discovered a Slough HMO managed by AM PM Estates in a deplorable state: filthy communal areas, a smoke alarm smothered by a sock, broken front-door locks allowing strangers in, blocked fire escapes and a hazardous kitchen setup. The result? A £66,500 penalty under HMO regulations. Despite claims of regular inspections, the agency failed to act effectively. This costly lapse serves as a stark reminder: letting agents must ensure both landlords and tenants look after rental properties and uphold standards consistently.

Why This Matters

●      Landlord responsibility: Agents often face consequences when properties slip into disrepair.

●      Tenant health and safety: Maintaining high standards prevents hazards, liability risks and enforcement action.

●      Business reputation: Neglect can lead to financial penalties, legal exposure, and reputational damage.

How Agents Can Enforce Property Upkeep

Establish Clear Landlord-Tenant Responsibilities

●      Include maintenance duties in tenancy agreements.

●      Work with the landlord to understand which tasks are the responsibility of the agent or landlord (such as boiler servicing, structural repairs) and which are tenant chores (cleanliness, smoke alarm testing).

●      Give tenants a welcome pack outlining what to report and how.

This prevents blame-shifting when problems arise and ensures everyone knows their role.

Schedule Regular Inspections with Follow-Up

●      Conduct inspections every 3–6 months and after tenant moves.

●      Use digital checklists to record cleanliness, functionality, and safety (smoke/CO alarms, fire escapes, locks etc.).

●      Immediately flag issues to both tenant and landlord, agreeing the course of action to take and the timeline.

This helps catch issues early, before hygiene or safety dips trigger enforcement action.

Provide Tenants with Easy Reporting Channels

●      Offer a tenant portal or email address for maintenance requests, including photo uploads to help them look after rental properties.

●      Encourage immediate reporting of safety risks (gas leaks, blocked exits etc.).

●      Log all reports and follow action through to resolution.

Tenants feel supported and you create a clear record of problem identification and resolution.

Verify Compliance with Safety Certifications

Ensure landlords supply up-to-date:

●      Gas safety certificates (annual)

●      Electrical installation inspections (5-yearly EICR)

●      Smoke and carbon monoxide alarms

●      Keep copies and confirm presence and functionality during inspections.

This prevents serious breaches and avoids major penalties, while reassuring tenants of a safe living environment.

Use HMO Licensing to Your Advantage

●      Confirm landlords hold the correct HMO licence for shared houses

●      Ensure licence conditions, such as fire safety, space standards, cleanliness are met.

●      Keep licence documents in the tenant file and validate details during inspections.

Licensing standards enforce minimum conditions, reducing risk of unlicensed fines and council action.

Foster a Co‑operative Landlord-Tenant Culture

●      Encourage tenants to maintain communal areas and report hazards.

●      Provide tips on basic home maintenance (such as changing light bulbs, keeping drains clear).

●      Recognise tenants who uphold standards. Consider small incentives for clean, compliant homes.

When tenants feel invested, they help maintain standards and reduce oversight burden.

Help Landlords Look After Rental Properties

If your landlords are already overloaded with their day jobs and other commitments, you can help them look after rental properties by offering our property management package. We take care of maintenance and legal compliance for the peace of mind of all parties. See our Make Lettings Easier page for more details.