Letting agent admin: the dates, documents and chasers, and what to hand over
A lettings office runs on dates and documents. Certificates expire, tenancies start, paperwork needs chasing from landlords and tenants, and new enquiries need answers. This guide covers where a letting agent's admin time goes, the main dates to track for property in England, and which routine jobs you can hand over while you stay in charge.
Where a letting agent's week goes
- Answering new enquiries and booking viewings.
- Chasing landlords for certificates and tenants for documents.
- Keeping track of compliance dates across every property.
- Sending tenancy paperwork and keeping copies on file.
- Replying to landlords and tenants about repairs and updates.
The dates you can't miss
These are some of the main legal duties with dates attached. Each is set out in the official source listed at the end of this guide. You, and the landlords you act for, stay responsible for meeting them.
| What | The date or deadline | Source |
|---|---|---|
| Tenancy deposit protection | The landlord must meet the initial requirements of an authorised scheme, and give the tenant the prescribed information, within 30 days of receiving the tenancy deposit | Housing Act 2004, section 213 |
| Gas safety check | Each gas appliance and flue checked at intervals of no more than 12 months. A copy of the record goes to existing tenants within 28 days of the check, and to new tenants before they move in | Gas Safety (Installation and Use) Regulations 1998, regulation 36 |
| Electrical safety report | The electrical installation inspected and tested at intervals of no more than 5 years. A copy of the report goes to existing tenants within 28 days, and to new tenants before they move in. Remedial work within 28 days, or less if the report says so | Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020, regulation 3 |
| Right to Rent check | Check all tenants aged 18 and over before the start of a new tenancy. If a tenant only has permission to stay for a limited time, do the check in the 28 days before the tenancy starts | GOV.UK Right to Rent guidance |
The Renters' Rights Act 2025 is also changing the rules. Provisions of the Act came into force on 1 May 2026 for assured tenancies that are not social housing assured tenancies, under the Renters' Rights Act 2025 (Commencement No. 2 and Transitional and Saving Provisions) Regulations 2026. Check the current rules on GOV.UK and legislation.gov.uk before you rely on any template or process.
Chasing documents from landlords and tenants
Most chasing follows the same pattern: a document is due, you ask, you wait, you ask again. Keep one list of what's due from whom and by when, and send the chaser on a set day rather than when you remember. A done-for-you setup can prepare those chasers for your OK and add follow-up reminders to your diary. For chasing unpaid rent or invoices, see how to chase unpaid invoices.
New enquiries and viewings: logging and replying
Log every new enquiry in one place, such as a sheet or CRM, as it arrives, so none is lost. For common questions, replies can be prepared for you to check and send. Our guide to responding to customer enquiries covers what a good first reply includes.
What to hand over, and what stays with you
Hand over: the reminders, the chasers, logging enquiries, sorting the inbox, and the weekly round-up of what's waiting.
Keep: the legal checks themselves, decisions about tenants, and anything you sign. The setup reminds and chases; it doesn't do the legal checks, and it doesn't make anyone compliant.
For more on what small businesses hand over, see admin support for small businesses and automating admin tasks.
How a done-for-you setup handles it, with your approval
Our service, Grok Bot setup by Your Evenings, is built for busy offices, including letting agents. Jobs on our list include diary reminders, chasing missing documents, logging new enquiries into your sheet or CRM where it connects, replies for your OK, and a weekly round-up. We set it up to ask for your approval before it sends or pays. See approving before your assistant sends.
Questions
What admin does a letting agent do?
Answering enquiries and booking viewings, chasing landlords and tenants for documents, tracking compliance dates such as gas safety checks and electrical reports, sending tenancy paperwork, and replying to landlords and tenants.
Can a letting agency outsource its admin?
Yes, the routine parts: reminders, chasers, logging enquiries, sorting the inbox and weekly round-ups. You stay responsible for compliance and for the legal checks themselves.
What compliance dates does a letting agent need to track?
For property in England, they include: tenancy deposit protection and prescribed information within 30 days of receiving the tenancy deposit, gas safety checks at intervals of no more than 12 months, electrical inspections at intervals of no more than 5 years, and Right to Rent checks before a new tenancy starts. Check the official sources for the full duties.
Will the setup contact landlords or tenants without my OK?
We set it up to ask for your approval before it sends or pays.
What does it cost, and is there a minimum term?
Grok Bot setup by Your Evenings is £750 a month and renews monthly until you cancel. There's no minimum term, and you can cancel any time by email. You need your own Grok Bot plan, in your own account; the £750 doesn't cover your Grok Bot plan.
Want it set up for you?
Grok Bot setup by Your Evenings is our done-for-you service. Tell us the job by email. We set it up on Grok Bot, test it with dry runs and check it each month. We set it up to ask for your approval before it sends or pays. It's £750 a month and renews monthly until you cancel. There's no minimum term, and you can cancel any time by email. You need your own Grok Bot plan, in your own account; the £750 doesn't cover your Grok Bot plan. Read the terms before you subscribe. Get my admin handled
Your Evenings is an independent service and is not affiliated with or endorsed by Grok Bot or its maker, SpaceX Super Intelligence LLC (SpaceXSI).
Sources
- Housing Act 2004, section 213 (legislation.gov.uk, read 31 October 2026)
- Gas Safety (Installation and Use) Regulations 1998, regulation 36 (legislation.gov.uk, read 31 October 2026)
- Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020, regulation 3 (legislation.gov.uk, read 31 October 2026)
- GOV.UK: Check your tenant's right to rent (read 31 October 2026)
- The Renters' Rights Act 2025 (Commencement No. 2 and Transitional and Saving Provisions) Regulations 2026, SI 2026/421 and the Renters' Rights Act 2025 (legislation.gov.uk, read 31 October 2026)
- Your Evenings Ltd, Grok Bot setup service page and terms (read 31 October 2026), for what our service does and costs.
This guide summarises the official sources above. It isn't legal advice.
Written with AI assistance by the Your Evenings team at Your Evenings Ltd. Last updated 31 October 2026.