A premium, practical process for marketing, screening, and choosing the right people
The difference between a great tenant and a nightmare one isn't just a few scuffed walls and a broken blind.
It's the time, stress, late-night calls, arrears chasing, and endless admin that comes with fixing a bad decision.
You're handing over a valuable asset to someone you've never met — in a legal system that's often more tenant-friendly than landlords realise — so this part of the process matters more than almost anything else.
Done properly, tenancy management becomes smooth and predictable. Done badly, it becomes a second job you never asked for.
In this guide
Step 1: Where to Find Tenants
The Main Online Portals
Most tenants start their search on:
- Rightmove
- Zoopla
- OnTheMarket
As a private landlord, you typically can’t upload directly, so you’ll use an online agent to list for you (usually around £50–£100). They’ll distribute the advert to the major platforms and forward enquiries straight to you.
Old-School (Still Works in the Right Areas)
Depending on your tenant type, don’t ignore:
- Local newspapers
- Community boards
- University accommodation offices (excellent for student lets)
If you’re near a university, getting on their accommodation list can be a steady pipeline.
Step 2: Set the Rent Properly (Without Guessing)
A lot of landlords either:
- Undersell the property and leave money on the table, or
- Overprice it and wonder why the phone is silent
Here's the smart approach:
- Go onto Rightmove
- Search your local area with similar properties
- Filter to include "Let Agreed" listings
That gives you a much better feel for what's actually moving, not just what's being optimistically advertised.
Pricing tip: Start towards the higher end of the realistic range. Tenants often expect some negotiation, and it's easier to come down than try to push rent up after launch.
If you're open to tenants receiving benefits, check Local Housing Allowance rates — but remember many tenants can top up, so it's a guide, not a ceiling.
Step 3: Write an Advert That Attracts the Right People
Your advert has one job: pull in the right tenants and quietly repel the wrong ones.
Photos: Non-Negotiable
If you do one thing well, do this.
- Aim for 6–12 high-quality photos
- Consider paying for professional photography (usually £60–£100) — you'll reuse them every time the property is re-let
Avoid the classics:
- Bare lightbulbs
- Mess and laundry
- Curtains closed
- Toilet seats up
- Dark, gloomy shots
If the property is furnished, do a light "stage" — cushions, tidy surfaces, a bit of warmth. You're selling a lifestyle, not square footage.
What to Include (So You Don't Waste Time)
Make it easy for serious applicants to self-qualify:
- Rent amount (and what's included, if anything)
- Availability date
- Furnished status (furnished / unfurnished / flexible)
- Property details: beds, baths, reception rooms, outdoor space, parking
- Area highlights: transport links, amenities, what your target tenant cares about
- EPC rating (this is legally required)
Step 4: Know What You Can Charge (and What You Can’t)
Tenant fees are heavily restricted now. Keep it clean.
Holding Deposit
You can take up to one week’s rent once they decide to proceed — to reserve the property while checks happen.
You must return it if:
- you choose not to rent to them (through no fault of theirs), or
- no agreement is reached within 15 days
You can keep it if they:
- provide false info,
- fail Right to Rent checks, or
- simply change their mind
Tenancy Deposit
In England:
- capped at 5 weeks’ rent (or 6 weeks if annual rent is over £50,000)
You may see “no deposit” products. They can work, but generally speaking: a proper deposit keeps tenants invested in the condition of the property.
Other Permitted Charges (Limited)
You can charge for:
- late rent (within strict rules)
- lost keys
- tenant-requested changes
- early termination costs (if agreed upfront)
Everything else is largely off-limits — and the fines aren’t worth the gamble.
Step 5: Viewings — Efficient, Calm, and Controlled
Viewings can swallow your week if you let them. The goal is simple: efficient process, better decisions.
Manage Calls Like a Professional
Don't use your personal number.
Use:
- a cheap SIM, or
- a separate number/call service
Check messages once or twice a day and call back in batches. You stay in control.
Qualify People Before They View
Before booking anything, get them on the phone and ask:
- When do you want to move?
- Why are you moving?
- Who will live there?
- What's your employment / income situation?
- Have you read the advert properly?
You're not interrogating — you're screening.
Quiet red flags: vague answers, inconsistent stories, heavy sob stories about "unfair landlords," or anyone trying to rush you into decisions.
Run Viewings in Blocks
Book in 15-minute slots and group them. If someone can't make your times, that's fine — you're not running a concierge service.
Arrive early:
- open curtains
- put the heating on if needed
- ensure it smells fresh
- have answers ready for bills, council tax band, transport, parking, etc.
Be friendly, but stay professional. Over-eagerness and cash-up-front offers can be warning signs, not "enthusiasm."
Step 6: Referencing — Where You Make Your Money
Never skip referencing. Not because you don’t trust people — because you don’t trust risk.
Right to Rent + ID Checks (England)
You must verify:
- original ID documents (not copies)
- Right to Rent status for every adult occupier
Keep records properly. The consequences for getting this wrong can be serious.
Use a Professional Referencing Service
You can do it yourself, but for around £25, a referencing company saves time and reduces errors.
They typically check:
- credit history, CCJs, insolvency
- address links and verification
- electoral roll data (where applicable)
- employment confirmation and income
- previous landlord references
- bank/account checks (depending on provider)
It’s not glamorous — but it’s protective.
When References Aren’t Perfect
Sometimes the best tenants won’t tick every box: graduates, newcomers to the UK, career transitions.
Your options:
- wait for a stronger candidate (if you can)
- ask for a guarantor (often the best solution)
- request rent upfront (note: this may change under upcoming reforms)
For guarantors:
- ideally a homeowner
- they should pass similar checks
- ensure they understand they’re liable for the full rent (especially with joint tenancies)
Benefits Tenants: A Quick Note
Traditional referencing can be harder here, so focus on:
- identity verification
- Right to Rent
- consistency of previous addresses and history
- affordability (including top-ups)
- guarantor where appropriate
This is less about labels and more about verifiable stability.
Final Thought
A good tenant pays on time, looks after the property, and makes the whole experience feel easy.
A bad tenant doesn't just cost money — they cost momentum.
So don't rush. Don't let void fear make decisions for you. Follow a clean process, stay consistent, and trust your instincts when something feels off.
Ready to apply this knowledge?
Join the community to get support, ask questions, and start building your portfolio the right way.
Join the Property Network
