Letting Agents — Outsource Tenant Admin, Maintenance Coordination And Compliance
Letting agents are buried in compliance, maintenance and tenant admin. Here's the outsourced back office that takes it off your plate.
If you run a UK letting agency, an independent property management business or a portfolio landlord operation, you already know that the actual letting is the easy bit. What kills the operation is everything that comes after — compliance tracking, maintenance coordination, deposit admin, tenant queries, rent chasing and the never-ending paperwork.
The compliance load is relentless. EICRs every five years. Gas safety checks annually. EPCs at let. Smoke and CO alarm checks. Right-to-rent verification. PAT testing in HMOs. Legionella risk assessments. Deposit protection inside 30 days. Section 21 / Section 8 service when required (always via your solicitor — we handle the admin, not the legal advice). One missed deadline can mean fines, void rent or unenforceable possession.
What VA365 does for letting agents. We run a compliance calendar against every property in your portfolio. Certificates are tracked, renewals are booked with your approved contractors, copies are filed and tenants are notified. Maintenance requests come in via your system or by phone and we triage them — emergency, urgent or routine — and dispatch the right contractor with a clear scope. We chase the contractor to completion, file the invoice and update the landlord.
Tenant admin handled. Routine queries (when's my next inspection, can I get a reference, when does my deposit come back) get same-day replies. Move-ins and move-outs are coordinated with inventories, deposit returns, meter readings and key handovers. Anything sensitive — complaints, ASB, rent arrears — comes to you with full context.
Rent chasing done properly. Late rent is chased on day 1, day 3 and day 7 with progressively firmer (but always polite) messages. Day-14 cases are escalated to you with a full history. Most agents see arrears drop sharply within the first quarter.
Why outsourcing beats hiring in 2026. Property administrators are scarce and expensive. A loaded £32,000 hire is £43,000+. VA365 Growth (£599/month) or Pro (£999/month) covers a comparable workload at a fraction of the cost, with continuity through holiday and sickness.
Book a call with Jo Hannah. Bring a snapshot of your compliance status and arrears report. We'll show you exactly what we'd fix in the first 60 days.