How to communicate with Letting Agents

Working with student letting agents is essential for ensuring your HMO operates smoothly. Whether they’re handling tenant enquiries, managing maintenance, or ensuring compliance with ever-changing regulations, strong communication will help you stay in control and avoid unnecessary issues.

Here’s how to build a productive relationship with your letting agent and make sure they’re managing your property effectively.

Set clear expectations

A well-defined agreement helps prevent misunderstandings and keeps your property running efficiently. Outline responsibilities such as:

• Tenant sourcing and referencing
• Rent collection and arrears management
• Maintenance coordination and emergency repairs
• Regular property inspections and compliance checks

Ensuring these responsibilities are clearly documented means both you and your agent understand who is accountable for what.

Keep communication consistent

Regular check-ins help you stay on top of your property's status and address potential issues before they escalate. Set up scheduled updates - whether weekly, biweekly, or monthly - to discuss:

• Tenant feedback and concerns
• Maintenance updates
• Rent collection progress
• Upcoming compliance deadlines

Using email, phone calls, or property management platforms can help streamline communication and ensure everything stays on track.

Implement a maintenance strategy

A well-managed HMO requires quick and efficient maintenance handling. Agree on a system with your letting agent that covers:

• How tenants report maintenance issues
• Expected response times for different repair types
• A budget threshold for minor repairs before your approval is needed

This ensures tenant concerns are addressed promptly while keeping maintenance costs predictable.

Use technology to simplify processes

Digitising key property management tasks can reduce inefficiencies. If your letting agent uses a property management platform like Concurrent, you can:

• Track real-time rent collection
• Monitor maintenance requests and progress
• Store key documents and compliance records in one place

This reduces admin and keeps all parties informed without endless back-and-forth communication.

Ensure financial transparency

Request regular financial reports detailing:

• Rent collected vs. outstanding payments
• Maintenance costs and unexpected expenses
• Agent fees and deductions

Having clear visibility over your property’s financial performance ensures there are no hidden surprises and allows you to make informed decisions.

Stay on top of compliance

HMOs come with strict regulations, and non-compliance can lead to hefty fines. Work with your agent to:

• Schedule property inspections to ensure safety standards are met
• Keep up with HMO licensing requirements
• Stay informed on upcoming legal changes

Being proactive about compliance helps protect your investment and ensures a safe living environment for tenants.

Provide feedback and review performance

A strong working relationship with your letting agent requires ongoing communication. Provide feedback regularly, highlight areas for improvement, and discuss any concerns before they become larger issues.

If things aren’t working as expected, don’t hesitate to renegotiate terms or explore alternative management solutions.

Make property management easier with Concurrent

Want better visibility over your property’s management without the hassle? Concurrent streamlines communication, automates rent collection, and ensures compliance, helping you work seamlessly with your letting agent.

Discover how Concurrent can transform your HMO management - book a demo today.