Property Management & Lettings
A residential lettings book is a calendar of small obligations — the gas safety that expires on the 14th, the renewal letter that should have gone out on day-90, the boiler request that landed in the inbox at 9pm Friday, the tenant who is now 12 days into arrears. None of these are difficult on their own. They go wrong when they are forgotten, or when the response takes longer than it should because nobody picked up the email until Monday. These workflows take the routine triage, chasing, and certificate-expiry tracking off the property manager so the time goes into the cases that actually need a human.
Auto-send is reserved for one pattern in this category — the Tenant Maintenance Request Triage acknowledgement. That workflow auto-sends a single short message to the tenant within minutes of an inbound report, confirming we have received the report, classified its urgency, and what happens next. The message contains no diagnosis and no commitment beyond "we have it, we will be in touch". Every contractor instruction, every renewal offer, every arrears reminder, every landlord escalation, every clerk invite, every reference request, every deposit-return statement, and every landlord statement across these workflows stays as a Gmail draft (or, for the day-28 pre-action protocol summary and other Drive-doc artefacts, a Drive doc) for the property manager and, where relevant, the office solicitor to review and send. The reason is the same in each case: the wording matters, the context the manager has on the tenancy is not in the sheet, and a tenant relationship is not something to risk on a misread of an LLM-classified urgency or a wrong proposed rent.
Slack is used for internal coordination only — emergency maintenance alerts, the Monday compliance digest, the weekly arrears snapshot, the renewal-pipeline view. Tenant names appear in those messages because the office team needs to act on them. Where a tenancy is in formal arrears (>21 days) or moving towards pre-action protocol, the Slack escalation links to the case folder rather than restating the financial detail in the channel.
Use Cases
| Use Case | Description |
|---|---|
| Tenant Maintenance Request Triage | Classify inbound maintenance emails by urgency and trade, dedupe against open jobs, draft the contractor instruction and the tenant acknowledgement, and escalate genuine emergencies to the on-call channel |
| Compliance Certificate Renewal Tracker | Each Monday, scan the portfolio for gas safety, EICR, EPC, PAT, legionella, and fire-alarm certificates expiring in the next 60 days; draft engineer instructions, chase at 30 days, and escalate inside 14 days |
| Tenancy Renewal Cycle | Ninety days before each tenancy end, propose a new rent against our market sheet, draft the renewal offer to the tenant, chase at 60 and 30 days, and assemble a re-let decision pack for the landlord if the tenant declines |
| Rent Arrears Polite Chase Ladder | Walk a polite three/seven/fourteen-day reminder ladder for tenants in arrears, escalate to the landlord with a full timeline pack at twenty-one days, and prepare a pre-action protocol draft for the agent's review at twenty-eight days |
| Move-in Check-in Coordination | When a tenancy is signed, schedule the inventory clerk, draft the deposit prescribed-information letter, draft the welcome pack, and assemble the move-in Drive folder for the property manager to review |
| Quarterly Property Inspection Cycle | Each Monday, scan the portfolio for properties due an inspection, draft the tenant 24-hour notice, schedule the inspector, log the returned report, and surface flagged items to the property manager |
| Check-out and Deposit Return Reconciliation | Schedule the check-out clerk near tenancy end, log the returned condition report, draft the deposit-return statement against the move-in inventory, and route disputed deductions to the office before sending |
| Tenant Referencing Pack Assembly | Chase employer, previous-landlord, and credit-check references in parallel, assemble the landlord-facing pack with a recommendation, and surface contested references to the manager before forwarding |
| Landlord Monthly Statement Pack | After rent-cycle close, build one statement per landlord — rent received, contractor invoices reconciled to maintenance jobs, agent fees, balance to remit — and draft the covering email for the manager to review |
| Right to Rent Check Pack | When an application progresses to the pre-tenancy stage, draft the Right to Rent document-request email to every adult occupant, log the documents the manager records, schedule the follow-up check for time-limited cases, and surface upcoming follow-up dates in a weekly digest |
| Utilities & Council Tax Handover | When a check-out is logged and a new tenancy is moving in, draft the supplier notifications with closing meter readings, draft the council-tax change-of-occupancy letter, and chase any supplier that has not acknowledged within seven working days |
| Vacant Property Void Checks | Each Monday, scan the portfolio for properties between tenancies, schedule the regional caretaker's weekly visit, draft the visit checklist (mail, frost check in winter, photos), and assemble a landlord update if the void exceeds four weeks |