Responsible landlords should review their processes
Mark Dawson, founder and managing director of AST Assistance, shares how landlords can adapt their processes to comply with the RRA.
The Renters’ Rights Act (RRA) is now live, bringing a new phase for private rented housing in England. For landlords, the priority is no longer general awareness of the reforms, but practical changes to how tenancies are managed, documented and reviewed.
Responsible landlords should now be checking whether their processes reflect the new rules. That includes tenancy paperwork, possession planning, rent reviews, advertising, tenant communication and record keeping. Landlords who continue to rely on old assumptions or outdated templates may expose themselves to disputes, enforcement action or avoidable delays when dealing with tenancy issues.
Review how tenancies are managed
The first step is to review how each tenancy is currently managed. Landlords should check whether tenants have received the information they are entitled to, whether tenancy records are complete, and whether communication processes are clear.
This is particularly relevant for landlords with older tenancy agreements, informal arrangements or portfolios managed across several systems. If records are incomplete, it can become harder to show what has been agreed, what has been served and how decisions have been made.
Landlords who are unsure which changes apply to their properties may benefit from a Renters’ Rights Act triage service before taking further action. This can help identify immediate issues, such as outdated documents, missing tenant information or processes that no longer reflect the current regime.
Stop relying on old possession assumptions
One of the main practical changes for landlords is the move away from old possession assumptions. Where landlords previously relied on no-fault possession routes, they now need to understand the grounds available under the updated system and the evidence required to support them.
This means record keeping becomes more important. If a landlord needs to rely on rent arrears, property damage, anti-social behaviour, intention to sell or another possession ground, the supporting documents should be clear, dated and consistent.
Responsible landlords should also review their notice templates. Using an outdated notice, an incorrect ground or incomplete information can slow down the process and create further dispute. Before possession action is considered, landlords should check that the reason, evidence and process are aligned.
Update rent review processes
Rent reviews should now be handled through a more structured process. Landlords should move away from informal rent increase conversations and keep a clear record of review dates, notices and supporting evidence.
Where rent is being reviewed, landlords should be able to explain how the proposed figure has been reached. Comparable local rents, property condition, location and market evidence may all be relevant. Keeping this evidence in one place can reduce confusion if a tenant questions the increase.
For landlords with multiple properties, it is sensible to create a standard rent review process across the portfolio. This should include who checks the evidence, who prepares the notice, when it is served and how tenant responses are recorded.
Check advertising and tenant selection
The Act also means landlords should review how properties are advertised and how applicants are assessed. Listing wording, affordability criteria, agent instructions and tenant communications should all be checked for compliance.
Blanket policies can create risk, particularly where they relate to children, benefit status, pets or other tenant circumstances. Landlords should be able to show that decisions are based on lawful, property-specific and evidence-led reasons. This is also a useful point to review landlord legal requirements more widely.
Advertising, tenant selection, deposits, rent payments, repairs, safety checks and communications should be managed as part of one compliance process, rather than treated as separate admin tasks.
Improve record keeping
Good records are now one of the most useful tools available to landlords. Landlords should keep copies of tenancy documents, notices, correspondence, repair reports, inspection records, safety certificates, rent evidence and tenant requests.
This is particularly important where a tenant asks for repairs, challenges a rent increase, requests permission for a pet or raises a complaint. The landlord should be able to show what was requested, how it was considered and what decision was made.
Landlords using agents should also check that the agent’s systems have been updated. It is not enough to assume that documents and processes are current. Landlords remain exposed if incorrect information is served or if the wrong process is followed.
What responsible landlords should do now
Responsible landlords should now take practical steps to align their property management processes with the new rules.
This should include:
● Reviewing tenancy agreements and tenant communications
● Checking that required information has been provided to tenants
● Replacing outdated notice templates
● Reviewing rent increase processes
● Checking advertising and tenant selection criteria
● Keeping evidence for rent reviews, possession grounds and tenant requests
● Confirming that letting agents are using updated systems
● Seeking advice before taking action on possession, rent increases, pets or disputed tenancy issues
Final thoughts
The Renters’ Rights Act does not remove the need for professional landlords, but it does change how rented homes need to be managed. Landlords now need clearer processes, better records and more careful decision making.
Those who update their systems now will be better placed to manage tenancies lawfully, reduce disputes and respond to issues with evidence rather than assumption.
Mark Dawson is founder and managing director of AST Assistance
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