The Essential Checklist for Every Landlord and Property Manager: How to Simplify Your Property Management

Managing rental properties can be incredibly rewarding; you are, after all, helping someone to make a house (or an apartment) a home, but it’s no surprise to anyone in property management that there are also a good few responsibilities to make sure everything is as it needs to be, for everyone involved.

Whether you’re a seasoned landlord, a first-time property investor, a property manager, or you’re just starting to explore what the possibilities are for generating income through rental income (we have a blog for how to set up your own property management business if you are), understanding the essentials of property management is essential to your long-term success. That rule applies if you’re a sole investor with one property, or a portfolio of properties, or if you’re a letting agent, housing association, or anyone managing properties.

Here’s the reality: successful property management is about more than collecting the rent. You’re looking at tenant communications, maintenance co-ordination, legal compliance, financial tracking and reporting - often all at once. And let’s not forget that you’re dealing with people’s data, so it’s important that everything you’re doing is secure, and that should you need to, you have a “paper trail” of all actions and transactions.

Without an organised system in place, things can get chaotic pretty quickly.

Let’s break down the essential elements each landlord or property manager will need to manage properties effectively:

A Contact List of Reliable Contractors

Maintenance issues are inevitable, from a leaking tap, a broken heater, or something bigger, like unexpected roof damage. Oh, and you can almost guarantee that whilst there’s never a convenient time for a maintenance issue to pop up, it’s often the case that it’s a really inconvenient time that these things happen. Like a boiler packing up. Four days before the Christmas holiday starts. In one of the coldest winters on record.

So you’ll want to have a list of trusted contractors, ready to go whenever you need them. Think plumbers, electricians, HVAC specialists, general contractors and cleaners, etc. A reliable network of contractors (and back-ups) makes sure that repairs are handled quickly, professionally, and protects your tenant satisfaction and your property value.

Why a contact list is important:

Fast, quality repairs keep your tenants happy and look after your investment. Delays or poor workmanship can lead to bigger (more expensive) problems, and unhappy tenants. And no one wants that.

Secure Document Storage

From lease agreements and tenant applications to maintenance records and inspection reports, landlords and property managers are responsible for managing a broad range of documents that contain personally identifiable information about tenants. Being able to access these documents easily is important, as is making sure that you’re complying with legislation like GDPR, and making sure that your tenants’ personal information is safe and secure. Want to know more about togetha's security? Check out our blog here.

Why it’s important:

Lost documents can lead to all kinds of headaches, not least the legal kind. Disputes are difficult to solve without accurate records, and as a landlord or property manager, you are legally responsible for appropriate storage for your tenants’ information.

We love a good bit of “no school like the old school”, but in this day and age, there really isn’t any excuse for sticking with outdated filing cabinets, when the Cloud offers convenient and secure storage.

A Reliable Rent Payment System

Chasing down rent payments can be one of the most frustrating parts of property management. You need a system that makes it easy for tenants to pay on time and for you to track who has paid and who hasn’t.

Why it’s important:

Late or missing payments disrupt your cash flow and add unnecessary stress. A transparent, automatic rent collection system improves tenant accountability and simplifies your bookkeeping.

A Calendar for Important Dates

Rent due dates, lease expirations, inspection schedules, maintenance appointments, and legal compliance deadlines; the list of critical dates landlords must track can quickly become overwhelming.

Why it’s important:

Missing a date could mean penalties, dissatisfied tenants, or expensive surprises. Staying ahead of deadlines keeps your operations running smoothly.

An Organised Communication Hub

Whether it’s maintenance requests, lease renewal discussions, or general updates, clear communication with tenants is a major part of the job. Managing messages through texts, emails, phone calls, and notes can become confusing and inefficient.

Why it’s important:

Centralised communication avoids misunderstandings, ensures accountability, and provides a documented history of interactions if disputes arise.

Financial Tracking and Reporting Tools

Managing income and expenses for your properties is essential, not just for cash flow management but also accounting. Tracking maintenance costs and other financial metrics helps you measure your properties' performance.

Why it’s important:

Clear financial records help maximise profitability, and reduce unnecessary losses.

Why Juggling All These Essentials Separately Isn't Ideal

Trying to manage all these pieces with separate apps, spreadsheets, paper files, and personal contacts can quickly become overwhelming, even for the most organised landlords and property managers. Crossovers between different systems can cause confusion, lead to missed payments, maintenance delays, or even legal considerations.

If you’re finding that having everything in separate places isn’t sustainable, it might be time to think about streamlining your property management processes. And here at togetha, we have just the thing you need!

togetha: One Platform, Every Essential

Instead of juggling multiple tools, togetha offers a centralised platform where all your landlord essentials live in one place.

• Maintenance Management: Organise your list of reliable contractors, track maintenance requests, and schedule repairs seamlessly.

• Secure Document Storage: Upload and access leases, inspection reports, and tenant communications securely from any device in togetha’s Vault.

• Online Rent Collection: Automate rent payments with secure processing, transparent tracking, and real-time notifications.

• Smart Calendar: Never miss a deadline with built-in reminders for important dates like lease renewals and inspections.

• Tenant Communication Hub: Manage all messages, maintenance requests, and notices in one secure place.

• Comprehensive Financial Reporting: Track income and expenses, generate reports, and get a clear picture of your rental business’s health.

With togetha, you eliminate the clutter, confusion, and crossed wires. Everything you need is together — intuitive, organised, and accessible 24/7.

Property management doesn't have to be chaotic. If you want to spend less time on administrative headaches and more time growing your portfolio (or simply enjoying the returns), it's time to bring everything togetha.

Ready to simplify your property management?

Discover how togetha can make it easier, safer, and more profitable for you to manage your rentals; all in one place. Book a no-commitment 20 minute demo today, and find out how we can help you to streamline the essentials.