Property Management Templates

A structured tenant screening process covers five phases: application receipt and initial review (confirming the applicant meets the basic eligibility criteria before investing time in a full check), credit and background checks (a credit reference check through an authorised agency assessing credit history, CCJs, and insolvency; a background check where applicable and permitted by data protection legislation), reference verification (previous landlord reference confirming tenancy history, rent payment record, and any issues; employer reference confirming employment status and income), affordability assessment (rent typically should not exceed 30-40% of gross income — confirming the applicant's income against this benchmark), and decision documentation (the decision to offer or decline, with the reasons documented — creating a record that demonstrates the screening was conducted consistently and on legitimate grounds, not discriminatory ones). Every stage of the screening must comply with applicable equality and data protection legislation.

Eviction requirements vary significantly by jurisdiction. In England, landlords must serve a valid written notice in the prescribed form (Section 21 for no-fault eviction, or Section 8 for breach of tenancy), wait for the notice period to expire, and then apply to court for a possession order if the tenant does not vacate — they cannot physically remove a tenant themselves. In Scotland, Wales, and Northern Ireland, different procedures apply. In the US, requirements vary by state and sometimes city — notice periods, grounds for eviction, and court procedures all differ. Common to all jurisdictions: the notice must be in the correct form, served correctly (in person, by post, or by other legally prescribed means), and the required notice period must expire before any court application. A procedural error — wrong form, wrong service method, insufficient notice period — typically invalidates the notice and requires the process to restart. Always consult a qualified legal professional for the specific requirements in your jurisdiction.

A property maintenance management process covers five phases: request intake (the repair request received through a defined channel — phone, email, or portal — logged with the property address, the nature of the issue, the date reported, and the urgency classification), triage and assignment (the issue assessed for urgency: emergency (heating, water, security failures — same day response), urgent (within 24 hours), and routine (within agreed SLA); assigned to the appropriate contractor with a work order), execution and communication (the contractor confirms the appointment with the tenant; work is completed; tenant confirms satisfaction or reports outstanding issues), completion verification (the property manager verifies completion — by contractor sign-off, tenant confirmation, or inspection for significant works), and maintenance record (every job logged with the date reported, date completed, contractor used, cost, and any follow-up required — building the maintenance history that informs future decisions and demonstrates landlord compliance with repair obligations).

Every CheckFlow template is fully customisable. For residential portfolios: add the specific compliance requirements for residential tenancies in your jurisdiction (deposit protection, EPC, gas safety, electrical installation condition reports, right-to-rent), and adapt the screening process to the relevant tenancy type (AST, periodic, HMO). For commercial portfolios: adapt the lease management process to commercial lease terms (service charge management, break clauses, rent reviews), add the compliance requirements specific to commercial properties (fire risk assessments, asbestos surveys, legionella risk assessments), and add the more complex negotiation and legal process typical of commercial transactions. Templates can be differentiated by property type or portfolio, so each property type runs the process appropriate to its specific requirements.