How to Run a Lettings Pipeline: From Vacant to Move-In

Every day a property sits empty costs you money. A well-run lettings process minimises void periods by moving quickly and systematically through the stages from vacant to move-in. This guide walks through each stage and the checks you should complete at each one.

Stage 1 — Vacant

The moment a property becomes vacant (or you know it will become vacant), the clock starts on your void period. Before you can advertise, several things should be in place:

• Gas safety certificate valid (book an inspection if it's due soon)
• EICR valid
• EPC valid and showing E rating or above
• Deposit protection cleared from the previous tenancy
• Property inspection carried out — note condition and anything needing repair
• Professional clean completed

Stage 2 — Advertising

A strong listing is the difference between 20 enquiries in three days and silence for two weeks. Key elements of an effective listing:

• Professional photos: Properties with professional photos let faster and for more money. It's worth £150–£300.
• Accurate description: Describe the property honestly — tenants who view based on an accurate description are far more likely to proceed than those who are surprised on arrival.
• Key features in the headline: "3-bed garden flat, 5 mins to station, newly refurbished kitchen" beats "3 bedroom flat".
• Correct price: Check what comparable properties in the area are listing for and let for — not the same thing. Overpricing extends your void period.

List on Rightmove, Zoopla and/or OnTheMarket. If you're managing the letting yourself, you'll need a landlord account with a portal. If using an agent, they'll handle this — but review the listing before it goes live.

Stage 3 — Viewings

Group viewings (showing multiple applicants at the same time) work well for high-demand properties — they create a sense of competition and save your time. For lower-demand markets, individual viewings allow more time to understand each applicant's situation.

At viewings, note:

• How the applicant presents themselves and treats the property
• Their situation (employment type, length of current tenancy, reason for moving)
• Whether they have pets, children or other occupants not mentioned in the enquiry
• Their desired move-in date — does it align with when the property will be available?

Collect a holding deposit (maximum 1 week's rent under the Tenant Fees Act) once you've identified your preferred applicant and before starting referencing.

Stage 4 — Referencing

References typically take 3–7 business days. The standard checks are:

• Credit check (look for CCJs, bankruptcy, defaults)
• Employer reference confirming role, salary and employment status
• Previous landlord reference confirming payment history and property condition
• Right to Rent check (document copies or share code)
• Affordability check (rent should not exceed 35–40% of gross income)

Use a professional referencing company (HomeLet, Let Alliance, OpenRent References) — they're faster and more thorough than doing it yourself, and typically cost £15–£30 per applicant.

Stage 5 — Contract

Once referencing passes, issue the tenancy agreement. Key steps:

• Use an up-to-date AST (Assured Shorthold Tenancy) template
• Include the correct rent amount, due date, deposit amount and tenancy term
• Send via DocuSign or a similar e-signature service — faster and legally valid
• Collect the full deposit (up to 5 weeks' rent) before signing
• Protect the deposit in your chosen scheme within 30 days of receipt
• Prepare the inventory (use a professional inventory clerk for objectivity)

Stage 6 — Move-In

Move-in day sets the tone for the tenancy. A smooth, professional move-in creates a positive relationship from the start.

• Keys handed over — record what keys were given and in what quantities
• Meter readings logged — gas, electricity, water — by both parties
• Inventory signed by the tenant at the property
• Standing order or direct debit set up for rent
• Tenant portal invite sent — give them access to the portal to submit repairs
• First rent payment confirmed

Provide the tenant with the current How to Rent guide (download from GOV.UK — use the version current at the tenancy start date, as this matters for future Section 21 notices).

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