The Christmas season is a time for joy, family, and relaxation, but for landlords, it can also come with a unique set of challenges. From dealing with tenant emergencies to managing the end-of-year admin rush, December can test even the most organised property owners. This guide offers practical insights to help you stay on top of your tenant management this Christmas. We’ll explore real-world advice, actionable tips to keep tenants happy, and a sneak peek at some exciting new tools that can make your life as a landlord easier to wrap up 2024.
1. Stay Ahead of Maintenance Issues
During the colder months, maintenance problems are more likely to arise. Frozen pipes, heating issues, and boiler breakdowns are all too common, and with suppliers often closing for the holidays, it’s essential to be prepared.
How You Can Stay Ahead:
- Do a Pre-Christmas Maintenance Check: Send tenants a friendly reminder to report any issues before mid-December. This allows you to schedule repairs before contractors close for the festive break.
- Make Emergency Numbers Available: If you’re not going to be available, give tenants direct access to trusted contractors who can handle urgent issues (like plumbing and heating).
- Stock Up on Spare Parts: If you manage multiple properties, consider having essentials like boiler pressure valves or heating elements on hand. This can significantly reduce downtime if something goes wrong.
Pro Tip: Some landlords create a "Winter Pack" for tenants. This pack can include tips for keeping their home warm, what to do if pipes freeze, and the contact details of key suppliers. A small gesture that can prevent big issues.
2. Proactively Manage Rent Payments (Avoid Late Payments)
With the added financial pressure of Christmas, some tenants may struggle with rent payments. As a landlord, it’s wise to take a proactive approach to avoid payment delays.
How You Can Stay Ahead:
- Send Friendly Payment Reminders: A polite reminder a week before rent is due can reduce missed payments.
- Offer Flexible Payment Dates (If Possible): Many people receive their December wages earlier than usual for Christmas, which can leave them short of funds by January's rent due date. To support your tenants (and reduce the risk of late payments), consider offering flexibility with rent payment dates, such as splitting payments or aligning them with your tenant's pay cycle.
- Encourage Direct Debits: If you’re not already using direct debits for rent collection, now might be a good time to explore the option.
Pro Tip: Consider pre-emptive conversations with tenants. If you know they may struggle with December rent, reach out early. This shows empathy and builds goodwill — and may make it easier to agree on a plan if a problem arises.
3. Keep Tenant Communication Open (and Document Everything)
The Christmas period sees people travelling, taking time off work, or being harder to reach. If you need to communicate with tenants, it’s smart to plan ahead. It’s also essential to document every interaction so nothing is missed or misremembered.
How You Can Stay Ahead:
- Set an "Away" Message: If you’ll be unavailable over the festive period, set an email auto-reply letting tenants know who to contact in an emergency.
- Keep a Record of All Tenant Interactions: Store notes on tenant phone calls, emails, and chats so you have a clear record of what was agreed.
- Use Scheduled Emails: If you need to remind tenants of rent deadlines, maintenance checks, or key updates, use scheduled emails to send messages at the right time so you don’t forget or end up reminding them too early.
Pro Tip: New features are currently being developed in PaTMa that will allow you to log all interactions with tenants, including phone calls and emails, from the inquiry stage right through to an active tenancy. This will provide a full view of the tenant journey, making management far more streamlined.
4. Take Control of Tenant Inquiries and Viewings
Christmas may be a quiet period for many industries, but the rental market can remain active. Tenants looking to move in January often start enquiring about viewings over the festive break.
How You Can Stay Ahead:
- Track All Tenant enquiries: Create a system to log new tenant enquiries. Track key details like what they're looking for, preferred move-in dates, and contact information.
- Respond Promptly (Even Over the Holidays): First impressions count. Tenants often contact multiple landlords at once, and fast responses increase your chances of securing them.
- Be Prepared for January Viewings: If tenants are moving out at the end of the year, use Christmas downtime to prepare properties for January viewings. Clean, repair, and take fresh marketing photos before Christmas.
Pro Tip: New features are being built in PaTMa that allow landlords to track tenant enquiries in real time. You’ll be able to store contact logs, enquiry notes, and follow-up actions, so you never miss a potential tenant.
5. Reduce Tenant Turnover
Christmas is the perfect time to build goodwill with your tenants. Happy tenants are less likely to move out, which means fewer void periods for you.
How You Can Stay Ahead:
- Send a Personal Holiday Greeting: A quick "Merry Christmas" message via email, card, or text can go a long way. It’s a small gesture, but it can make tenants feel valued.
- Offer Small Seasonal Gestures: A £5 coffee shop voucher or a "thank you for being a great tenant" message can help tenants to feel welcome and appreciated.
- Check Tenant Renewal Dates: If a tenant's agreement is ending soon, reach out before Christmas to gauge their plans. If they’re considering leaving, ask if there’s anything you can do to keep them.
Pro Tip: Use PaTMa Property manager to track key renewal dates and receive reminders ahead of time. This allows you to start conversations with tenants as renewal dates approach.
6. Plan for 2025 (Get Your Admin in Order)
January is a big month for landlord admin. Self-assessment tax returns are due on 31 January, and many landlords start preparing their rental accounts. Use December to get ahead of the game.
How You Can Stay Ahead:
- Organise Your Receipts: Scan and digitise receipts for expenses like maintenance, cleaning, and service charges.
- Reconcile Your Rental Income: Check that rent payments match your records. If there are missed payments, act now.
- Get MTD Ready: Making Tax Digital (MTD) is coming, and if you’re earning over £50k from property, you’ll need to comply from April 2026. Start getting your systems in place now.
Pro Tip: Choose software that helps you prepare for MTD. A platform like PaTMa that offers direct integration with HMRC for MTD submissions will make your 2026 transition easier.
What’s Coming in 2025: New Tenant Management Features
Landlords are set to benefit from several new features being built into PaTMa Property Manager. These will make it even easier to manage tenant inquiries, store tenant notes, and provide a smoother experience from the first inquiry to a signed tenancy.
Here’s what’s coming:
- Inquiry Tracker: Store potential tenant inquiries and track what they’re looking for, preferred move-in dates, and contact information.
- Tenant Contact Log: Keep a record of phone calls, emails, and other communications with tenants. No more relying on memory or sifting through old emails.
- Seamless Flow from Inquiry to Tenancy: Convert inquiries into live tenancies without re-entering the tenant’s information.
These tools will give landlords an edge in 2024, making it easier to stay organised, reduce admin, and secure tenants faster.
Final Thoughts: Make This Christmas Stress-Free
Being a landlord during Christmas doesn’t have to be stressful. With a few proactive steps, you can reduce emergency calls, increase rent payments, and strengthen tenant relationships.
To recap, here are 6 key steps for a stress-free Christmas:
- Do a pre-Christmas maintenance check.
- Send friendly rent payment reminders.
- Keep communication lines open and document every interaction.
- Log tenant inquiries and prepare for January viewings.
- Reduce turnover by fostering tenant goodwill.
- Get ahead on your tax admin and MTD compliance.
By planning ahead, you’ll protect your time, your finances, and your reputation as a proactive landlord. For those looking for a modern approach to tenant management, new tools like tenant inquiry tracking and contact logs can make the process far smoother.
Want to get ahead of tenant management in 2025? Try PaTMa Property Manager — property management software that helps you manage tenants from inquiry to tenancy with ease.
