Rent arrears procedure
SOP template
Check this template against your local regulations and your own policies before you use it.
| SOP no. | Version | Effective date | |||
|---|---|---|---|---|---|
| Owner | Approver | Review date |
Purpose
To recover late rent quickly and fairly, within the tenancy law.
Scope
Every managed tenancy with rent overdue.
Responsibilities
| Role | Responsibility |
|---|---|
| Property manager | Follows up arrears and keeps the landlord informed. |
| Landlord | Decides on formal action. |
Procedure
Check arrears every day
Run the arrears report every morning.
Contact the tenant early
Call or message on the first day late, and ask when they can pay.
Agree a payment plan
If they are in hardship, agree a written plan with dates and amounts.
Issue formal notices
If rent stays unpaid, issue the notice your tenancy law sets, with the correct dates.
Caution: Notices with wrong dates or wording may be invalid. Use the official form and periods.
Keep the landlord informed
Tell the landlord of the arrears, the plan and any notice, and get instructions.
Record every step
Record every call, message, plan and notice in the tenancy file.
Records
- The arrears report and contact notes.
- Payment plans and notices.
Related documents
- Property management procedures manual
Revision history
| Version | Date | What changed | Approved by |
|---|---|---|---|
