Housekeeping

Before sending an email in bulk from the tenancy grid, we recommend some housekeeping to ensure you have all your tenants set up correctly so that emails will be received, and you can work out any tenants that may need hard copies.

You can do this via your applicant grid.

Ensure your grid is unfiltered (right click from the grid and if you see the "clear filters" option at the top, click it to remove your current filters. If you don't see that option, your grid is already unfiltered.), then right click from the grid - grid columns - column picker BETA.

Ensure that in the "Selected" column, you have as a minimum, "is Current Tenant" "address" "email" and "send email" - order these as you prefer - then save your grid format.

Send Emails?

From here, you will want to check a few things, first of which is that you know which of your tenants have chosen via their preferences, not to receive emails. Just to ensure this is correct, and you haven't accidentally set any of their records up incorrectly.

Filter the "is current tenant" column to "yes" so you are only looking at active tenants - Then filter the "send email" column to "no". 

This will show you any tenant's who have opted not to receive email, for you to then either ensure you post them a copy OR amend their applicant record so their email preferences are set to yes so they receive bulk emails.

 Email Addresses?

The Next thing you will want to do is ensure you have email addresses for all your relevant tenants.

Filter the "is current tenant" column to "yes" again, and use the "up" arrow in the "email" column to order your tenants, with those who do not have email addresses at the top of the list.

This will show you any tenants who don't have an email address for you to either gather this address, or ensure you post/deliver them a hard copy.

 

Preparing your Email Templates

You will need to create yourself an email template to act as a cover letter for sending your email. This will need to be a HTML template. Please see Creating a new template for guidance on doing this. We would always advise sending a test email to yourself to see what this email will look like, before sending it to any clients. You can do this by setting yourself up as a "test"/"dummy" tenant in the system.

 

Sending Your Emails

Once you are happy all your records are as they should be, and you know any tenants who need copies posted/hand delivered, you can return to your tenancies to send the email.

You can either filter a grid as you need it, or work from the Quicklink "Office Fully Managed Tenancies" as this should be suitable for most

Once you have your grid as you need it with all relevant records showing - right click - outputs - send email - 

Make your marketing selection

 

Search for and select your email template/cover email

You'll be asked if you would like to add an attachment. If you select "no", the email will send immediately. If you select "yes" you'll be presented with the attachments screen

Where you can use the "select" button to search for the relevant attachment from your desktop - check that this has uploaded correctly by looking for the green dot alongside it - then click to save.

You'll then receive a message confirming if the emails have been sent successfully. Events will be logged on the tenancy records confirming the emails have been sent and when should you need to refer back to this. 

 

PLEASE NOTE: If your internal standards require a higher level of legal auditability, we'd recommend using a dedicated bulk mailing solution alongside Expert Agent or if you do wish to have the tenant confirm they have received your email in Expert Agent, we do recommend emailing your tenants individually from their tenancy record to allow you to use the eSignature functionality for a full audit trail. 

 Letting Centre Forms and Agreements 2026

 

Professional Series Agreements and Clauses:

 

- General Tenancy Agreement - A01 2026

- Assured Periodic Tenancy Agreement (Landlord/Let-only) - A02 2026

- Assured Periodic Tenancy Agreement (Agent version) - A03 2026

- Assured Periodic Agreement House in Multiple Occupation – A03 Room Only 2026

- A02/A03 Additional Clauses 2026

- Holiday Letting Agreement – A04 2026

- Company Letting Agreement - A05 2026

- Licence Agreement - A06 2026

- Contractor Terms and Conditions – A07 2026

- Garage Licence – A08 2026

- Licence Room Only Agreement – A09 2026

- Deed of Guarantee - G02 2026

- Contract of Guarantee – G01 2026

- Contract of Guarantee – Limited share of rent – G03 2026

- Example Agency Agreement 2026

 

Drafting and Guidance Notes:

- Drafting and Guidance Notes for agreement A01 2026

- Drafting and Guidance Notes for agreements A02 & A03 2026

- Drafting and Guidance Notes for agreement A04 2026

- Drafting and Guidance Notes for agreement A05 2026

- Drafting and Guidance Notes for agreement A06 & A09 2026

- Drafting and Guidance Notes for agreement A07 2026

- Drafting and Guidance Notes for Example Agency Agreement 2026

- Drafting and Guidance Notes for Guarantor Agreement 2026

 

Professional Series Management Letters and Forms:

Pre-Tenancy

- APPFORM – Tenant/Guarantor application form 2026 Form

- CHECKLIST – A useful checklist for renting property 2026 Form

- COMPLAINTS – Example Complaints Procedure 2026 Form

- CONFFTO – Confirmation to landlord – find tenant only 2026 Letter

-CONFIRMT – Letter to tenant acknowledging tenancy application,

- enc holding deposit agreement and how to rent guide 2026 Letter

- CONFIRMTA – Letter to tenant confirming satisfactory references 2026 Letter

- CONFIRMTA2 – Letter to tenant acknowledging receipt of deposit 2026 Letter

- CONFLL1 – Confirmation to landlord of new tenancy 2026 Letter

- CONFLL2 – Confirmation to landlord of occupation 2026 Letter

- CONFPROP – Confirmation to landlord to take on property 2026 Letter

- DATATEN – Data Protection Disclosure letter 2026 Letter

- DATAENHB – Data Protection Disclosure letter – Housing Benefit 2026 Letter

- GUARRENQ – To guarantor. Asking for refs and enc tenancy details 2026 Letter

- HOLDINGDEP – To tenant. Non-return of holding deposit 2026 Letter

- HOLDINGDEPOSITAGREEMENT 2026 Form

- LEADTENDEC – Lead Tenant Declaration 2026 Form

- LLENQUIRY – To landlord in response to initial enquiry 2026 Letter

- PRIVACYNOTICE – Example privacy notice 2026 Form

- PROPDET – Property Details 2026 Form

- REF_ACCT – Reference to tenant’s accountant 2026 Letter

- REF_EMPL - Reference on tenant to employer 2026 Letter

- REF_FAIL1 – To tenant failed refs – no tenancy / return holding deposit 2026 Letter

- REF_FAIL2 – To tenant failed references – guarantor required 2026 Letter

- REF_LLRD - Reference to previous landlord (re new tenant) 2026 Letter

- REF_PERS - Reference on tenant (personal reference) 2026 Letter

- REQUIREDDOC – Required Document Checklist 2026 Form

- RIGHTTORENT – Right to Rent Check Form 2026 Form

- RISKASSESSMENT – Example risk assessment 2026 Form

- SANCTIONCHECK – to record financial sanction checks 2026 Form

- TINFO – Standard terms and information for tenants 2026 Form

 

Payments and Rent arrears:

- CNCLTBSE – To council tax office – charge new tenant 2026 Letter

- GUARREN1 – To guarantor. Request for unpaid rents 2026 Letter

- GUARREN2 – To guarantor. Follow up letter and action 2026 Letter

- HOUSINGBENEFIT – Letter to local authority requesting information 2026 Form

- LATE1 – To tenant. First late rent letter 2026 Letter

- LATE1A – To tenant. Letter of claim 2026 Letter

- LATE2 – To tenant. Section late rent – issue s8 notice 2026 Letter

- LATE3 – Letter to LL re rent arrears 2026 Letter

- LATE4 – Letter to LL re rent arrears and contacting guarantor 2026 Letter

- LATE5 – Letter to LL re rent arrears starting possession proceedings 2026 Letter

- LATECRT – To tenant(s). Late rents – letter prior to court 2026 Letter

- LEDGER – Accounting Ledger 2026 Form

- MESNE – To tenant. Letter accepting mesne profits 2026 Letter

- NEWTENUT – Letter to utility co. informing of new tenants 2026 Letter

- RRECEIPT – Rent receipt for tenant 2026 Letter

- STATEMENT&INVOICE – Rent Statement / Invoice 2026 Form

 

Inspections and Repairs:

- CARE – to tenants – more care/cleaning required 2026 Letter

- DILAPS1 – To tenant(s). Letter pointing out dilapidations 2026 Letter

- E-ACCESS – Letter following emergency access 2026 Letter

- ELECHECK1 – To electrical contractor. List of properties to check 2026 Letter

- ELECHECK2 – To tenants. Notification of electrical check date 2026 Letter

- ELECHECK3 – To tenants. Ltr following lack of entry for check 2026 Letter

- ELECHECKLL – To landlord. Request to carry out elec. check 2026 Letter

- ELECREMLL – Advice to landlord – issues following elec. check 2026 Letter

- ESTIMATE – To landlord, estimate for works at property 2026 Letter

- FROST – To tenants. Frost precautions over winter hols 2026 Letter

- GASCHECK1 – To gas engineer. List of properties to check 2026 Letter

- GASCHECK2 – To tenants. Notification of date of gas check 2026 Letter

- GASCHECK3 – To tenants. Letter following lack of entry for check 2026 Letter

- GASLL – To landlord. Request to carry out check 2026 Letter

- INSPRPT – Basic inspection report 2026 Letter

- IREPORT – Inspection Report 2026 Form

- LLFFREGS – To landlord. Re non-compliant furniture 2026 Letter

- MAINTDET – Maintenance Details 2026 Form

- MFORM – Inspection/ Call-out Details 2026 Form

- MREPORT – Maintenance Report 2026 Form

- NINSPECT1 – To tenants(s). Notice of inspection 2026 Letter

- NINSPECT2 – To tenant. Rescheduled inspection/gas check 2026 Letter

- REPAIRLL - Letter advising landlord of impending repairs 2026 Letter

- REPAIRLL2 - Letter advising landlord of outcome of repair visit 2026 Letter

- REPAIRTEN-KEYS - Advising tenant of maintenance visit-keys held 2026 Letter

- REPAIRTEN-NOKEYS - Advising tenant of maintenance visit –no keys 2026 Letter

 

Tenancy Renewals / Addendum:

- ADDENDUMEXAMPLE – Example Addendum to Tenancy Agreement 2026 Form

- RENEW1 – To landlord re non assured tenancy renewal 2026 Letter

- RENEW2 - To tenants confirming non assured fixed term renewal 2026 Letter

- RENEW3 – to tenants no tenancy renewal for non assured fixed term 2026 Letter

 

Rent Increase:

- RENEWRENT- To tenant re rent increase fixed term non 2026 Letter assured tenancy

- RENEWRENT2 – To tenants re rent increase under rent review clause in non assured tenancy 2026 Letter 

- RENEWRENTAGREE – to tenant agreeing lower rent 2026 Letter

- RENEWRENTS13 – Letter to tenant enclose S13 notice 2026 Letter

 

End of Tenancy:

- CHECKOUT1 – To tenant re check-out appointment 2026 Letter

- CHECKOUT2 – To tenant re deductions from deposit 2026 Letter

- CHECKOUT3 – To tenant enclosing cheque less deposit deductions 2026 Letter

- EARLYTER – To tenant following req. for early termination for fixed term non assured tenancy 2026 Letter 

- NOTICEACCEPT – Acceptance of tenant notice – periodic tenancy 2026 Letter

- NOTICER2 – To tenant. LL moving into property or selling property Letter enclosing section 8 notice 2026 

- NOTICER3 – To tenant enclosing s8 Notice 2026 Letter

- SURRENDER – Deed of Surrender 2026 Letter

- TENSELL - To tenant. Landlord wishes to sell property 2026 Letter

- TENSELL1 – to tenant. Landlord has a buyer for the property 2026 Letter

 

Abandoned Property:

- ABANDONPROP - Notice of Intention to Take Over a Flat/House 2026 Letter

- ABANDPROP – Letter to tenant re abandoned goods left at property 2026 Letter

 

Nuisance and Pets:

- NUISNCE1 – To tenant(s). Following nuisance/disturbance 2026 Letter

- NUISNCE2 – To tenant(s). Final letter before action 2026 Letter

- PETS – To tenant(s). Response re request for pets 2026 Letter

- PESTLL – To landlord. Tenant(s) requesting to keep pet 2026 Letter

 

Change of Landlord or Agent:

- AGENTDISINSTRUCTION – Letter to LL disinstruction 2026 Letter

- CHANGEOFAGENT – To tenant – new agent 2026 Letter

- CHANGEOFLANDLORD - To tenant – new landlord 2026 Letter

- CHANGEOFMANAGEMENT – To tenant – landlord now managing prop. 2026 Letter

- S48 NOTICE - To tenant. Notice under s48 L&T Act 1987 2026 Letter

 

Holiday Let:

- HOLIDAY – To tenant. Confirmation of holiday letting 2026 Letter

- HOLLETLL – To landlord. Confirmation of holiday letting 2026 Letter

 

Renters’ Rights:

- RENTERS’RIGHTS – To tenant. Enclosing Government Information Sheet 2026 Letter

- RENTERS’RIGHTSLL – To landlord advising re Renters’ Rights Info 2026 Letter

 

Notices:

Notices Required Under Housing Acts (1988, 2004) and other legislation:

- Section 8 possession notice via Government website here

- Section 13 rent increase notice via Government website here

- S48 Notice of landlord’s address for service of notices 2026

- ABANDONEDGOODS - Notice to tenant to collect abandoned possessions 2026

- GREENDEAL – Green deal acknowledgement for bill payer* 2026

- NOTICEOFRIGHTTOCANCEL - Notice of right to cancel contract in cooling off period* 2026

- NTQ - Notice to quit a common law tenancy 2026

- PRIORNOTICE4A – Prior notice of Ground 4A for pre 1st May 2026 existing tenancies 2026

- PROOFSERVICEPOSSESSION – Proof of service of possession notice 2026

- S3 – New landlord notice to tenant re transfer of interest in property 2026

- SECTION33D(3)IMMIGRATION – Notice under the Immigration Act* 2026

 

The Forms marked with an * are copies of prescribed forms required for residential tenancies. These are forms where wording has been legally prescribed either by statute or by an external organisation approved by or linked to government. The Letting Centre have drafted these forms in accordance with the legislation but provide no warranty on the accuracy or correctness of these forms and shall not be liable for any issues relating to such prescribed forms or wording which is outside of our control.

As of the 1st May 2026, Phase 1 of the Renter's Rights Act will be implemented. This will bring about certain changes that will effect the way you manage your existing assured tenancies moving forward, and the way in which you let properties that will have assured tenancies in the future.

A Guide to the Renter's Rights Act 2025 can be found on the Government's website. Along with some more detailed information on each phase here.

We've prepared the below guide to assist you in managing aspects of the new reform within Expert Agent. You can also book onto one of our support drop-ins via our training pages if you'd like an overview of the changes - Property Management Drop-ins

Tenancy Reform

Rent Increases

Pet Requests

Rental Bidding

PRS Database and PRS Landlord Ombudsman

 

Tenancy Reform

The Renters’ Rights Act will remove fixed-term assured tenancies. All assured tenancies moving forward will be periodic, with tenants able to stay in their home until they decide to end the tenancy by giving two months’ notice. The Renters’ Rights Act will also abolish section 21 evictions, meaning landlords must instead use a section 8 ground for possession – these are specific circumstances in which a landlord can regain possession. 

Tenancies commencing from 1st May 2026

Any new assured tenancies that commence from the 1st May 2026 will be governed by the new rules. All tenancies will need to have a written tenancy agreement in future, that includes specific information.  

When you create your new tenancies, you'll see a new agreement type available for you to select - Assured Periodic Tenancy:

 By default, this agreement type will set your review/renewal date for 12 month's time for you to be able to manage and review any future rent increases. The term expiry will stay blank (as there is no fixed term). And the Term Type will be Periodical.

For Compliant Letters and Agreements users; there are draft Periodic Tenancy Agreements available, finalised versions should be available from the 16th April. Please refer to the below FAQ on the release of the 2026 letters:

What are the changes to the Compliant Documents for 2026?

 

Existing Assured tenancies under a fixed term agreement

Existing assured tenancies will convert to the new system automatically. Landlords won’t need to change, or re-issue existing written tenancy agreements. Instead, they will need to provide tenants with a copy of a government-produced information sheet, explaining how the reforms may have affected the tenancy. That Information Sheet can be found here.

For Compliant Letters and Agreements users, please see the below FAQ on sending this information out:

Sending Out The Government Information Sheet

For anyone who doesn't subscribe to the Compliant Letters and Agreements, please see the below FAQ on emailing tenants in bulk:

Emailing Tenants in Bulk

It will also be good housekeeping to review your existing assured tenancies that are under a fixed term, and amend any that require it. We've created you some new Quicklinks for your fully managed tenancies: "My/Office/Group Fully Managed Fixed Term Tenancies" that you might want to work from, ensuring that the review/renewal date is set correctly to allow you to manage any rent increases moving forward (as you'll no longer be reviewing these on the term expiry date). You may want to remove the term expiry date, change the agreement type and also ensure the term type is amended.

Rent Increases

Landlords will be able to increase rents once per year to the market rate – the price that would be achieved if the property was newly advertised to let. To do this, they will need to serve a simple ‘section 13’ notice, setting out the new rent and giving at least 2 months’ notice of it taking effect. If a tenant believes the proposed rent increase exceeds market rate, they can then challenge this at the First-tier Tribunal, who will determine what the market rent should be.

This doesn't change much in terms of managing your rent increases in Expert Agent, but if you haven't been doing this thus far, you will need to ensure you have an event type set up for this in your configuration. (Accessed by a Super User, under tools - configuration - setup prompts - Event Types)

You will use your "review/renewal date" to manage those tenancies that are due for a potential rent increase. You have Quicklinks available to manage these such as "office review/renewal within 90 days" highlighted below that you can keep an eye on from your tenancies dashboard/homepage/right hand tool bar as you do with all other Quicklinks to monitor any required tenancies.

 

From your chosen tenancy Quicklink, you can open your tenancy record and forward the date on if no action is required. For any tenancy that requires a rent increase, right click - outputs - create letter/email/SMS to produce your section 13 and send it to the tenant as normal.

 

We'd then suggest via the events tab of the tenancy you create a new event to record the details of the S13.

 Including the date of the last increase, date of the first increase after Feb 2003, the date the new rent will start etc. You may want to attach any comparables you produced to confirm the figure for the new rent, and if you use Expert Agent Finance, we'd recommend you set yourself a task for the rent date BEFORE the rent increase is due to take effect, to remind yourself to go back into the tenancy and amend the rent amount so that it charges correctly.

 

Once you have this event, you can come back into it at any time to attach any correspondence/add any further details into the notes, should the tenant dispute the increase for example.

Once the increase has been successfully applied, you can forward the Review/Renewal date on.

You'll also be able to filter the tenancy events on your Rent Increase event type to view any historic rent increases to assist you in serving future increases and managing the property moving forward.

 

Pet Requests

The Renters’ Rights Act will ensure landlords do not unreasonably withhold consent when a tenant requests to have a pet in their home, with the tenant able to challenge unfair decisions.

To record a request by a tenant to have a pet in the property, you'll want to log an event on your tenancy.  

First of all, you will need to ensure you have an event type set up for this in your configuration. (Accessed by a Super User, under tools - configuration - setup prompts - Event Types)

Once you have this event type created, from the tenancy record - events tab - use the new event button in the bottom left to create your new event:

From here, you can include the details you need. Select the correct event type. Add the notes surrounding the request (you can also add any notes you'd like to be available to the landlord on their portal if you use this). You may wish to upload a copy of the letter/email from the tenant. You can also set a task for yourself/the negotiator responsible for the property to deal with the request by which can then be managed as with all Tasks within Expert Agent.

 

Rental Bidding

The Renters’ Rights Act will outlaw rental bidding. Asking prices are required to be published and you'll be prohibited from asking for, encouraging, or accepting any bids above this price.

To assist you with this, when creating your tenancies, if the rental figure you are entering, exceeds the advertised price, you'll be presented with an alert warning you as such:

 

PRS Database and PRS Landlord Ombudsman

The government will introduce a new Private Rented Sector Landlord Ombudsman Service, which all private landlords in England with assured or regulated tenancies will be required by law to join, including those who use a managing agent. Alongside this, the act will also introduce a new Private Rented Sector Database. All landlords of assured and regulated tenancies will be legally required to register themselves and their properties on the database and could be subject to penalties if they market or let out a property without registering it and providing the required information. This is scheduled as "phase 2" which there is no set date for at present, but is expected in late 2026. We'll provide an update on managing this in Expert Agent closer to the time. 

The Letting Centre have now published their phase 1 & phase 2 schedules of changes for 2026.

For users of the Compliant Letters and Agreements, you can find the full details of these changes on your Compliant Letters and Agreements tab, by searching for the document "LC - Schedule Of Changes 2026 - Phase 1" and "LC - Schedule Of Changes 2026 - phase 2"

Phase 1 contains the updated management letters and forms, along with Guarantor Agreements and Example Agent Agreement.

Phase 2 contains the new Assured Tenancy agreements.

 

Please see What's Contained Within The Compliant Letters And Agreements Pack? for a full list of the available forms and letters