The ultimate Landlord calendar: What to do each month

Running rental property well is mostly about rhythm. The landlords who sleep soundly are not the ones who react when something breaks. They are the ones who pace themselves through the year, tackling the right things at the right time so nothing becomes urgent. This month-by-month guide is designed to keep you organised, compliant and proactive across the whole calendar year.

A quick note before we begin. This guide focuses on best practice for landlords in England and Wales. Rules can vary by local authority and property type (for example, HMOs), so always check specifics for your portfolio.

The UK tax year runs from 6 April to 5 April. You can file your Self-Assessment return any time after the tax year ends, with the online filing deadline on 31 January the following year. With that in mind, here’s how to plan your year.

January – Tax prep and rent review

January is the perfect time to get your financial house in order. Pull together bank statements, rent schedules, invoices, mileage logs and receipts for all properties. Reconcile everything against your bookkeeping so you have clean, tax-ready records when the year ends on 5 April.

If you use an accountant, book your slot now as their calendars fill fast. Even if you file your own return, set aside time to review allowable expenses and reliefs and to forecast your bill so you can keep cash aside and avoid surprises.

It’s also a sensible moment to review rent levels. Look at local comparables, recent lettings data and your own costs. If a tenancy is moving onto a periodic basis, a fair and well-timed rent increase (using the proper notice, for example a Section 13 for assured periodic tenancies in England and Wales) helps you keep pace with inflation and maintenance costs. For fixed terms due to end in spring, start planning any adjustments now so tenants have adequate notice and you keep goodwill high.

Finally, send polite reminders about annual rent increases where appropriate, and set reminders (you can do this in August App) for any renewals you expect in the second quarter. When rent reviews are handled transparently and backed by evidence, tenants are more likely to stay.

February – Property inspections and winter health checks

Cold, wet weather exposes rental property weaknesses. February is prime time for mid-winter inspections, with 24 hours’ written notice and tenant consent. Focus on damp and mould risk areas (bathrooms, kitchens, external walls), boiler pressure and operation, radiators, extractor fans, gutters you can safely view from ground level, and any minor leaks under sinks. Record findings with photos. Small preventative fixes now save much larger bills later.

Use the visit to check tenant satisfaction. Ask what’s working, what isn’t, and whether there are small improvements that would make a difference. A door closer that sticks, a broken fence panel, a draughty window. A quick follow-up builds trust and reduces attrition. If the rental property is furnished, test smoke and carbon monoxide alarms and note any low batteries so you can replace them (July will be your deeper fire-safety review).

March – Plan your spring maintenance and renewals

Spring invites exterior work. Book gutter clearing, basic roof checks from a competent professional, fence and gate repairs, jet-washing of paths and patios, and a tidy of external areas. If you’ve parking or shared access, confirm responsibilities with neighbours or the managing agent and diarise the work.

March is also a good month to review tenancy agreements due for renewal in the next 60–90 days. Decide whether you’ll offer a new fixed term or allow the tenancy to continue periodically. Draft your renewal terms, including any rent adjustment, and line up your communications. If you manage student lets, this is your moment to set the timetable for summer changeovers, cleaning, redecoration and marketing. If you are in the middle of a tenancy, is always good to understand what's a reasonable wait time for repairs.

April – End of tax year, insurance reviews and tidy documentation

The tax year ends on 5 April. As soon as the year closes you can file your Self-Assessment. Many landlords prefer to file early to get certainty and spread the cash flow impact. If you’re not ready to file, at least finalise your numbers so you know where you stand.

Review insurance policies while you’re in an administrative mood. Check that rebuild costs and sums insured still reflect current prices (underinsurance can be costly at claim time). Confirm you have the right cover mix, thinking through landlord buildings, contents if applicable, public liability, and any rent guarantee you rely on, and diarise renewal dates (again in August App). If you operate HMOs, cross-check licence conditions against your documentation so there are no gaps.

Finally, give your compliance folder a spring clean. Ensure you can quickly put your hands on your latest Gas Safety Record, EICR, EPC, licence paperwork and “How to Rent” evidence where relevant. Ensure they are all uploaded to August App. Create reminders for all expiry dates so nothing is missed later in the year. If you have updated documents, August will suggest reminder dates for you to approve.

May – Energy efficiency and sensible upgrades

With warmer weather on the way, May is perfect for energy improvements that reduce bills and improve comfort. If your EPC is due to expire (they’re valid for ten years) or if ratings are borderline, consider an assessment and plan upgrades. Low-disruption wins include LED lighting, draft proofing, TRVs on radiators, smart thermostats, loft insulation top-ups and basic ventilation improvements to manage humidity. For properties that use portable or fixed air-conditioning, arrange servicing before summer demand peaks.

Treat this as an asset-value conversation as much as a running-cost one. Efficient homes let faster, retain tenants for longer and protect you from future regulatory tightening. If you’re planning a void later in the year, line up larger works (for example, external wall insulation or window replacements) so you can act quickly when the property is empty.

June – Summer lettings and marketing refresh

By June, the lettings market is lively, especially in student areas and towns with summer job inflows. Get ahead by refreshing photography and descriptions now, before you need to list. Daylight and greenery make properties look their best. Stage each room, remove clutter and photograph key features, including storage, outdoor space, workstation areas and kitchen appliances. Update your advert copy to highlight what today’s tenants value, items including energy efficiency, broadband speed, proximity to transport and good outdoor space.

If you anticipate a July or August vacancy, draft your timeline. This should cover final inspection, clean, compliance checks, marketing launch, viewings, referencing and move-in. Confirm that your licensing status, EPC, Gas Safety Record and EICR are all in place and valid so you can provide the right paperwork promptly. A well-organised pre-listing process shortens void periods and reduces stress.

July – Fire safety and compliance checks

Use July for a deeper compliance review with a fire-safety focus. Test smoke and carbon monoxide alarms across all properties and replace batteries or units as needed. In kitchens, confirm heat alarms (where fitted) are functioning. If you manage HMOs or properties with common parts, revisit your fire risk assessment and check that signage, emergency lighting (if required) and escape routes remain clear. Document all checks and keep the records with dates and actions taken.

Take this moment to review broader safety items. Is your EICR within its five-year validity? When is your next Gas Safety Record due? If you provide appliances, do a visual check and, if you prefer belt-and-braces, arrange portable appliance testing. Confirm that furniture (where provided) meets fire safety standards and that window restrictors and guards are intact where required (for example in upper-storey flats). Good records reduce risk and make any future inspection straightforward.

August – Gardens, kerb appeal and pest prevention

August is maintenance month for anything outdoors. Tidy gardens, trim hedges, paint or stain fencing, oil gate hardware and treat decking. Check paths and steps for trip hazards and repair where needed. Clean bin stores and ensure lids close properly to deter pests. While you’re outside, look for signs of wasp nests or ant trails and deal with them early using licensed contractors as needed.

Small touches go far. Fresh gravel on a worn path, a new outdoor light where tenants store bikes, a latch that no longer slams in the wind. Kerb appeal helps with letting and makes existing tenants feel looked after. If you plan autumn listings, this work will pay off in photography and first impressions.

September – Back-to-school turnover and five-star move-ins

Student markets and many professional lets see changeovers in late August or September. Success is all about choreography. Start with a careful check-out using the original inventory as your benchmark. Photograph each room, note fair wear and tear, and agree next steps with tenants on the spot where possible. Swift, clear communication keeps deposit disputes rare.

Follow with a deep clean, minor decoration and any safety or compliance updates. Before the new tenancy begins, confirm you have sent the legally required documents (for example, EPC, Gas Safety Record, EICR where applicable, and the latest “How to Rent” guide in England for assured shorthold tenancies).

Protect the deposit within the required timeframe and provide prescribed information. On move-in day, a warm, well-organised handover sets the tone. Think labelled keys, appliance manuals, meter locations, emergency contacts and a simple “first week” checklist covering heating, ventilation and reporting maintenance.

October – Winter readiness

As temperatures drop, October is your cue to prepare your rental property for winter. Bleed radiators, check boiler pressure and schedule servicing for any systems not yet done. Look for draughts around doors and windows and add simple seals where needed. In lofts, ensure insulation hasn’t been disturbed and that ventilation isn’t blocked. Warm, moist air with nowhere to go leads to condensation.

Share a practical cold-weather guide with tenants. Consider covering areas like how to set central heating timers, keep trickle vents open, use extractor fans, spot early signs of condensation and report issues quickly, they can do this via August App.

For properties that may be vacant over holidays, flush little-used outlets to reduce legionella risk and decide whether you’ll set frost-protection mode. Stock basic emergency supplies for managed HMOs and shared areas, like ice melt, torches and fresh batteries, and ensure contractor contacts are up to date.

November – Renewals and festive planning

The end of the year approaches, so November is about forward planning. Contact tenants whose fixed terms end between December and February to discuss renewals early. Decide whether you will offer a new fixed term (watch out for changes here in RRB), let the tenancy roll to periodic or, in rare cases, take the opportunity to refurbish or sell. If a rent adjustment is appropriate, explain the rationale and evidence. Tenants appreciate clarity, not surprises.

Then plan your holiday communications. Tell tenants how to reach you or your agent during the festive period, what constitutes an emergency, and what to do if they’re away for a long stretch (for example, leave heating on low, keep trickle vents open, ask a friend to check post). Confirm contractor availability and any premium call-out arrangements. A short, friendly message now prevents a lot of confusion later.

December – Year-end review and next-year strategy

December invites reflection. Review income and expenses, property by property. Which costs surprised you? Where did preventative maintenance pay off? Which tenants are star keepers you’d like to retain for years? Use those insights to set next year’s goals. That could be void reduction, energy upgrades, compliance, or a planned refurbishment schedule.

Understand the rolling capex plan for each property. What you will do, why, and when. Update your rent review strategy based on market conditions and your service standards. Refresh your expiry reminders in the app based on new certificates, licences and warranties. If you’ve been meaning to consolidate all your documents into August App, do it now while the tenancies are quieter. You will thank yourself next March.

Making the calendar work for you

A calendar is only useful if it’s alive. Set recurring reminders for the big-ticket items, gas safety, EICR, EPC, licence renewals, insurance and warranties, then layer in the seasonal work listed above. You can do all this within August App as your property management software.

Keep a single source of truth for documents and photos so you can answer questions quickly, whether that’s from a tenant, lender, insurer or local authority. Again, just upload these to August.

It’s also worth deciding where you want to be hands-on and where you want to outsource. Many landlords enjoy doing light garden work and small fixes. Few enjoy coordinating four trades across a one-week void. Pick reliable contractors now, agree service levels, and review them annually. A good relationship is often worth more than shaving a few pounds off a single call-out.

Finally, remember that “proactive” doesn’t need to mean “perfect”. The aim is steady, sensible progress that keeps homes safe, tenants happy and your asset value growing. If you adopt the cadence in this calendar, you’ll prevent most problems before they start and when something does crop up, you’ll be positioned to deal with it calmly.

Disclaimer: This article is a guide and not intended to be relied upon as legal or professional advice, or as a substitute for it. August does not accept any liability for any errors, omissions or misstatements contained in this article. Always speak to a suitably qualified professional if you require specific advice or information.