If your tenant has given notice, you will need to plan the re-letting process carefully. The key steps are to confirm the move-out date, check the property condition, arrange any repairs, list the property online, reference applicants and set up the next tenancy properly. The earlier you start, the better chance you have of avoiding a long void period.

What should I do when my tenant gives notice?

When a tenant gives notice, the first thing to do is confirm the proposed move-out date and check the terms of your tenancy agreement. You should also start thinking about when the property can be advertised, whether viewings can take place before the tenant leaves, and whether any repairs, cleaning or maintenance will be needed before the next tenancy starts.

1. Confirm the tenant's move-out date

Make sure you have the tenant's notice in writing and that you understand the date they intend to leave. This helps you plan when to inspect the property, when to advertise it, when to arrange viewings and when the next tenancy could realistically begin. If there is any uncertainty, clarify it with the tenant as early as possible.

2. Check the tenancy agreement

Your tenancy agreement should explain the notice requirements, how the tenancy ends and what needs to happen before the tenant moves out. It may also contain terms about access for viewings, inspections and the tenant's responsibilities before leaving. Checking the agreement early helps you avoid confusion later in the process.

3. Arrange a property inspection

Once notice has been given, it is sensible to inspect the property. This helps you identify any repairs, cleaning, or decoration that may be needed before the next tenant moves in. It can also help you decide whether the property is ready to advertise immediately or whether you should wait until works are completed.

4. Plan repairs, cleaning and maintenance

Small delays between tenancies can quickly become expensive. If the property needs work, try to arrange contractors, cleaning and safety checks as early as possible. This could include repainting, replacing damaged items, checking appliances, arranging a professional clean, dealing with garden maintenance or updating photos once the property looks its best.

5. Decide the new rent

Before advertising, review the rent you want to charge for the next tenancy. Look at similar properties in the local area and consider the property's condition, location, size, furnishing, demand and availability. Setting the rent too high can reduce enquiries and increase the risk of a void period, while setting it at the right level can help attract suitable tenants more quickly.

6. Prepare your rental advert

A strong property advert can make a big difference when re-letting. Tenants want clear photos, accurate details and useful information about the property, transport, local area and move-in date. Before listing your property, prepare the key information you will need.

• Property address
• Monthly rent
• Availability date
• Number of bedrooms and bathrooms
• Furnishing status
• Photos
• Floorplan (optional)
• Key features
• Local transport and area information

7. Advertise the property before it becomes vacant

It is best to advertise your rental property before the current tenant moves out. This gives you more time to generate enquiries, arrange viewings and choose a suitable tenant before the property is empty. If you wait until the tenant has already left, you may lose valuable time and increase the risk of a void period.

8. Arrange viewings with prospective tenants

If your current tenant is still living in the property, viewings should be arranged respectfully and with proper communication. Try to agree convenient times and give reasonable notice. Once the property is vacant, you may have more flexibility, but the goal is the same: make it easy for suitable applicants to view the property and ask questions.

9. Choose a suitable tenant

After viewings, you may receive interest from one or more applicants. Take time to consider whether the tenant is suitable for the property and whether they can proceed on your required timescale. You should not rely only on first impressions. Referencing and checks are an important part of the process before agreeing to move forward.

10. Reference the tenant and prepare the tenancy

Once you have chosen an applicant, the next step is to carry out tenant referencing and prepare the tenancy correctly. This may include tenant and guarantor referencing, Right to Rent checks, preparing the tenancy agreement, arranging digital signature, collecting rent and deposit, and dealing with deposit registration.

11. Check your compliance before move-in

Before the next tenant moves in, make sure the property is ready and that the key compliance steps have been handled. The exact requirements can depend on the property and tenancy, but landlords commonly need to consider safety checks, prescribed documents, deposit rules and move-in paperwork.

• Gas safety certificate, where required
• Electrical safety requirements
• EPC
• Smoke alarms and carbon monoxide alarms, where required
• Right to Rent checks
• Tenancy agreement
• Deposit registration
• Inventory and check-in report
• Move-in monies, including first month's rent and deposit

12. Complete the move-in process

Once the tenancy is agreed, make sure the agreement is signed, the correct payments are received, the deposit is dealt with properly and the tenant has the information they need before moving in. A clear move-in process helps reduce disputes and gives the tenancy a better start.