Fully Managed Property Management for Landlords
Your property, fully managed. We take on the ongoing running of your rented property in Romford and the surrounding east London and Essex RM postcodes: the rent, the tenant, the repairs, the certificates, the inspections and the tenancy paperwork - handled from our Romford office by a named person you can reach.
Client Money Protect (CMP013659) · Property Redress Scheme (PRS018306)
Who our property management service is for
East Valley Properties has managed residential rental property since 2019 and currently manages more than 50 residential units. We have particular experience managing multi-occupancy properties and tenancies where rent is funded wholly or partly through Universal Credit or Housing Benefit. Our service can include rent collection, arrears monitoring, tenant communication, property inspections, maintenance coordination, compliance administration and tenancy management.
Discuss your property or housing arrangementIf you are a director of an RTM company, an RMC or a freeholder looking after a communal development, you need block management instead - that is a different service with different obligations.
What's included in full property management
Full management means we handle the tenancy day to day while you retain approval over expenditure. The core management services included in our fee and any separately charged third-party or specialist costs are explained below.
Rent collection and arrears
- Rent collected, reconciled and paid out on a clear schedule
- Client money held under Client Money Protect (CMP013659)
- Early contact the moment a payment is late
- A written arrears escalation path agreed with you in advance
- Monthly landlord statements showing rent in and costs out
Tenant communication
- A named contact tenants can actually reach
- Day-to-day queries handled without routing them to you
- Written record of what was reported and what was agreed
- Tenancy renewals, rent reviews and notices handled properly
- Structured check-outs and deposit administration
Repairs and contractor management
- Online repairs portal so issues are logged, not lost
- Vetted local contractors with insurance checked
- Agreed spend threshold for routine works, quotes above it
- Emergency response for leaks, heating failures and lock-outs
- Follow-up to confirm the work was actually done
Inspections and compliance coordination
- Periodic inspections with a written, photographed report
- Gas safety, EPC and EICR renewal dates tracked for you
- Right to Rent verification and deposit registration
- Smoke and carbon monoxide alarm checks at tenancy start
- Licensing paperwork coordinated where a licence applies
Landlord reporting
- Monthly statements in a consistent, readable format
- Year-end summary to hand straight to your accountant
- Copies of certificates, invoices and tenancy documents
- Portfolio-level view where you own more than one property
- Utility and council tax administration between tenancies
Tenancy continuity
- Renewal conversations started before the fixed term ends
- Realistic rent review advice based on local evidence
- Marketing started early where a tenant is leaving
- Void periods kept as short as the market allows
- Handover from a previous agent managed for you
How rent is collected and paid
We manage rent collection as part of our fully managed service. Tenants normally pay rent to our designated client account. We reconcile payments against the tenancy records, follow up missing or incomplete payments and account to the landlord in accordance with the agreed payment cycle.
- 1
Rent becomes due
The tenant pays the rent in accordance with the tenancy agreement.
- 2
Payment is received
Rent is paid into our designated client account and matched to the relevant tenancy or room.
- 3
Payment is checked
We reconcile the amount received and identify any missing, late or partial payment.
- 4
Landlord statement is prepared
Rent, management charges and any authorised expenditure are recorded clearly.
- 5
Balance is paid to the landlord
The net balance is transferred to the landlord in accordance with the agreed accounting cycle.
Our standard rent arrears process
We monitor rent when it falls due and preserve the early contact and written escalation approach agreed with the landlord. The timeline below is our standard process, adapted where the tenancy documents or circumstances require it.
- Day 1
Initial reminder
If the rent has not been received when due, we contact the tenant by email to notify them of the missed payment and request payment or an explanation.
- Day 3
Further contact
If the account remains unpaid and no satisfactory arrangement has been agreed, we follow up by telephone, text message or another appropriate communication method.
- Day 7
Formal written reminder
We issue a more formal written reminder, provide an updated arrears balance and ask the tenant to contact us promptly. The landlord is kept informed where appropriate.
- Day 8
Guarantor or relevant contact
Where the tenancy has a guarantor, or another authorised organisation is responsible for helping to administer the rent, we may contact them in accordance with the tenancy documents, authority held and applicable data-protection requirements.
- From Day 15
Review next steps with the landlord
If the arrears remain unresolved, we review the circumstances with the landlord. Depending on the tenancy, the tenant's circumstances and the landlord's instructions, the next step may include agreeing a repayment plan, considering whether an application for direct benefit payment is available, referring the matter to a rent-protection provider or solicitor, or considering the appropriate legal notice or possession route.
Legal notices, court proceedings, possession work, specialist debt recovery and external legal advice are not included in the standard management fee unless expressly stated. Any additional work or third-party cost will be explained to the landlord and must be authorised before it is incurred, except where immediate action is legally required or already authorised under the management agreement.
Managing properties with existing tenants
Most landlords who contact us already have a tenant in place and are unhappy with their current arrangement. Taking over mid-tenancy is straightforward, and we do it in a fixed order so nothing is missed.
- 1Collect the tenancy agreement, deposit protection certificate, inventory and safety certificates.
- 2Check the deposit is properly protected and the prescribed information was served.
- 3Write to the tenant with the new contact details, repairs portal and rent payment instructions.
- 4Inspect the property and issue a dated, photographed condition report.
- 5Diarise certificate renewals, the fixed-term end date and the next inspection.
Relevant landlord management experience
Anonymised examples from rented properties we manage for private landlords in the Romford area.
A repair reported and closed properly
A tenant in a Romford flat reported an intermittent boiler fault through the repairs portal. It was triaged the same day, a vetted engineer attended within the agreed threshold without the landlord needing to authorise a call-out, and the job was followed up with the tenant to confirm heating and hot water were working before it was closed.
Arrears caught in the first week
A tenant missed a rent payment after a change of employer. Because the account is reconciled rather than checked at month end, contact was made within days, a short written catch-up plan was agreed, and the landlord received the full arrears without notices being served or the tenancy breaking down.
An inspection that avoided a bigger bill
A routine six-month inspection picked up early condensation damage around a bathroom window that the tenant had not reported. The written report and photographs allowed the landlord to fix ventilation cheaply, rather than dealing with mould, a disrepair complaint and redecoration later.
Property management or lettings?
Property management
Everything that happens once a tenant is living in the property: rent collection, tenant communication, repairs, inspections, compliance renewals, arrears, renewals and check-out.
You are on that page now.
Lettings
Getting the right tenant in: rental valuation, marketing and advertising, enquiries and viewings, referencing, the tenancy agreement, deposit setup and move-in.
Need help finding a tenant? View our lettings service.
Property management or block management?
Property management
Management of an individual landlord's rented property or portfolio, carried out for that landlord. The client is the landlord and the money involved is rent.
Block management
Management of a communal residential development for an RTM company, an RMC or a freeholder. The money involved is service charge, and statutory consultation rules apply.
Finding a tenant is only the beginning
Letting a property and managing one are different jobs. The let takes a few weeks: valuation, marketing, viewings, referencing, the agreement and the move-in. The management runs for as long as the tenancy does.
That means somebody has to answer the tenant when the shower stops working, decide whether the job needs a quote, instruct a contractor who will attend, check the work was done, reconcile the rent every month, make contact the moment a payment is late, renew the gas certificate before it expires, inspect the property and write it up, and handle the paperwork at renewal, rent review and check-out.
East Valley's service is built around taking on that ongoing work, which is why we manage properties rather than simply letting them.
Managing several rental properties?
Owning several rented properties means running several rent payments, several tenancy end dates, several compliance renewal dates, repairs in more than one place at once, inspections to schedule and a separate paper trail for each address. Most portfolio landlords come to us when that calendar stops being manageable around everything else.
We run a portfolio as one operational structure: one renewal and inspection calendar, one point of contact, and reporting across the portfolio rather than unconnected statements. Bespoke portfolio pricing is available and agreed individually.
Discuss Your PortfolioCurrently with another agent?
Moving the management of an occupied property is administrative. Check the notice period in your existing agency agreement, then we coordinate the handover: tenancy information, deposit details, compliance documentation, the rent account position and the property records, plus a written introduction to the tenant with the new contact and payment arrangements.
Renting in Romford? See how we manage locally.
HMO landlords
Houses in multiple occupation carry extra licensing, fire safety and room-by-room obligations, so we run them as a separate service.
See HMO managementProperty management fees
Standard family lets
Full management
9% of rent collected
New Tenancy Fee
£745
Our fully managed service is charged at 9% of the rent collected. A £745 New Tenancy Fee applies when we arrange a new tenancy.
HMO and multi-lets
Full management
12% of rent collected
New Room Tenancy Fee
£500 per room
Our fully managed HMO and multi-let service is charged at 12% of the rent collected. A £500 New Room Tenancy Fee applies each time we arrange a new tenancy for an individual room.
We do not currently charge VAT on these fees.
We provide a fully managed service and do not currently offer a tenant-find-only option.
If we take over an occupied property, the new tenancy or new room tenancy fee is not charged simply for transferring the existing management to East Valley. It applies when we subsequently arrange a replacement tenancy or room tenancy.
Bespoke pricing may be available for larger portfolios or housing-provider arrangements.
Block management is priced entirely separately on an annual per-development basis - see block management pricing. For how management fees work generally and what to compare between agents, read our guide to what full management costs. If you want the compliance side in one place, our landlord compliance checklist for England sets out the certificates, tenant documents and ongoing duties.
What our management and tenancy fees include
Ongoing management includes
- Rent collection and payment reconciliation
- Landlord statements and payment accounting
- Routine rent-arrears monitoring and tenant reminders
- Day-to-day tenant communication
- Maintenance reporting and contractor coordination
- Arranging access for approved works
- Periodic property or communal-area inspections, where included in the management agreement
- Coordination of recurring property-compliance requirements
- Tenancy administration
- Rent-review administration and preparation of appropriate notices where agreed
- Renewal or tenancy-continuation administration
- Deposit administration
- Check-out coordination at the end of the tenancy
- Liaison with authorised housing providers, support providers or benefit authorities where relevant
New Tenancy Fee or New Room Tenancy Fee includes
- Advertising and enquiry handling
- Arranging and conducting or coordinating viewings
- Applicant assessment and referencing
- Right-to-rent checks
- Preparation and administration of the tenancy documents
- Deposit registration or prescribed-information administration, as applicable
- Initial rent and move-in administration
- Check-in coordination
- Handover of keys and relevant property information
Costs not included in the standard fees
- Contractor invoices and repair costs
- Safety certificates and statutory inspections
- Licensing and local-authority charges
- Inventory or specialist check-in/check-out services where externally commissioned
- Specialist reports, surveys or professional advice
- Insurance premiums
- Court fees, solicitor fees and possession proceedings
- Specialist debt-recovery work
- Major works or project-management services outside ordinary tenancy management
- Care, supervision or personal support for occupants
- Any other third-party expense authorised by the landlord
We do not promise acceptance of every applicant. All applications remain subject to referencing, right-to-rent checks, affordability assessment and the landlord's approval.
Third-party costs are charged at the invoiced cost unless a separate fee has been clearly disclosed and agreed. East Valley does not add undisclosed contractor commissions or mark-ups.
Property and rent management for housing providers
We welcome enquiries from housing associations, supported-accommodation providers, charities, local-authority partners and other organisations requiring professional housing, tenancy or property management.
Our role can include rent collection, arrears monitoring, tenancy administration, resident communication, property inspections, maintenance coordination, compliance administration and reporting to the instructing organisation.
Learn more about property management for housing providers
Before accepting an instruction, we will review
- The ownership, lease or management structure
- The proposed tenancy or occupancy arrangement
- The number and type of properties or rooms
- The intended resident group
- The source and payment route for rent
- Whether Universal Credit or Housing Benefit is involved
- Any nomination, referral or service-level agreement
- The division of responsibility between the landlord, East Valley and any support provider
- HMO, selective or additional licensing requirements
- Property condition and existing compliance records
- Safeguarding, access and communication arrangements relevant to property management
- Reporting and accounting requirements
- Insurance and any specialist contractual requirements
Areas we manage rented property in
East Valley is Romford-based. For landlord property management we work across Romford (RM1-RM7) and the surrounding east London and Essex RM postcodes - Hornchurch, Upminster, Harold Hill, Chadwell Heath and Dagenham. We keep that area deliberately tight, because inspections and repairs only work if someone can get to the property quickly. We do not have offices or staff outside Romford.
Why landlords use East Valley
Property management FAQs
Talk to us about your rented property
Tell us where the property is, whether a tenant is already in place and what is not working at the moment. We will come back with a written fee and what we would do first.