The aim of a monthly review is not to rebuild every calculation. It is to understand what changed, what needs attention and what evidence is missing. Use the same order each month so unusual movements stand out.
The 30-minute review at a glance
- Five minutes: confirm occupancy, rent and ownership records are current.
- Ten minutes: review income, arrears and exceptional expenditure by property.
- Five minutes: scan compliance and tenancy dates coming up in the next 90 days.
- Five minutes: check open maintenance actions and missing documents.
- Five minutes: record decisions, owners and due dates for every follow-up.
1. Start with the portfolio facts
Check whether anything fundamental changed during the month: a new tenancy, void period, rent review, refinancing, purchase, sale or movement between ownership structures. Update these facts first because they affect almost every calculation that follows.
- Are all property addresses, owners and management arrangements correct?
- Do the current tenancy dates, rent and deposit records match the source documents?
- Are property values and loan balances labelled with the date and source of the figure?
Property values and debt balances do not need changing monthly unless there is a reliable new figure. A dated figure is more useful than false precision.
2. Reconcile rent and exceptional costs
Compare rent due with rent received, then investigate the difference rather than looking only at a portfolio total. A normal overall result can conceal arrears at one property and a duplicated receipt at another.
- Identify overdue, partial or unusually timed rent receipts.
- Assign uncategorised transactions to the right property and cost category.
- Separate recurring operating costs from one-off repairs or capital work.
- Add a short note where a large movement will need explaining later.
If accounting records are connected to a portfolio system, review proposed matches before accepting them. The owner should retain control of which property and reporting category a transaction belongs to.
3. Look forward 90 days on compliance
A monthly review should focus on upcoming action, not merely record certificates that have already expired. Scan at least 90 days ahead so there is time to appoint a contractor, arrange access and resolve failed work.
- List items approaching renewal or review.
- Confirm the latest certificate or evidence is stored against the correct property.
- Give each next action an owner and target date.
- Escalate anything overdue or uncertain for professional advice.
Requirements vary by property type, location, tenure and circumstances. Use this review to organise evidence and action; do not treat a generic software checklist as a complete statement of legal obligations.
4. Close the loop on maintenance
Review every open issue and ask what is preventing closure. Record the date reported, priority, person responsible, latest update, expected cost and evidence of completion. Repeated repairs at the same property may justify a broader investigation rather than another isolated fix.
5. Compare performance in context
Use a small, consistent set of measures. Rent, operating costs, net cash movement, gross yield, net yield and equity can be useful, but each depends on the definitions and source data behind it. Compare like with like and keep assumptions visible.
- Which property changed most this month, and why?
- Are costs temporary, seasonal or part of a trend?
- Is a low result caused by a void, planned work, finance costs or underlying performance?
- Which figures are actual, and which are estimates?
6. Prepare the adviser trail
Do not wait until year end to reconstruct decisions. Keep the supporting invoice, certificate, statement or tenancy document with the relevant record. Maintain a short list of questions for your accountant, tax adviser, solicitor, lender or managing agent.
A useful monthly pack normally shows the reporting period, included properties and owners, source dates, assumptions, material changes and unresolved questions. That context makes the figures easier to review and reduces follow-up.
7. End with an action list
Every exception should finish with one named owner and one date. “Check insurance” is vague; “Alex to confirm the renewal schedule with the broker by 10 October” is actionable. Carry unfinished actions into the next review rather than letting them disappear into meeting notes.
LandlordView is designed to bring portfolio records, compliance oversight and professional reporting into one connected view.
Book a demonstration →Important note
This guide provides general organisational information for UK landlords. It is not legal, tax, accounting, financial, safety or property-management advice. Requirements and appropriate measures depend on the property and circumstances. Seek advice from suitably qualified professionals where needed.