Is Your Rent Review Process Just a Calendar Reminder? Why Process Matters as Much as Price
- Amanda Woodward
- 5 days ago
- 8 min read
Your calendar pings. "Annual rent review due."
So you do what you've always done: you increase the rent by a percentage, send a notice, and move on.
It's automatic. It's routine. It's a calendar reminder.
But here's the problem: a poorly handled rent increase can easily be challenged or lead to a dispute.
Process matters just as much as price.
In fact, process might matter more. Because even if your price is justified, if your process is flawed, the entire increase can be invalidated. Your tenant can ignore the notice. You'll have to start over. You'll lose a year of potential rent increase.
This guide will show you why process matters—and how to create a pre-increase checklist that ensures every rent review is done correctly.
The Problem: Treating Rent Reviews as Calendar Reminders
What a Calendar Reminder Approach Looks Like
Many landlords treat rent reviews as calendar events:
Calendar reminder pings - "Rent review due"
Quick calculation - Increase by inflation or a percentage
Send notice - Serve Section 13 notice
Done - Move on to next task
It's quick. It's simple. It requires minimal thought.
But it's also risky.
Why This Approach Fails
Failure 1: Procedural Errors
When you rush through rent reviews, you make procedural errors:
• Wrong date on the notice
• Unclear rent amount
• Missing prescribed information
• Insufficient notice period
• Incorrect service method
Any of these errors makes the notice invalid.
Failure 2: No Market Evidence
You increase rent without researching market conditions. You don't know if your increase is justified. If challenged, you can't defend it.
Failure 3: Tenant Disputes
An unhappy tenant challenges your increase. Now you're in a tribunal dispute. You're stressed, spending money on legal fees, and uncertain of the outcome.
Failure 4: Compliance Issues
You violate regulations without realizing it. The council finds out. You face regulatory action.
Failure 5: Tenant Turnover
Your poorly handled increase pushes a good tenant to leave. Now you're dealing with void periods and acquisition costs.
The Cost of Poor Process
Direct Costs:
• Tribunal fees: £100-£300
• Legal fees: £1,000-£3,000
• Tribunal decision against you: £2,000-£5,000
• Compliance fines: £1,000-£10,000
Indirect Costs:
• Tenant turnover: £500-£2,000
• Void periods: £300-£500/month
• Stress and time: Immeasurable
Total potential cost: £5,400-£20,800
Plus the loss of a good tenant and the uncertainty of finding a replacement.
Why Process Matters More Than You Think
The Legal Reality
Under the Renters' Rights Act 2025, a rent increase is only valid if:
The notice is in writing - Email or physical copy
The notice uses the correct form - Section 13 notice
The notice contains prescribed information - Specific legal wording
The notice specifies the new rent amount - Clear and unambiguous
The notice specifies the effective date - When the increase takes effect
Two months' notice is given - Minimum notice period
The notice is served correctly - To the tenant's address
Only one increase per calendar year - Can't increase more frequently
If ANY of these requirements are not met, the notice is invalid.
What This Means
A perfectly justified rent increase can be invalidated by a procedural error.
You could have done all the market research. You could have made a strategic decision. You could have solid justification for your increase.
But if your Section 13 notice has an error, it's all for nothing.
The tenant can ignore the notice. You'll have to start over. You'll lose a year of potential rent increase.
The Lesson
Process isn't just bureaucratic formality. Process is what makes your rent increase legal and enforceable.
Without proper process, your rent increase is worthless.
The Pre-Increase Checklist: Your Process Framework
Why You Need a Checklist
A pre-increase checklist ensures you don't miss any steps. It keeps you organized. It ensures compliance. It protects your investment.
Here's a comprehensive pre-increase checklist you can use:
PRE-INCREASE CHECKLIST
PHASE 1: PREPARATION (4-6 Weeks Before)
Market Research
• Research comparable properties in your area
• Check SpareRoom, Rightmove, Zoopla listings
• Document comparable properties (screenshots, URLs)
• Note rental prices for similar properties
• Consider property condition, location, amenities
• Save all research documentation
Tenant Assessment
• Review tenant payment history (on time? any arrears?)
• Review maintenance of property (good condition?)
• Review tenant behavior (respectful? any complaints?)
• Assess likelihood of tenant leaving if increase is large
• Calculate cost of replacing tenant (void + acquisition)
• Document your assessment
Compliance Check
• Verify last rent increase date (must be 12+ months ago)
• Check lease terms for rent increase provisions
• Verify no other increases planned this year
• Confirm you're within legal requirements
• Document compliance check
Financial Analysis
• Calculate current rent
• Calculate fair market rent based on research
• Calculate potential increase percentage
• Consider inflation rate
• Decide on increase amount
• Document your financial analysis
PHASE 2: DECISION (2-3 Weeks Before)
Strategic Decision
• Decide on increase percentage
• Ensure increase is justified by market research
• Balance rent optimization with tenant retention
• Consider long-term relationship
• Document your decision and reasoning
• Get approval (if required by your organization)
Communication Plan
• Plan how to communicate with tenant
• Prepare explanation for increase
• Plan timing of communication
• Prepare for potential objections
• Plan follow-up if tenant challenges
Notice Preparation
• Gather all required information
• Calculate new rent amount
• Determine effective date (must be 2+ months away)
• Prepare Section 13 notice using correct form
• Double-check all information
• Have someone else review for errors
PHASE 3: EXECUTION (2 Weeks Before)
Section 13 Notice Review
• Verify landlord name and address correct
• Verify tenant name and address correct
• Verify property address correct
• Verify current rent amount correct
• Verify new rent amount correct
• Verify effective date correct (2+ months away)
• Verify prescribed information included
• Verify notice is in writing
• Verify notice is signed
• Have someone else review for errors
Service Method Decision
• Decide service method (email, hand delivery, post)
• Prepare for proof of service
• Plan timing of service
• Ensure service method is compliant
• Document service method chosen
Tenant Communication
• Send communication explaining increase
• Provide context and justification
• Show you've considered their situation
• Be open to discussion
• Keep copy of communication
PHASE 4: SERVICE (1 Week Before)
Notice Service
• Serve Section 13 notice on tenant
• Use agreed service method
• Keep proof of service (email receipt, delivery confirmation, etc.)
• Document date and time of service
• Keep copy of notice served
Record Keeping
• File copy of notice
• File proof of service
• File market research documentation
• File tenant assessment notes
• File communication with tenant
• Organize all documents
Follow-Up
• Confirm tenant received notice
• Be available for questions
• Document any tenant communications
• Monitor for challenges or disputes
PHASE 5: MONITORING (After Service)
Tenant Response
• Monitor for tenant response
• Document any objections
• Be prepared to discuss
• Keep records of all communications
Effective Date Approach
• Confirm new rent amount with tenant
• Arrange payment method for new amount
• Update rent records
• Confirm first payment at new rate
Post-Increase
• Confirm rent received at new amount
• Update records
• File all documentation
• Prepare for next review (12 months later)
Common Process Mistakes
Mistake 1: Incorrect Notice Form
The Problem: You use the wrong form or create your own notice.
The Risk: Notice is invalid. Tenant ignores it. You have to start over.
The Solution: Use the official Section 13 notice form. Don't create your own.
Mistake 2: Missing Prescribed Information
The Problem: Your notice is missing required legal wording.
The Risk: Notice is invalid.
The Solution: Use the official form. Include all prescribed information.
Mistake 3: Insufficient Notice Period
The Problem: You give less than two months' notice.
The Risk: Notice is invalid.
The Solution: Calculate carefully. Two months means 60 days minimum. Plan accordingly.
Mistake 4: Unclear Rent Amount
The Problem: Your notice doesn't clearly specify the new rent amount.
The Risk: Tenant disputes the amount. Notice is invalid.
The Solution: Be crystal clear. Specify exact amount. Use numbers and words.
Mistake 5: Wrong Effective Date
The Problem: Your notice specifies the wrong date for the increase to take effect.
The Risk: Confusion. Potential dispute. Notice might be invalid.
The Solution: Calculate carefully. Ensure date is 2+ months away. Double-check.
Mistake 6: Poor Service Method
The Problem: You don't serve the notice correctly.
The Risk: Tenant claims they didn't receive it. Notice is invalid.
The Solution: Use reliable service method. Keep proof of service.
Mistake 7: No Documentation
The Problem: You serve notice but don't keep records.
The Risk: If challenged, you can't prove you served it.
The Solution: Keep everything. Proof of service, copy of notice, market research, communications.
Mistake 8: Rushing the Process
The Problem: You rush through rent review without proper planning.
The Risk: Errors. Disputes. Invalid notice.
The Solution: Use the checklist. Plan ahead. Don't rush.
What Does Your Pre-Increase Checklist Look Like?
Common Approaches
Approach 1: No Checklist
• Just do it when you remember
• Pros: Quick
• Cons: Errors, disputes, invalid notices
Approach 2: Simple Checklist
• Basic steps to follow
• Pros: Better than nothing
• Cons: Might miss important items
Approach 3: Comprehensive Checklist
• Detailed steps covering all aspects
• Pros: Ensures compliance, catches errors
• Cons: Takes more time
Approach 4: Automated System
• Software or system that guides the process
• Pros: Consistent, reliable, catches errors
• Cons: Requires setup and learning
Recommended: Comprehensive checklist (Approach 3)
It takes more time upfront, but it prevents costly errors and disputes.
Step-by-Step Rent Review Process
Week 1-2: Preparation
Day 1-3: Market Research
• Research comparable properties
• Document findings
• Calculate fair market rent
Day 4-7: Tenant Assessment
• Review tenant history
• Assess quality
• Calculate replacement cost
Day 8-14: Compliance Check
• Verify last increase date
• Check lease terms
• Confirm legal requirements
Week 3-4: Decision
Day 15-21: Strategic Decision
• Decide on increase percentage
• Ensure justification
• Document reasoning
Day 22-28: Communication Plan
• Plan tenant communication
• Prepare explanation
• Prepare Section 13 notice
Week 5-6: Execution
Day 29-35: Notice Preparation
• Prepare Section 13 notice
• Double-check all information
• Have someone review
Day 36-42: Service Preparation
• Decide service method
• Prepare proof of service
• Plan timing
Week 7: Service
Day 43-49: Notice Service
• Serve Section 13 notice
• Keep proof of service
• Communicate with tenant
Week 8+: Monitoring
Day 50+: Follow-Up
• Monitor for response
• Confirm receipt
• Document communications
• Confirm new rent payment
Frequently Asked Questions
Q1: How far in advance should I plan a rent review?
A: Plan at least 6-8 weeks in advance. This gives you time for market research, decision-making, and proper notice.
Q2: What if I discover an error in my Section 13 notice after serving it?
A: Serve a new, corrected notice. The original is invalid. You'll have to wait another year.
Q3: Can I serve notice verbally?
A: No. Notice must be in writing. Email or physical copy.
Q4: What's the best service method?
A: Email (with read receipt) or hand delivery (with signature). Keep proof of service.
Q5: What if the tenant doesn't respond to my increase notice?
A: If they don't challenge it, the increase takes effect on the specified date. Confirm payment at new rate.
Q6: What if the tenant challenges my increase?
A: They can take you to tribunal. Be prepared to defend your increase with market research and documentation.
Q7: Can I increase rent if the tenant is in arrears?
A: Technically yes, but it's not advisable. Address the arrears first. Increasing rent on a breaching tenant escalates conflict.
Q8: What if I made a mistake in my market research?
A: If challenged, the tribunal will assess market rent independently. Your research is evidence, not proof.
Q9: How do I prove I served the notice?
A: Keep proof of service: email receipt, delivery confirmation, signed acknowledgment, or witness statement.
Q10: What should I do if the tenant refuses to pay the increased rent?
A: Document the non-payment. Send reminder. If continued non-payment, consider eviction proceedings. But this is costly. Better to communicate and negotiate.
Your Action Plan
6-8 Weeks Before Your Next Rent Review:
Week 1-2:
• Research comparable properties
• Document market conditions
• Assess your tenant
• Calculate replacement cost
Week 3-4:
• Make strategic decision
• Plan communication
• Prepare Section 13 notice
• Have someone review
Week 5-6:
• Finalize notice
• Decide service method
• Prepare proof of service
• Communicate with tenant
Week 7:
• Serve Section 13 notice
• Keep proof of service
• Document everything
Week 8+:
• Monitor for response
• Confirm receipt
• Confirm new rent payment
• File all documentation
Get Expert Help
If you're unsure about your rent review process or need help with Section 13 notices, our team can help.
We specialize in:
• ✅ Rent review process guidance
• ✅ Market research and analysis
• ✅ Section 13 notice preparation
• ✅ Compliance and legal requirements
• ✅ Tenant communication strategy
Questions? Speak with our team on WhatsApp: +44 330 341 3063
We can help you:
• Develop a pre-increase checklist
• Conduct market research
• Prepare compliant Section 13 notices
• Navigate tenant disputes
• Protect your investment
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