Chasing Tenants and Managing Viewings: Smarter Ways to Reduce Time and Friction

For landlords and estate agencies, a significant amount of time is lost chasing tenants for access, responses and confirmations — particularly around maintenance visits and property viewings. When this process isn’t managed well, it creates delays, frustration and missed opportunities.

With a few structured practices, much of this friction can be reduced.

Why Chasing Tenants Becomes a Problem

Chasing tenants usually stems from:

• unclear communication

• short notice for access requests

• inconsistent follow-ups

• multiple parties contacting the tenant separately

  
  

When tenants receive mixed messages or last-minute requests, they are far less likely to engage promptly.

This impacts:

• maintenance timelines

• void period works

• viewings and re-letting

• contractor availability

Setting Clear Expectations Early

One of the most effective ways to reduce chasing is to set expectations early in the tenancy.

Tenants respond better when they understand:

• how maintenance access is arranged

• how much notice will be given

• who their main point of contact is

• how to confirm availability

Clear processes reduce resistance and improve response times.

Coordinating Maintenance Access More Efficiently

Maintenance access becomes much easier when it is coordinated properly rather than arranged ad hoc.

Good practice includes:

• grouping works where possible

• offering multiple access windows

• confirming appointments in writing

• following up with reminders

This approach respects the tenant’s time while protecting the landlord’s asset.

Improving Viewing Management

Viewings often become stressful when they are rushed or poorly coordinated. Late cancellations, access issues and unclear schedules can result in lost opportunities.

A more structured approach includes:

• confirming availability in advance

• limiting viewing windows to specific days or times

• batching viewings where possible

• ensuring the property is viewing-ready

This reduces disruption for tenants and improves the overall viewing experience.

The Role of Coordination

The common thread in both maintenance access and viewings is coordination. When one person oversees communication, scheduling and follow-up, the process becomes clearer for everyone involved.

This avoids:

• duplicate messages

• missed confirmations

• contractors attending without access

• wasted viewing slots

  
  

Centralised coordination saves time for landlords, agents and tenants alike.

Long-Term Benefits

Reducing chasing and improving viewing management leads to:

• faster maintenance resolution

• smoother void periods

• shorter re-letting times

• better tenant relationships

• less pressure on agency teams

  
  

Over time, this structured approach becomes part of a more efficient property operation.

Final Thoughts

Chasing tenants should not be a daily task. With clearer processes, better planning and consistent coordination, landlords and agencies can significantly reduce time spent following up and focus on running their portfolios more effectively.