Let’s face it — being a commercial landlord isn’t glamorous. There’s no red carpet, no champagne, and definitely no award for “Best EPC Rating.” But if you want to avoid legal headaches, vacant units, and tenants who ghost you faster than a bad Tinder date, you need a checklist. A good one. One that’s actually readable.
So here it is — the ultimate guide to managing your commercial property like a pro (without falling asleep halfway through).
1. Legal Documents: The Boring Stuff That Saves You Later
Before you even think about letting your property, make sure your paperwork is tighter than a triple-locked fire exit.
- Lease Agreement: Clear, watertight, and tailored to the property type. Include rent terms, repair obligations, break clauses, and permitted use.
- Energy Performance Certificate (EPC): Legally required. Aim for a rating of E or above — or risk fines and tenant walkouts.
- Asbestos Survey: If the building predates 2000, this is non-negotiable.
- Gas & Electrical Safety Certificates: You’re legally responsible for ensuring the property won’t explode or electrocute anyone.
- Insurance: Buildings insurance, public liability, and loss of rent cover — because things go wrong.
2. Repairs & Maintenance: Don’t Be That Landlord
Tenants want a space that works — not one that leaks, creaks, or smells like damp optimism.
- Pre-let Repairs: Fix anything that could cause disputes later. That cracked window? Replace it. The dodgy boiler? Service it.
- Ongoing Maintenance: Set up a schedule for inspections, servicing, and emergency repairs. Document everything.
- FRI Lease? Make sure the tenant knows what they’re responsible for — and that you’re not secretly liable for the roof rats.
3. Compliance: Because Fines Are Not Fun
You’re not just a landlord — you’re a legally accountable adult. Scary, right?
- Health & Safety: Fire exits, extinguishers, signage, and risk assessments. If it’s a public-facing space, double-check accessibility.
- Legionella Risk Assessment: Yes, even for small units. It’s a legal requirement.
- Accessibility: Comply with the Equality Act 2010 — ramps, signage, and facilities matter.
4. Marketing & Tenant Vetting: Attract the Right People
A good tenant is worth their weight in gold. A bad one? Worth their weight in unpaid rent and legal fees.
- Professional Marketing: Use high-quality photos, floorplans, and a clear description. Highlight features like parking, broadband, or proximity to Greggs.
- Tenant Checks: Credit history, business viability, references. Don’t skip this — even if they “seem nice.”
- Heads of Terms: Before the lease, outline the key deal points. It saves time and confusion.
5. Rent Collection & Financials: Keep It Clean
Money makes the property world go round — but only if it’s collected properly.
- Rent Schedule: Monthly, quarterly, or annually — just be consistent.
- Deposit Protection: Not legally required for commercial, but still smart.
- Service Charges: Be transparent. No one likes surprise invoices for “miscellaneous hallway polishing.”
6. Communication & Record-Keeping: Your Secret Weapon
Tenants appreciate clarity. And if things go south, your records will be your best friend.
- Welcome Pack: Include contact info, emergency procedures, and a copy of the lease.
- Regular Check-ins: A quick email every few months can prevent big problems.
- Document Everything: Emails, inspections, repairs, rent payments — keep it all.
Final Thoughts: Be the Landlord You’d Want to Rent From
Managing commercial property isn’t rocket science — but it does require diligence, empathy, and a dash of common sense. Whether you’re working with charities, small businesses, or social enterprises, your role is more than just collecting rent. You’re providing space for people to grow, serve, and succeed.