January. The month of fresh starts, questionable gym memberships, and that nagging feeling you've forgotten something important. For landlords across London, Kent, and beyond, this is the perfect time to get your property portfolio in order before the year truly kicks off.
Whether you manage one rental property or twenty, staying ahead of compliance deadlines, maintenance tasks, and administrative duties is essential. The last thing you want is a preventable problem snowballing into a costly headache come March.
Consider this your definitive January to-do list for 2026. Grab a cuppa, open your calendar, and let's get organised.
Regulatory Compliance: The Non-Negotiables
Before you tackle anything else, ensure your properties meet all current legal requirements. The penalties for non-compliance have never been steeper, and ignorance simply isn't a defence.
Gas Safety Certificates
Every rental property with gas appliances requires a valid Gas Safety Certificate (CP12), renewed annually by a Gas Safe registered engineer. Check your records now: if any certificates expire in the coming months, book your inspections immediately. Engineers get busy as spring approaches, and last-minute bookings often come with premium pricing.
Electrical Installation Condition Reports (EICR)
Since 2021, all rental properties in England require a valid EICR, renewed every five years. If your property was last inspected in 2021, you're due for renewal this year. Don't leave it until December. Schedule your electrical inspection during a void period or coordinate with your tenants well in advance.
Energy Performance Certificates
Your EPC remains valid for ten years, but minimum energy efficiency standards continue to tighten. Properties must currently achieve at least an E rating to be legally let. However, proposed changes could push this requirement to a C rating in the coming years. January is an excellent time to review your property's energy efficiency and plan any necessary upgrades.
Smoke and Carbon Monoxide Alarms
The regulations expanded in 2022 to require carbon monoxide alarms in any room containing a fixed combustion appliance (excluding gas cookers). Smoke alarms must be installed on every storey. Test all alarms during your January inspection and replace batteries as needed. These small devices save lives: and keep you on the right side of the law.
Financial Housekeeping
The Self Assessment tax deadline looms large on 31st January. If you haven't already submitted your return, prioritise this immediately.
Gather Your Documentation
Compile all rental income records, expense receipts, mortgage interest statements, and any allowable deductions. Organised records make tax preparation significantly less painful: and reduce the risk of errors that could trigger an HMRC investigation.
Review Your Rental Income
January offers a natural opportunity to assess whether your rental income aligns with current market rates. Research comparable properties in your area. If your rent falls significantly below market value, consider whether an adjustment is warranted when tenancies come up for renewal.
Examine Your Insurance Policies
Landlord insurance policies often renew in January. Before automatically accepting your renewal quote, shop around. Ensure your buildings and contents coverage remains adequate, and verify that your policy includes appropriate landlord liability protection.
Property Maintenance: Winter-Proofing and Beyond
British winters aren't gentle on properties. January inspections help you identify and address weather-related damage before minor issues become major repairs.
External Inspections
Walk the perimeter of each property. Check for:
- Gutters and downpipes: Clear any debris and ensure water drains freely
- Roof tiles: Look for missing, cracked, or slipped tiles
- Brickwork and pointing: Identify any cracks or deteriorating mortar
- External pipes: Check for signs of freezing or leaks
- Driveway and pathways: Note any trip hazards or frost damage
Internal Checks
If your tenancy agreement permits periodic inspections (and it should), January is an ideal time to schedule one. Look for:
- Signs of damp or condensation
- Mould growth, particularly around windows and in bathrooms
- Heating system functionality
- Window and door seals
- Any unreported maintenance issues
Document everything thoroughly. Quality photographs with timestamps provide invaluable evidence should disputes arise later.
Inventory and Documentation: Your Safety Net
Here's where meticulous record-keeping truly pays dividends. A comprehensive, professionally prepared inventory protects both landlords and tenants by establishing an indisputable record of the property's condition.
Review Existing Inventories
If your current inventory reports are several years old: or worse, scribbled notes from when the property was first let: it's time for an update. Professional inventory services document every aspect of your property with detailed descriptions and high-resolution photographs.
Schedule Check-In and Check-Out Reports
For any tenancies beginning or ending in the coming months, ensure professional check-in and check-out reports are booked well in advance. These reports are essential for fair deposit adjudication and often determine the outcome of any disputes.
At Evestaff Property Inventory Clerks, we've been providing meticulous property documentation across London and Kent since 2012. Our experienced clerks combine precision-focused methodology with modern technology to deliver reports that stand up to scrutiny. If you haven't yet arranged inventory services for your upcoming tenancy changes, get in touch before our spring diary fills up.
Tenant Communication
January often brings a surge in tenant queries: from heating concerns to questions about lease renewals. Proactive communication prevents problems before they escalate.
Check In (Not Formally)
A brief, friendly message to your tenants costs nothing but demonstrates you're an engaged and responsive landlord. Ask if there are any maintenance issues you should be aware of. Many tenants hesitate to report minor problems until they become serious: and expensive.
Discuss Renewals Early
If any tenancies expire in the first half of 2026, begin renewal discussions now. Early conversations give both parties time to consider their options without the pressure of imminent deadlines.
Update Contact Information
Ensure your tenants have current contact details for both you and any managing agents. If you use a property management service, verify their emergency out-of-hours procedures are clearly communicated.
Technology and Systems
Modern property management demands modern solutions. January is an excellent time to evaluate whether your current systems serve you effectively.
Digital Record Keeping
If you're still relying on paper files and scattered email threads, consider transitioning to a dedicated property management platform. Digital systems simplify document retrieval, automate reminder notifications, and provide audit trails for compliance purposes.
For landlords managing their own IT infrastructure: or those struggling with technology: our colleagues at ITandconsultancy.co.uk offer practical support tailored to small business needs.
Review Your Online Presence
If you market properties directly, ensure your listings remain accurate and appealing. Update photographs, refresh descriptions, and verify that all contact information is current.
Planning Ahead: The Proactive Landlord's Advantage
The most successful landlords don't merely react to problems: they anticipate them. Use January to map out the year ahead.
Create a Compliance Calendar
Plot every certificate expiry date, inspection due date, and tenancy renewal across your portfolio. Set reminders at least eight weeks before each deadline. This simple habit prevents last-minute scrambles and potential compliance breaches.
Budget for Major Works
Are any properties due for significant maintenance or improvement works this year? Boiler replacements, roof repairs, and kitchen upgrades require both financial planning and tenant coordination. Identify these projects now and begin obtaining quotes.
Consider Portfolio Strategy
January's quiet period offers valuable thinking time. Are your properties performing as expected? Does your portfolio composition still align with your investment goals? Should you be considering acquisitions, disposals, or refurbishment projects?
Your January Action Summary
To keep things simple, here's your condensed checklist:
- ✅ Verify all Gas Safety Certificates are current
- ✅ Check EICR expiry dates and schedule renewals
- ✅ Test smoke and carbon monoxide alarms
- ✅ Submit Self Assessment tax return by 31st January
- ✅ Review and renew landlord insurance
- ✅ Conduct winter property inspections
- ✅ Update or commission professional inventory reports
- ✅ Contact tenants regarding any outstanding issues
- ✅ Begin tenancy renewal discussions where applicable
- ✅ Create a compliance calendar for 2026
Start 2026 on the Right Foot
A well-maintained, compliant, and professionally documented property portfolio doesn't happen by accident. It requires consistent attention, organised systems, and a commitment to doing things properly.
If accurate property documentation sits on your January to-do list, explore our residential property services or view our pricing. Our team covers locations throughout London and Kent: from Canterbury to Brighton and everywhere in between.
Here's to a productive, profitable, and problem-free 2026.
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