Step 1: spot the delay on day one
The first enemy is the delay nobody notices. Check collections on a fixed date every month and list the leases whose rent has not arrived. The earlier the gap is detected, the simpler it is to settle.
Spreadsheet tracking demands a discipline that daily work quickly erodes. In property management software, expected rent and collections are compared lease by lease: see ImmoTopia for the plans.
Step 2: chase simply
The first contact is a courteous reminder: a short message naming the month concerned, the amount due and the payment methods available. Many delays are oversights or temporary difficulties.
- The usual channel : call, WhatsApp or email, whichever the tenant actually reads.
- A neutral tone : state a fact, do not judge.
- A written record : note the date, the channel and the reply received.
Step 3: agree a realistic payment plan
If the tenant cannot pay in one go, a short, achievable and dated plan beats a vague promise. Propose precise dates and an amount per instalment, then ask for written confirmation.
Step 4: document and keep the evidence
If the delay continues despite the agreement, move to a formal letter recalling the sums due and previous exchanges. A clean file (receipts issued, dated reminders, accepted plan) makes any next step easier.
Legal steps depend on the lease and the applicable regulations: in case of a dispute, consult a legal professional before acting.
Frequently asked questions
When should a late tenant be chased?
Within the first days of delay. A prompt, courteous reminder settles most cases before they settle in.
Should a payment plan always be accepted?
Not necessarily: it is the landlord's choice. When accepted, it should be short, dated, itemised and confirmed in writing.
What evidence should be kept?
Receipts issued, the date and channel of each reminder, the tenant's replies and the accepted payment plan. You can generate a receipt with the free rent receipt tool.
Go further
Stop late rent turning into arrears
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