One Complete Record for Every Landlord: Never Hunt Through Files Again

It's 10:23am on a Tuesday. A tenant reports a leak at the property on Elm Street. You need to contact the landlord urgently to get approval for the emergency plumber (£180 call-out fee).

Where's the landlord's phone number?

You check your property management software. There's an email address but no phone number. You check your email—maybe there's a signature with a phone number in an old thread? You check the spreadsheet where someone might have added it. You check the paper file in the filing cabinet (maybe it was on the tenancy agreement from three years ago?).

12 minutes later, you find it scribbled on a Post-It note stuck to the inside of the property folder. You call the landlord, get approval, call the plumber.

The leak could have been fixed 12 minutes sooner. And this happens multiple times per week—hunting for landlord contact details, property ownership info, rental agreements, notes about special requirements.

Letting agents waste 2-4 hours per week hunting for landlord information that should be instantly accessible.

This article explains how LetAdmin stores complete landlord records in one place—contact details, property portfolios, ownership percentages, notes, communication history—so you never hunt through files, emails, or spreadsheets again.

The Problem: Landlord Information Is Scattered Everywhere

Ask any letting agent: Where is the complete information about one of your landlords?

The honest answer: It's in five different places.

Place 1: Your Property Management Software

Contains basic info (usually just name and email). Maybe one phone number. Probably missing:

• Mobile vs. landline distinction
• Full address
• Alternative contacts
• Special requirements
• Communication preferences

Place 2: Email History

Scattered across years of email threads:

• That time they mentioned they're moving to Spain
• That time they said "always text me, I don't check email"
• That time they gave you their accountant's contact
• That time they explained the ownership split with their ex-partner

Finding anything requires: Searching through hundreds of emails, hoping you remember keywords, giving up after 10 minutes.

Place 3: Spreadsheets

Someone maintains a landlord spreadsheet (maybe). Contains:

• Some phone numbers
• Some addresses
• Some ownership percentages
• Last updated: 18 months ago (probably)

Problem: No one knows if it's current. Half the information conflicts with other sources.

Place 4: Paper Files

Physical filing cabinet with folders per property:

• Original letting agreements
• Landlord contact forms
• Hand-written notes
• Important documents buried somewhere

Finding anything requires: Walking to the filing cabinet, finding the right folder, flipping through papers, copying information, putting it back.

Place 5: People's Memories

"I think Sarah Smith prefers email..." "Didn't Michael mention he was selling that property?" "James is the one who always pays invoices quickly, right?"

Problem: When that person is on holiday or leaves the company, the knowledge disappears.

Time wasted per landlord interaction: 8-15 minutes hunting for basic information that should be instantly accessible.

For 50 landlords with 3 interactions per month: 20-37 hours/month wasted on information hunting.

How LetAdmin Solves This: One Complete Record Per Landlord

LetAdmin creates one central record for each landlord containing everything you need to know:

Contact Information (All in One Place)

• Full name (with proper formatting for individuals, couples, or companies)
• Email address
• Phone number (landline)
• Mobile number
• Postal address (full UK address format)
• Communication preferences

No more hunting. Click on any landlord, see all contact details instantly.

Property Portfolio (Automatically Maintained)

Every landlord record shows:

• All properties they own
• Ownership percentage for each property
• Current status of each property (Let, Available, Under Offer, etc.)
• Total portfolio value
• Total rental income (weighted by ownership %)

Example: "Sarah Johnson owns 5 properties: 3 wholly owned (100%), 2 jointly owned (50% each). Total rental income: £4,200/month."

No more spreadsheets. LetAdmin calculates portfolio summaries automatically.

Notes and Communication History

• Free-text notes field for important details ("Prefers text messages," "Moving to Spain in 2026," "Always uses accountant for tax queries")
• Communication history showing all emails, calls, texts logged
• Important dates and reminders

No more email searching. All landlord-specific information stored in one place.

Landlord Types Handled Correctly

LetAdmin handles different landlord types with appropriate fields:

Individual landlords:

• Title (Mr, Mrs, Ms, Dr, etc.)
• First name + Last name
• All standard contact details

Joint landlords (couples, siblings, business partners):

• Both names captured properly
• Salutation handles shared surnames correctly ("Mr & Mrs Smith" vs "Mr Smith & Ms Jones")
• Contact details for both parties if needed
• Joint communication or individual communication options

Company landlords:

• Company name
• Company registration number
• Company address
• Contact person within the company

No more workarounds. Each landlord type stores the information that makes sense for that type.

Real-World Example: Emergency Contact in 30 Seconds

Before LetAdmin (typical letting agent workflow):

1. Tenant reports leak at 10:23am
2. Agent searches property management software: only email address listed
3. Agent searches email for "Elm Street landlord phone": 47 results, none with phone number
4. Agent checks landlord spreadsheet: not updated, no phone number
5. Agent checks paper file: finds phone number on old agreement at 10:35am
6. Agent calls landlord at 10:37am, gets approval
7. Agent calls plumber at 10:39am

Time to get approval: 16 minutes Leak addressed at: 11:20am (plumber arrives 40 minutes after call)

With LetAdmin:

1. Tenant reports leak at 10:23am
2. Agent opens property record, clicks landlord name
3. Landlord record shows: "Sarah Johnson, Mobile: 07700 900123, Email: sarah@example.com, Notes: Prefers text for urgent issues"
4. Agent texts at 10:24am: "Leak at Elm Street. Emergency plumber needed (£180 call-out). OK to proceed?"
5. Sarah replies at 10:26am: "Yes, go ahead"
6. Agent calls plumber at 10:27am

Time to get approval: 3 minutes Leak addressed at: 11:07am (plumber arrives 40 minutes after call)

Time saved: 13 minutes per emergency Across 15 emergencies per year: 3.25 hours saved Leak fixed 13 minutes sooner = less damage, happier tenant, happier landlord

Why This Matters for Small Agencies

If you're managing 50-150 properties with 35-100 landlords, information accessibility is everything.

Benefit 1: Instant Access to Any Landlord Information

No more:

• Searching through emails
• Digging through filing cabinets
• Checking multiple spreadsheets
• Asking colleagues "do you remember...?"

Click. Information. Done.

Time saved: 2-4 hours/week or 100-200 hours/year

Benefit 2: Complete Portfolio Visibility

See exactly what each landlord owns:

• "James owns 3 properties: 2 wholly owned, 1 at 30% with Sarah"
• "Sarah owns 7 properties across 5 ownership structures"
• "Smith Properties Ltd owns 12 properties, all wholly owned"

This helps you:

• Prioritize communications (larger portfolio = higher priority)
• Identify opportunities (landlords who might want to buy more)
• Understand landlord sophistication (one property vs. diversified portfolio)
• Calculate total exposure (if landlord wants to sell everything)

Benefit 3: Staff Can Help Any Landlord Immediately

Old system: "I don't know about that landlord, let me find Sarah (who handled them last time)..."

LetAdmin: Every staff member opens landlord record, sees complete information, handles the request immediately.

No more bottlenecks. No more "only Sarah knows about that landlord." Information is accessible to everyone who needs it.

Benefit 4: Consistent Communication

Landlord record shows: "Prefers email, doesn't answer phone calls"

Everyone sees this. No one wastes time calling. Everyone emails. Landlord is happy because you respect their preferences.

Better landlord relationships through consistent, informed communication.

How It Works: Simple Management, Powerful Search

Adding a New Landlord (2 minutes)

1. Click "Add Landlord"
2. Select type: Individual / Joint / Company
3. Fill in the relevant fields (form adapts based on type selected)
4. Click "Save"

Done. Complete record created, ready to link to properties.

Linking Landlords to Properties (30 seconds)

1. Open property record
2. Click "Manage Ownership"
3. Select landlord(s) from dropdown
4. Set ownership percentages (if multiple owners)
5. Click "Save"

Done. Property now linked to landlord(s), portfolio automatically updated.

Finding Any Landlord (5 seconds)

Search by:

• Name (full or partial)
• Email
• Phone number
• Property address
• Company name

Results appear instantly. Click through to see complete record.

What Makes This Different from Other Systems

Most letting agent software treats landlords as an afterthought:

• "Landlord" is just a field on the property record
• One landlord per property (can't handle joint ownership)
• Minimal contact information
• No portfolio view
• No communication history

LetAdmin treats landlords as first-class records:

• Complete dedicated landlord management
• Full contact information with proper type handling
• Automatic portfolio tracking with ownership percentages
• Communication notes and history
• Searchable, filterable, comprehensive

This isn't a feature we added later. This is foundational architecture.

What We're Building Next

The landlord record foundation enables powerful features:

Landlord portal: Give landlords direct access to their portfolio, statements, documents

Automatic statements: Generate rent statements, year-end tax reports, maintenance summaries per landlord

Communication templates: Pre-written emails/texts for common landlord scenarios with auto-population from landlord records

Landlord performance scoring: Track payment speed, response times, property maintenance quality

Relationship management: Track last contact date, set reminders for regular check-ins, identify at-risk relationships

The goal: Know everything about every landlord relationship, instantly accessible, always accurate.

We'd Love to Hear from You

How many landlords do you manage? Be realistic about the total count.

Where is your landlord information currently stored? (Email / Spreadsheets / Software / Paper files / People's heads)

How much time do you waste per week hunting for landlord contact details? Track it for one week—you'll be shocked.

Have you ever lost a landlord relationship because information was scattered or out of date? (Slow responses, wrong contact information, forgotten preferences)

Get in touch: paul@letadmin.com

LetAdmin is built by letting agents for letting agents. Landlord management is being used at Phillip James (370+ properties, 95+ landlord relationships) and refined based on real-world agency needs. If you're tired of hunting through files and spreadsheets, we'd love to show you how it works.