how-to
How to Find Long-Term Tenants for Your Rental Property
Last Updated: 29 October 2026
Quick Summary
To find long-term tenants, define your ideal tenant, write a clear listing with the rent and minimum tenancy length, reply to enquiries quickly, and use one consistent application and referencing process for everyone. Long-term tenants reduce void periods, re-letting costs and turnover, giving you steadier rental income.
- Decide who you want to attract before you advertise.
- Include the rent, bills and minimum tenancy length in every listing.
- Reply quickly to enquiries and arrange viewings promptly.
- Give every applicant the same form and the same referencing checks.
- Put repair response timescales in writing and keep a repair log.
Table of Contents
- Why Long-Term Tenants Are Worth Targeting
- Defining the Ideal Tenant for Your Property
- How to Advertise and Write a Listing That Attracts Long Stays
- Responding to Enquiries and Arranging Viewings
- Questions to Ask Prospective Tenants at Viewings
- Tenant Application Form Template and Referencing Checks
- How to Retain Good Tenants After Move-In
- Frequently Asked Questions
Finding long-term tenants is the difference between a rental that pays steadily and one that drains your time and money. Every void period costs you rent, and every tenant who leaves early means another round of marketing, viewings and referencing. This guide walks you through the process, step by step.
Why Long-Term Tenants Are Worth Targeting
A long-term tenant is someone who plans to stay for a year or more. For most landlords, that means fewer gaps between tenancies, lower turnover costs and a property that is looked after.
Each change of tenant brings real costs.
Long-term tenants reduce all of this. They usually pay on time, they know the property, and they are more likely to report small problems before they turn into big ones.
- Fewer void periods between tenancies
- Lower cost of re-letting and redecorating
- Steadier rental income you can plan around
- Better care of the property over time
Defining the Ideal Tenant for Your Property
Before you advertise, decide who you want to attract. A one-bedroom flat near the seafront suits different tenants than a family home on the edge of town.
Think about the basics first:
- Who is likely to live there? Young professionals, couples, families or older tenants all have different needs.
- What can they afford? Work out whether the rent sits within a sensible share of their income.
- How long do they want to stay? Tenants who need a home for several years make the best long-term fit.
Write these answers down. They will shape your listing, your viewing questions and your decision at the end.
How to Advertise and Write a Listing That Attracts Long Stays
A good listing attracts the right people and puts off the wrong ones. Be clear about the property, the area and the terms.
Include these details in your listing:
- The number of bedrooms, bathrooms and any outside space
- The monthly rent and what bills are included
- The minimum tenancy length you offer, such as 12 months
- Nearby transport, schools and shops
Advertise on the main property portals and on local channels. Many long-term tenants search close to where they already live or work, so local listings matter.
Watch out: Vague listings draw a flood of enquiries from people who are not a good fit.
Responding to Enquiries and Arranging Viewings
Reply to enquiries quickly. Prospective tenants often contact several landlords, and the first good reply tends to get the viewing.
Keep your reply short and useful.
At the viewing, take your time. Show the property properly, point out the good features, and be honest about any issues. Tenants who feel they have been treated fairly are more likely to stay.
Questions to Ask Prospective Tenants at Viewings
A viewing is also your chance to learn about the applicant. Ask open questions and listen to the answers.
Useful questions include:
- When do you need to move, and how long do you plan to stay?
- Who will be living in the property?
- Do you have pets, or do you expect to need pet permission?
- What do you do for work, and is your income steady?
Pay attention to how they answer. Clear, consistent answers that match their application are a good sign.
Tenant Application Form Template and Referencing Checks
Give every applicant the same form. A consistent process helps you treat each tenant fairly and makes your decisions easier to justify.
Your application form should ask for:
- Full name and contact details
- Current address and how long they have lived there
- Employment details and monthly income
- Details of any pets, smokers or additional occupants
Referencing checks help you confirm what applicants have told you. Common checks include identity verification, employment and income, a rental history reference from a previous landlord, and a credit check.
Be consistent. Applicants may also want to read practical tips for passing a rental reference check so they know what to expect.
Compliance checks before you sign a tenancy
Referencing is only part of the picture. Before you grant a tenancy, you must also complete the legal checks that apply in England. Regulations change, so re-check each item against current government guidance before you rely on it.
- Right to rent. Check original documents for every adult who will live in the property, or use the Home Office online checking service where the tenant has a share code. Keep dated copies. Repeat the check at the point of renewal if the tenant's permission is time-limited.
- Gas Safety Certificate. Arrange an annual gas safety check by a Gas Safe registered engineer and give the tenant a copy before they move in and within the timescale set out in current guidance (Gas safety - landlords and letting agents).
- Smoke and carbon monoxide alarms. Fit smoke alarms on every storey and carbon monoxide alarms in rooms with a fixed combustion appliance (Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022). Test them on the day the tenancy starts.
- How to Rent guide. Give the tenant the current version of the government's How to Rent guide at the start of the tenancy ((Withdrawn) How to rent: the checklist for renting in England).
A simple scoring framework for fair selection
To avoid discrimination claims and to make your decision defensible, score every applicant against the same criteria. A simple approach is to rate each applicant from 1 to 5 on:
- Affordability: does the rent sit within a sensible share of their income?
- Rental history: have they paid rent on time and looked after previous homes?
- Stability: how long have they been in their job and current address?
- References: do the employer and previous landlord confirm what the applicant has said?
- Fit with the property: does their household size and lifestyle suit the home?
Add the scores up and keep a short written note of why the successful applicant was chosen. This protects you if a rejected applicant asks for feedback and helps you show that your process was consistent.
The article sets out the main checks to carry out before granting a tenancy, which are summarised below.
| Check | What it confirms | Key requirement |
|---|---|---|
| Right to rent | Each adult's right to live in the property | Check original documents or use the Home Office service; keep dated copies |
| Deposit protection | Safe handling of the tenant's deposit | Use a government-approved scheme; serve prescribed information |
| Gas Safety Certificate | Gas appliances are safe | Annual check by a Gas Safe engineer; copy to tenant |
| Electrical Safety Standards | Electrical installation is safe | Inspection and test by a qualified person; report before move-in |
| Energy Performance Certificate | Property's energy rating | Provide a valid EPC before marketing |
| Smoke and CO alarms | Early warning of fire and carbon monoxide | Test alarms on the day the tenancy starts |
| How to Rent guide | Tenant receives current government guidance | Provide the current version at the start of the tenancy |
How to Retain Good Tenants After Move-In
Finding a good tenant is only half the job. Keeping them is where long-term income really comes from. The gap between a tenant who stays three years and one who leaves after twelve months is often not the property itself but how the tenancy is managed day to day.
Start well in the first month
Give the tenant a clear welcome pack on day one. It should include:
- How to report repairs, with a phone number and an email address
- When rent is due and how to pay it
- Which utility providers serve the property and how to set up accounts
- Bin collection days and any local rules
- A named contact for questions or emergencies
Make the first few weeks easy. Respond to any early issues within a clear timeframe. Tenants who feel looked after in the first month are far more likely to renew.
Set repair response timescales
Put your repair response timescales in writing and stick to them. A common pattern is:
- Emergency: respond as quickly as possible (for example, a leak, loss of heating or hot water, or a security issue)
- Urgent: respond promptly (for example, a faulty appliance or a minor leak)
- Routine: respond within a set timeframe agreed with the tenant (for example, a dripping tap or a cosmetic repair)
Keep a simple log of every repair request, the date it was reported and the date it was completed. This record helps you spot recurring problems and shows the tenant that you take their concerns seriously.
Carry out routine inspections without disrupting the tenant
Routine inspections are a chance to catch small problems before they become expensive and to show the tenant that you care about the property. Give written notice and arrange a time that suits the tenant. Keep the visit short and friendly, and follow up on any issues you spot.
Handle rent reviews fairly
If you plan to review the rent, give the tenant plenty of notice and explain the reason. A rent review that arrives out of the blue feels like a penalty; one that is discussed in advance feels like a normal part of a long tenancy. Check the current rules on rent increases before you serve any notice.
Have the renewal conversation early
Start talking about renewal well before the tenancy ends. Ask the tenant directly whether they want to stay and what would make the tenancy work better for them. A renewal conversation is often cheaper and quicker than finding someone new, and it gives you a chance to fix small issues before they turn into reasons to leave.
- Respond to repairs within a clear timeframe
- Keep the property safe and in good condition
- Talk to tenants before the tenancy ends
- Offer a renewal before they start looking elsewhere
If you would rather have a professional team handle tenant sourcing, referencing and ongoing management, PPS Property Management can help. Get in touch for a free consultation and we will talk through your property and your goals.
Frequently Asked Questions
Where should landlords advertise a residential property for rent?
Advertise on the major UK property portals, on your own social media channels, and through local letting agents if you use one. Listings with clear photographs, an accurate description and a stated lease length tend to attract more serious enquiries. Check each platform's listing terms and fees before you post, and update or remove the listing promptly once the property is let.
What should a landlord check before choosing a tenant?
Before agreeing a tenancy, check identity and the right to rent, confirm income and affordability relative to the rent, and take up references covering previous landlords and employment. Ask for a credit check where appropriate and make sure every decision is applied consistently to all applicants. Keep written records of the checks you carry out so you can show your decision was fair and reasoned.
How can landlords attract tenants who want to stay long term?
Present the property as a settled home rather than a short-term let. Highlight features that matter to long-stay tenants, such as storage, good transport links, quiet surroundings and well-maintained fixtures. Offer a fixed-term tenancy of a sensible length, such as twelve months, and be clear about your approach to maintenance and communication, since reliability is a strong reason people stay.
How can landlords encourage good tenants to renew?
Respond promptly to repairs, keep the property in good condition and communicate clearly about any rent changes well in advance. Consider starting renewal conversations a couple of months before the tenancy ends so tenants have time to decide. A fair rent, a responsive approach and a property they are happy to live in are the strongest reasons good tenants choose to stay.
