Student landlords are being urged not to rely on verbal assurances from tenants planning to renew their tenancy, as.

Unlike the wider private rented sector, the student market follows a predictable annual cycle, with many student groups securing accommodation well in advance of the next academic year. Delaying marketing because existing tenants have expressed an interest in staying can prove an expensive gamble if they later change their minds, leaving properties empty for months.

Don't rely on promises

While many tenants indicate they would like to renew, landlords should remember that an informal conversation is not the same as a signed tenancy agreement.  Waiting for tenants to make a final decision can mean missing the busiest period for attracting new applicants, particularly in university towns where competition for good student properties is strongest during the autumn. For landlords using letting agents, agreeing a clear marketing strategy from the outset can help avoid unnecessary void periods if renewal plans fall through.

Timing is everything

Property professionals recommend discussing renewals with existing tenants as early as September or October. If tenants remain undecided, landlords should agree a deadline with their letting agent before putting the property back on the market. In many university towns, the busiest letting period runs from October to January, with demand often peaking in November. By February and March, many student groups have already secured accommodation, reducing the number of prospective tenants looking for homes. Marketing early gives landlords the best opportunity to secure tenants while demand is at its highest.

Keep decisions in writing

Clear communication between landlords and letting agents is equally important. If a decision is made to delay marketing because tenants are considering renewing, that agreement should be recorded in writing, together with a date by which tenants must commit or the property will be advertised. Keeping written records of conversations, emails and marketing instructions can help avoid misunderstandings if circumstances change.

Don't overlook deposits

Landlords should also make sure there are clear procedures around tenancy deposits at the end of a tenancy.

Where checkout inspections identify damage beyond fair wear and tear, agents should discuss any proposed deductions before deposits are returned. Releasing deposits without consulting the landlord could remove the opportunity to recover legitimate costs for repairs or cleaning.

Detailed inventories, checkout reports, photographs and key handover records should also be retained, providing evidence for any potential disagreements.

The Renter’s Right Act has changed the landscape of the student letting sector. Fixed terms are gone and whilst many landlords fear students overstaying after term ends, there is also the risk of them quitting early, leaving them high and dry!  Whilst there are exemptions for purpose-built student accommodation those who do not qualify for this are under the same rules as every other landlord. This will mean that a promise to stay on could turn into a two-month notice from the student to leave, event before the tenancy starts.

This is now an occupational hazard, but there are things you can do to mitigate the risk.

Sean Hooker, Head of Redress at Property Redress says: “Whilst most students will want to play fair and understand that holding on to a place in the best properties is in their interest, a landlord needs to protect their back. There is now a ground for getting possession back at the end of an academic year, and they may want to use a carrot and stick approach of serving one of these as well as offering the tenant an advanced renewal contract.”

Of course you should fully explain why you are doing this and make sure you do not threaten their rights under the new law.

Evidence matters

Landlords should also be aware that proving financial losses is not always straightforward.

Even where mistakes have been made, claims for lost rental income will generally require evidence that earlier marketing or different decisions would probably have resulted in a successful letting. Keeping accurate records of marketing activity, enquiries and tenancy negotiations can help demonstrate what happened if questions arise later.

For landlords, the message is simple: start renewal discussions early, don't rely on verbal commitments and make sure there is a clear plan for marketing the property if tenants fail to commit.

For letting agents, proactive communication, robust record keeping and timely advice can help landlords avoid missing the narrow window that often determines the success of the student letting season.