Protect the property
Routine oversight, sensible maintenance decisions and an evidence trail that follows the tenancy.
Private Rental Management
A considered approach to letting, protecting and managing your property.
Personal service backed by quiet, meticulous systems — for landlords who want their property managed like it matters.
Tell us about your property
A note from Grace
Your property is personal.
So the way it is managed should feel personal too.
I started The Gilbert Group so landlords get the service I would expect for my own property: someone who knows the tenancy, notices the detail and deals with a small problem before it becomes an expensive one.
The software sits quietly behind the service — dates, documents, maintenance, statements, compliance — while the relationship stays human.
Grace
Grace Gilbert · Director of The Gilbert Group
Our philosophy
Quietly meticulous.
Good management is invisible: the certificate renewed before it expires, the leak reported early, the rent query dealt with before it becomes arrears.
Protect the income
Rent monitoring, clear accounts and early intervention when something does not look right.
Protect the position
Documents, dates and compliance are managed as part of the tenancy. Not as an afterthought.
Protect the relationship
Professional communication with tenants, clear boundaries and a service that encourages problems to be raised early.
Behind the scenes
Technology, without the tech company feeling.
We use software because it makes us harder to catch out, not because we want landlords talking to robots.
A property record that lives in one place
Tenancy documents, compliance dates, maintenance history, statements and communication are kept against the property rather than scattered across inboxes.
AI-assisted compliance checks
Our workflows help surface expiring or missing items so the team can act before a deadline. AI is an extra pair of eyes — responsibility still sits with us.
Maintenance triage before the call-out
Tenants report through the app. Common issues can be troubleshot first, with photos and details gathered before the report reaches us — which can prevent an avoidable contractor visit.
Landlord visibility
Statements, invoices and property information are available without waiting for someone to build a spreadsheet at the end of the month.
The tenant relationship
Respectful does not mean soft.
Tenants should know what is expected, how to report a problem and what happens next. Landlords should know that arrears, breaches and damage are not quietly ignored.
Our takeaway
Make it easy to speak to us early, keep it professional, document it, and act when action is needed.
Maintenance
Before anybody picks up a toolbox.
A contractor call-out should be the result of a decision, not the first step in finding out what is wrong.
- 01
Tenant reports
Description, photographs or video and the relevant details are collected through the reporting system.
- 02
Software troubleshoots
Where appropriate, the tenant is guided through safe, simple checks for common issues.
- 03
We assess
Urgency, responsibility, history and the information supplied are reviewed.
- 04
We arrange
If attendance is needed, the right contractor is instructed and the job remains recorded against the property.
- 05
You can see the story
Quotes, invoices and maintenance history are easier to follow because the information is not living in five different places.
Our software provider states that around 20% of maintenance issues using its AI triage can be resolved before becoming a report.
Annual rent reviews
The right rent. At the right time.
We review, rather than automatically increase.
Around two months before renewal we compare the rent achieved against recent local lettings, allowing for condition, specification and the strength of the tenancy. Sometimes our recommendation is to leave it alone.
A decision based on evidence
Where we believe an increase is appropriate, we prepare a rental comparables report showing you:
- Comparable properties in the local market
- Their advertised or achieved rental values where available
- How your property compares
- The current rent being achieved
- The rental value we believe can reasonably be supported
- Our recommended new rent and the reasoning behind it
Where an increase is recommended, we follow the applicable legislation and required procedure. The comparables and evidence behind our recommendation are retained on file, so that if the proposed rent is ever challenged you are in the strongest possible position. Not an automatic increase — an annual review of your investment.
The money
Clear enough for you. Useful enough for your accountant.
Every landlord wants the same thing from their statements: to understand what came in, what went out and why.
Monthly
Landlord statements can be produced routinely, with rent, management charges, maintenance costs and supporting records.
Annually
Date-range and annual reporting makes year-end information easier to hand to your accountant.
MTD
Where relevant, reporting can support Making Tax Digital workflows and transaction categorisation. Your accountant remains responsible for your tax advice and submissions.
Making Tax Digital for Income Tax is being rolled out based on qualifying income thresholds. We keep our reporting practical, so landlords moving into digital quarterly reporting are not starting from a shoebox of receipts.
What we actually do
Management, from instruction to checkout.
- 01Rental appraisal and launch advice
- 02Marketing, enquiries and viewings
- 03Applicant qualification and referencing
- 04Right to Rent and tenancy setup workflow
- 05Deposit administration
- 06Rent collection and arrears follow-up
- 07Tenant communication
- 08Maintenance triage and contractor coordination
- 09Routine property inspections
- 10Compliance tracking and document management
- 11Renewals and tenancy changes
- 12Checkout and deposit evidence
- 13Monthly and annual landlord reporting
- 14Portfolio and landlord app visibility
Our fees
Simple, published pricing.
Fully Managed
10%of monthly rent
Letting & Tenant Find
75%of the first month's rent · minimum £750
Fully Managed + Accountancy
Around 14%depending on portfolio and the accounting services needed
Plus a one-off £195 property onboarding and compliance review for every new landlord. Routine inspections are generally six-monthly, or four-monthly on higher-rent properties where agreed. Exact scope and fees are confirmed in our terms of business.
See the full fee scheduleThe handover
What happens when you instruct us.
- 01
A conversation
We learn the property, the current position and what matters to you.
- 02
A file review
Tenancy, deposit, rent, certificates, live maintenance and any existing issues are checked.
- 03
A clean setup
The property is built into our system with the correct records, dates and contacts.
- 04
A proper tenant introduction
We meet the tenants and do an inspection. The tenant is shown how to contact us and how to use the reporting route.
- 05
Then we manage it
Rent, maintenance, communication, inspections, records and compliance become our day-to-day responsibility within the agreed service.
Why The Gilbert Group
You should know who is managing your property.
I do not want to be the agent you only hear from when something has gone wrong. I want to know the property and the tenancy well enough that when you ring, the conversation starts halfway through — not with you explaining your own file back to me.
I like systems because they create consistency. I like relationships because property management still involves people, judgement and the occasional situation that absolutely does not fit neatly into a dropdown box.
We will be straightforward with you. If something needs spending, we will explain why. If a tenant is in the wrong, we will deal with it. If the landlord has an obligation, we will say that too.
Polished, organised and personal — without becoming impersonal.
Grace Gilbert · Director of The Gilbert Group
Talk to us
Tell us about your property.
A short note is all it takes. Leave your details and the property postcode, and Grace or a member of the team will call you back at the time that suits you.
There's no obligation and no hard sell — just a proper conversation about the property, the tenancy and whether Private Rental Management is the right fit.
Ready to let your property?
Book a valuation with a local specialist.