Supporting a Busy Estate Agency with Lettings Progression and Admin

Supporting a Busy Estate Agency

with Lettings Progression and Admin

“We used to scramble to get deals over the line. Now it just flows. Our Seamless property manager knows our systems, our tone, and our pace, and delivers every time.”

The client

This independent estate agency operates across a mid-sized town in the South West of England, managing around 50–60 rental listings per month. With a tight-knit team of negotiators and valuers focused on listings and viewings, they were struggling to keep up with tenancy progression and the growing admin load tied to compliance and renewals.

The challenge

The agency’s in-branch team was spending too much time on post-offer admin; referencing, compliance documents, chasing signatures, and coordinating move-ins. Deals were stalling, clients were getting frustrated, and team members were stretched thin, often working late just to stay on top of paperwork.

How Seamless helped

We placed a dedicated remote property manager into their lettings team, working in sync with negotiators and using their CRM and e-signing tools to handle all post-offer admin through to move-in.

Tenant & occupancy management

Lettings progression: Manages the entire post-offer process: referencing, compliance checks, digital contracts, and key handover coordination.

Renewals management: Tracks tenancy end dates and initiates renewal notices and contract updates well in advance.

Compliance oversight: Ensures EICRs, gas safety certs, deposit registration, and right-to-rent checks are all up to date.

Landlord & tenant comms: Provides timely updates and professional communication, keeping all parties informed without burdening negotiators.

Document management: Ensures all tenancy files are clean, complete, and digitally stored for future reference.

Impact

25% Faster deal turnaround: From offer accepted to move-in
More time for negotiators: Local team now focuses on viewings, valuations, and landlord relationships
No more bottlenecks: Every step of the lettings process runs on time, without chasing
Higher landlord satisfaction: Smoother onboarding and better communication