From the AI playbook for landlords and letting agents

New to AI? You don't need to learn anything first. Follow the steps below: open the tool, paste the prompt, fill in the [brackets], then check the result before you use or send it. See also how to use AI at work, for beginners.

Job 1 of 20ChatGPTGoogle Sheets

Log repair requests and reply to tenants promptly

Quick, clear replies to repair requests keep tenants happy and give you a record of what was reported and when.

Time: 5 minutes per requestTool cost: you can start with a free AI tool

A free AI chat tool, then a repairs log in Google Sheets or your property software

Steps

When a tenant reports a problem, note the date, what, where and any photos.
Run the prompt below to draft a reply and a log entry.
Book the contractor and update the log when it's fixed.

The exact prompt

Copy, paste, then fill in the [brackets]

Draft a reply from a landlord to a tenant's repair request, and a one-line log entry.
Issue: [description]. Reported: [date]. Urgency in my judgement: [emergency / urgent / routine].
Reply: thank them, confirm what happens next and when [my plan], how access will be arranged with notice, and who to call in an emergency [number]. Under 100 words.
Log entry: date reported, issue, urgency, action, target date.

✓ Check before you send

Response times are realistic and meet your legal duties.
Access is arranged with proper notice.
Damp, mould and safety issues are treated seriously.

UK notes extra

England: landlords' duties changed under the Renters' Rights Act from 1 May 2026. GOV.UK: Renters' Rights Act overview for landlords.

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

More AI jobs for landlords and letting agents

Prepare a rent review letter using the correct process
Turn check-in photos and notes into a clear inventory summary
Build a compliance calendar for every property (subscribers)
Write an accurate, fair property advert (subscribers)
Make a Renters' Rights Act checklist for your own lets (subscribers)
Gather evidence for a rent increase challenge (subscribers)
Reply calmly when a tenant challenges a rent increase (subscribers)

See all 20 jobs in the landlords and letting agents playbook → · AI agent playbooks for landlords and letting agents →

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