Arranging a property viewing might seem straightforward — pick a time, meet, and have a look around. But in reality, the way you arrange viewing appointments can make all the difference. For landlords, it’s about attracting the right tenant quickly. For tenants, it’s about making the most of every opportunity to find the perfect home.
In this guide, we’ll break down everything you need to know about arranging viewings in the UK, from preparation tips and scheduling strategies to etiquette and legal considerations. Whether you’re a landlord aiming to minimise void periods or a tenant searching for your next home, this article will help you navigate the process like a pro.
Why the Viewing Stage Matters
For landlords, the viewing is often the tipping point in securing a tenant. Photos and descriptions might generate interest, but it’s the in-person or virtual visit that convinces someone to say, “Yes, this is the one.”
For tenants, a viewing is your chance to inspect the property beyond the online listing. You can check the neighbourhood, the condition of the property, and ask the questions that really matter before signing a tenancy agreement.
A well-organised viewing process benefits both parties:
- Landlords reduce wasted time and secure tenants faster.
- Tenants get a clearer picture and avoid surprises after moving in.
The Basics of Arranging a Viewing
For Landlords
When you arrange viewing appointments, your goal is to balance efficiency with flexibility. Here’s how:
- Pre-qualify your tenants
Before you agree to a viewing, ask a few screening questions: employment status, move-in date, and whether they have pets. This saves time for everyone. - Offer multiple time slots
Tenants often have busy schedules. Providing a range of viewing times — including evenings or weekends — can make your property stand out. - Confirm the details in writing
Email or text the date, time, and meeting point to avoid any confusion. - Prepare the property
Tidy, declutter, and ensure all lights are working. First impressions matter more than you think. - Have key information ready
Be prepared to answer questions on rent, deposit, council tax band, and any included bills.
For Tenants
When you arrange a viewing, preparation can help you spot the right home faster.
- Book promptly
Good properties in popular areas move fast. Arrange viewing appointments as soon as you see a listing you like. - Research before you go
Check local transport links, schools, and amenities so you know what to look for during the visit. - Be on time
Arriving late can cut your viewing short or give the wrong impression. - Bring a checklist
Think about must-haves (storage space, parking) and nice-to-haves (garden, double glazing) so you don’t forget to ask. - Take photos and notes
If you’re viewing several properties, this helps you compare later.
Types of Viewings: In-Person vs. Virtual
In-Person Viewings
The traditional choice, ideal for getting a real feel of the space. You can check details you can’t always see in photos, like noise levels or water pressure.
Tip for landlords: Make sure the property smells fresh, is well-lit, and feels welcoming.
Tip for tenants: Use the time to open cupboards, check fixtures, and look for signs of damp or damage.
Virtual Viewings
These have grown in popularity, especially post-pandemic. They save time and allow for a wider pool of potential tenants.
Tip for landlords: Use high-quality video and a stable internet connection. Walk slowly and highlight unique features.
Tip for tenants: Ask the landlord or agent to zoom in on specific areas, like window frames or kitchen appliances.
How Lettingaproperty.com Makes Arranging Viewings Simple
While arranging viewings can sometimes feel like a juggling act — especially for landlords with multiple properties or those based overseas — at lettingaproperty.com we’ve made the process fast, organised, and stress-free.
Our Viewings Calendar is designed to be straightforward for landlords and friendly for applicants. Tenants can arrange viewing appointments online, while landlords have complete control over who visits and when. The result? Less admin, faster lets, and a tidy record of all your viewings — all from one easy-to-use dashboard.
Set Your Availability in Minutes
Before anyone can book, you simply set the dates and times when viewings are possible:
- Go to the Property Overview tab.
- Open Set Your Viewing Availability.
- Choose your date range (e.g. 15/08/2025 – 17/08/2025) and add your preferred time slots (e.g. Friday 08:00–18:00).
- Click Submit — your slots are now visible to prospective tenants.
💡 Pro Tip: Offer multiple slots per day (morning and evening) to maximise interest. You can edit or remove slots anytime.
Tenants Book Organised 15-Minute Slots
Applicants see your available slots and choose their preferred time. Slots are in neat 15-minute blocks to keep things fair and focused. When a tenant books, they’ll see a note such as “The landlord will confirm this time with you,” setting clear expectations for everyone.
Review, Confirm, or Decline with One Click
- You’ll receive a notification when a booking request comes in.
- Open the Calendar or List view to see the applicant’s profile — including contact info, employment status, and affordability indicators.
- Decide whether to Confirm Viewing (turns green) or Decline (turns red). Pending requests are shown in orange until you act.
This keeps your diary accurate and applicants informed.
Automatic Feedback and Tracking
Once the viewing takes place, our system automatically requests feedback from the tenant. Their responses appear in your dashboard so you can:
- See who’s genuinely interested.
- Track which property features get the most attention.
- Prioritise serious applicants and speed up the letting process.
For portfolio landlords, the List view gives you a one-screen overview of all bookings, making it easy to stay on top of multiple properties.
Best Practices for Scheduling Viewings
For Landlords
- Group viewings can create competition and speed up decision-making.
- One-to-one viewings offer a more personal touch and allow for in-depth questions.
- Keep a record of all viewings for follow-ups.
For Tenants
- If you like a property, express your interest early — landlords often receive multiple applications.
- Be honest about your circumstances to avoid disappointment later.
Viewing Etiquette Everyone Should Follow
Landlords
- Be punctual and professional.
- Respect tenant privacy if the property is still occupied — give at least 24 hours’ notice by law.
- Avoid over-selling; let the property speak for itself.
Tenants
- Notify if you’re running late or need to cancel.
- Treat the property respectfully during the viewing.
- Ask before taking photos or videos.
Common Mistakes to Avoid
For Landlords:
- Failing to prepare the property (messy spaces can be off-putting).
- Overbooking viewings and keeping people waiting.
- Not having the paperwork or key details ready.
For Tenants:
- Turning up without checking the property’s location first.
- Forgetting to ask about bills, council tax, or contract terms.
- Not following up quickly after the viewing.
Legal Considerations for UK Landlords
If you’re arranging a viewing for a property that’s currently occupied, you must:
- Provide at least 24 hours’ written notice to the tenant.
- Get the tenant’s consent for entry (even if it’s in the tenancy agreement).
Failing to follow these rules can lead to disputes or even legal issues. Always keep communication polite and professional.
After the Viewing: Next Steps
For Landlords
Follow up with interested tenants quickly. A short, polite message thanking them for attending and outlining the application process can make you stand out.
For Tenants
If you like the property, submit your application promptly. Keep all your documents ready — proof of income, references, and ID — to avoid delays.
Final Thoughts
The way you arrange viewing appointments can be the make-or-break factor in finding the right match between landlord and tenant. With a little preparation, clear communication, and tools like the lettingaproperty.com Viewings Calendar, the process becomes smooth, efficient, and even enjoyable.
Whether you’re showing a city-centre flat or touring a countryside cottage, remember: a successful viewing is less about ticking boxes and more about creating confidence — in the property, and in the person you’re dealing with.
FAQs
- How do I arrange a property viewing in the UK?
To arrange viewing appointments, contact the landlord or letting agent, agree on a time, and confirm details in writing. Online tools like lettingaproperty.com’s Viewings Calendar make it faster and easier. - Can tenants arrange viewings online?
Yes. Many platforms, including lettingaproperty.com, allow tenants to choose a viewing slot online, reducing admin and speeding up the process. - How much notice must landlords give before a viewing?
Landlords must give at least 24 hours’ written notice and get the tenant’s consent before entering the property. - What should I check during a viewing?
Inspect the property’s condition, ask about bills, council tax, and tenancy terms, and check for any maintenance issues. - How do I manage multiple viewings as a landlord?
Use a booking system like lettingaproperty.com’s Viewings Calendar to set availability, confirm or decline requests, and keep a tidy record of all viewings.
