LandlordHQ - Notion Template
Still running your rental property from a spreadsheet, a shoebox of receipts, and seventeen email threads?The Renters' Rights Act changed everything on 1 May 2026. Fixed terms — gone. Section 21 — gone. Fines of up to £7,000 for missed paperwork — very much here. And with the PRS database on its way, every landlord will soon need to show their compliance homework.Landlord HQ is the complete Notion system for the self-managing landlord with 1–10 properties. It replaces the spreadsheet, the filing pile, and the 3am "did I renew the gas cert?" panic with one calm, connected workspace.Who it's for: UK landlords who self-manage 1–10 properties and want business-grade organisation without £20+/month software subscriptions.What makes it different: most property templates track rent. Landlord HQ is built around the thing that actually protects you — the Evidence Vault, a dated log of every call, text, inspection and incident, with attachments, linked to each tenancy. Deposit disputes and possession claims are won on documentation. This system builds yours automatically, as you go.What's inside🏠 Properties hub — every property as a gallery card with mortgage, insurance, licensing, EPC, monthly rent, gross yield and net cashflow calculated automatically📄 Tenancies with a compliance traffic light — deposit protection, Right to Rent, How to Rent guide, Written Statement / RRA Information Sheet: the light only turns 🟢 when every legally required document is served💷 Rent Ledger — every expected payment with automatic Days Late and Shortfall counters, plus a ready-made Arrears view🔧 Maintenance & Repairs board — drag issues from Reported to Done, with photos, quotes, contractor links and a Damp/Mould category flagged for Awaab's Law readiness✅ Compliance Tracker — pre-loaded with the full UK checklist (gas safety, EICR, EPC, licensing, PRS database registration, ombudsman and more). Status lights turn amber at 90 days, red at 30. Nothing expires quietly.📞 Evidence Vault — the dispute-protection log. 60 seconds to record anything notable; an unbeatable file the day something goes wrong🧾 Expenses & Income, SA105-aligned — categories that map directly onto the self-assessment property pages, with the UK tax year (6 April–5 April) calculated automatically. Tax season becomes a 20-minute job.🗂 Plus: Contractors little black book · Documents filing cabinet · Move-In/Move-Out Condition Report templates · Tenancy Turnover Checklist with the new RRA re-letting rules flagged · a six-guide Landlord Library · realistic sample data throughout so you can see exactly how everything worksSetupFollow the START HERE page — you'll have your first property, tenancy and compliance dates loaded in about 15 minutes. A full video walkthrough is included. Works on Notion's free plan.Lifetime updatesUK rental law is changing in phases through 2028. When it changes, Landlord HQ updates — free, forever. That's the point of it.Landlord HQ provides organisational tools and general information, not legal advice.Usage instructions (if asked separately) Add the template to your workspace Open 🧭 START HERE and follow the 15-minute setup: explore the sample data, add your first property, create its tenancy, tick the compliance checkboxes honestly, load your certificate expiry dates, create rent rows Delete the sample data when you're ready (instructions included) Adopt the one habit: log anything notable in the Evidence Vault the day it happens FAQ entriesDoes it work on Notion's free plan? Yes — every feature works on the free personal plan.Is this only for UK landlords? This edition is built for England's rules (Renters' Rights Act, SA105 tax categories, UK compliance items). A US edition is coming. Much of the system (rent ledger, maintenance, Evidence Vault, contractors) is universal.I have 8 properties — will it cope? It's designed for 1–10 property portfolios. Every database filters per property, and the dashboard rolls the whole portfolio up.Do I need to be a Notion expert? No. Everything is pre-built and pre-linked, sample data shows how each part works, and the START HERE page plus video walk you through setup in ~15 minutes.What happens when the law changes again? You get updates free, forever. The PRS database rollout, Awaab's Law extension and ombudsman requirement are already tracked in the template, and the system will be updated as each phase lands.Is this legal advice? No — Landlord HQ is an organisational system with general educational information. Always verify current requirements on GOV.UK or with a professional.Gallery images (upload in this order, with suggested captions) Command Centre dashboard — "Your whole portfolio at a glance" Compliance Tracker traffic lights — "Nothing expires quietly: amber at 90 days, red at 30" Evidence Vault timeline — "The evidence trail that wins disputes" Rent Ledger arrears view — "Days Late counts itself" Maintenance kanban — "Report → contractor → done, with photos and receipts" Tax Year view grouped by SA105 category — "Tax season in 20 minutes" Properties gallery — "Yield and cashflow on every card" What's included graphic (make in Canva: the feature stack on your slate/brass brand) Screenshot tips: light mode, browser at 90% zoom for more context per shot, crop tight to the app content, and take them AFTER your polish pass so gallery covers and icons show. Consistent width across all images.Intended audience statement (Notion asks reviewers to see this clearly — it's woven into the description, but if there's a dedicated field):Self-managing residential landlords in the UK with 1–10 properties who currently use spreadsheets or paper and need compliance tracking, rent management and documentation in one system — without subscription property-management software.What makes it unique (same — if a dedicated field):The only landlord template built around dispute protection: an Evidence Vault communications log, RRA-era compliance checkboxes with a traffic-light health indicator, and SA105-aligned tax categories with automatic UK tax-year calculation. Pre-loaded UK compliance checklist including PRS database registration and ombudsman membership. Free lifetime updates as rental law changes through 2028.
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