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Template · Client
Landlord Rental Income Request Template (UK, Free)
Streamline the collection of property income and expenses for your landlord clients.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
A landlord rental income information request should ask for details of all rents received and a breakdown of allowable expenses like repairs, management fees, and insurance. It is also important to request mortgage interest statements to calculate tax relief correctly.
Who is this sent to, and when?
- Sent to
- Client
- When to send it
- Annually, following the tax year end on 5 April
What property records do you need?
You need a complete summary for each property in the portfolio.
For each property, ensure you request:
- Full address of the property
- Total gross rent received
- Management fees and letting agent statements
- Repairs and maintenance costs
- Insurance premiums
- Mortgage interest certificates (not the full monthly payment)
- Details of any new furniture or appliances (for replacement relief)
Preview the template
Check the current process on GOV.UK before sending — many requests are now made online.
Landlord Rental Income Request Template (UK, Free)
Subject: Rental Property Information for your [Year] Tax Return
Dear [Client Name],
To prepare the property pages of your Self Assessment tax return for [Year], we need details of your rental income and expenses.
Please provide the following for each property you own:
Address of the property.
Total rental income received in the tax year.
Agent statements (if applicable).
A summary
Preview shows the opening and key sections. The full editable file is free to download below.
See it working with your own clients
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Send this from Remindoo
Save it once in Remindoo and send it from there. Store the wording as an email template, then use tokens so client names, company numbers and dates fill in automatically. Send it to one client or to a filtered group with bulk client emails. For requests that repeat, pair it with automated reminders and a recurring task so it goes out every period without anyone remembering.
Email templates
Standard client messages ready to send.
See featureTokens for emails and tasks
Merge client data into repeatable messages.
See featureAutomated reminders
Timely prompts before work becomes urgent.
See featureClient portal and document sharing
Share requests and documents securely, not by email.
See featureWhat are the common mistakes?
- Claiming full mortgage payments instead of just interest
- Forgetting to account for void periods
- Missing the distinction between repairs and capital improvements
- Ignoring the £1,000 property allowance if applicable
- Not separating income for jointly owned properties
“Automated reminders and task templates save countless hours each week.”
Frequently asked questions
What is the property allowance?
A £1,000 tax-free allowance for property income, though you cannot claim expenses if you use it.
Can I claim mortgage interest?
For residential properties, you get a 20% tax credit rather than a direct deduction from income.
What is a repair vs improvement?
A repair restores the property; an improvement adds value (capital expenditure).
How should they provide records?
A spreadsheet or the portal is usually best for property portfolios.
What about jointly owned property?
Income is usually split 50/50 unless a Form 17 is in place for different beneficial interests.
When is the deadline?
The standard Self Assessment deadline of 31 January.
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Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
Why recording every task matters in an accountancy practice
Accounting firms run on deadlines: VAT returns, payroll, confirmation statements, accounts and Self Assessment. Recording every job as a task, with an owner and a date, is the simplest way to make sure nothing is missed.
Avoid penalties
HMRC and Companies House charge penalties for late filing. A task for every deadline, with an internal date before it, gives the team a buffer.
Nothing depends on memory
Recorded tasks mean work continues when someone is off sick, on leave or has left the firm.
Consistent quality
Subtask checklists make every job follow the same steps and reviews, whoever does the work.
Visibility for managers
Filters by owner, status and deadline show at a glance what is late, what is due and who needs help.
Practical tips from UK practice
- Set an internal deadline two to four weeks before every statutory deadline.
- Use recurring tasks for repeat work such as VAT, payroll and bookkeeping.
- Break larger jobs into subtasks, including a review step.
- Comment on the task instead of by email, so the history stays with the work.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
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“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
