How to Handle Rent Arrears in South West London

Quick Answer: If a tenant falls into rent arrears in South West London, act quickly but calmly. Start by confirming exactly what is owed and speaking to the tenant to understand why the payment has been missed. Where appropriate, agree a realistic repayment plan and keep a written record of all payments and communication. If the arrears continue, landlords should follow the correct legal process under the current rules, which may include seeking possession using the relevant Section 8 grounds. Since tenancy legislation changed significantly in May 2026, always check the latest GOV.UK guidance and consider professional legal or property management advice before taking formal action.

Rent arrears are one of those problems every landlord hopes they will never have to deal with. Unfortunately, even with a reliable tenant and a well-managed property, circumstances can change quickly. If you are wondering how to handle rent arrears in South West London, the most important thing we can tell you is this: act early, stay calm and follow the correct process.

A missed rent payment does not automatically mean you have a difficult tenant. Job losses, unexpected expenses, benefit delays and changes in personal circumstances can all affect someone’s ability to pay on time.

At Parkgate, we have been working in the South West London property market since 1976, including Richmond, Putney, Twickenham, Sheen and Mortlake. One thing experience teaches you is that rent arrears are usually easier to resolve when everyone starts talking before the problem becomes serious.

So, what should you actually do when the rent does not arrive?

What Are Rent Arrears?

‘Rent arrears’ simply means rent that should have been paid under the tenancy agreement but remains outstanding.

For example, if rent is due on the first of the month and the tenant does not make the full payment, the unpaid amount becomes arrears, so check exactly how much they owe before taking further steps.

Before assuming the worst, though, check your records carefully. A bank transfer may simply be late, there could have been an administrative issue, or the tenant may genuinely have misunderstood the payment date.

We would always recommend keeping a clear rent schedule showing:

• the amount of rent due
• the date each payment was due
• payments actually received
• any outstanding balance
• communication with the tenant
• any repayment arrangements agreed

Good records become particularly important if informal attempts to resolve the arrears are unsuccessful and formal action later becomes necessary.

What Should You Do When a Tenant Misses Their Rent?

Our first advice is usually the simplest: speak to them and communicate openly at the first sign of arrears.

It can be tempting to send a strongly worded email as soon as the payment is late. In practice, a calm conversation is often much more productive.

Contact the tenant promptly and politely. Confirm that the payment has not arrived and ask whether there is a problem, as temporary financial difficulties are a common cause of rent shortfalls.

You might discover that their salary was paid late, a standing order failed or they are dealing with a temporary financial difficulty.

The aim at this stage is not to create confrontation. It is to understand what has happened and establish whether the missed payment is likely to be a one-off or the beginning of a more serious problem.

Put the conversation in writing

Even when you have a good relationship with your tenant, keep written records.

If you discuss the situation over the telephone, follow up with a short email confirming what was agreed. Keep copies of emails, letters and your rent statement together.

This gives both sides clarity and avoids disagreements later about what was said.

Should You Agree to a Rent Repayment Plan?

Often, yes.

If a tenant has experienced a temporary financial problem but can realistically catch up, a realistic repayment plan may be a sensible solution when they can genuinely afford it.

Imagine a tenant owes £1,000 but cannot afford to clear it immediately. An agreement to pay their normal monthly rent plus an affordable additional amount towards the arrears may be more realistic than demanding the entire balance at once, and manageable payments are usually more effective than insisting on the full balance immediately.

A repayment arrangement should clearly set out:

• the total arrears outstanding
• the normal rent payment
• the additional repayment amount
• payment dates
• when the arrangement will be reviewed
• what happens if payments are missed

The key word here is realistic. In fact, 54% of UK landlords have used repayment plans for tenants.

There is little value in agreeing to a repayment amount that looks good on paper but leaves the tenant unable to meet it. A sustainable agreement is usually better for everyone and can help avoid eviction proceedings if both sides stick to it.

What If the Tenant Is Receiving Universal Credit or Discretionary Housing Payments?

This is worth discussing early because additional options may be available.

Current government guidance allows an Alternative Payment Arrangement (APA) in certain circumstances. This can include a managed payment where the housing element of Universal Credit is paid directly to the landlord.

A landlord can request a managed payment in qualifying circumstances. Government guidance states that one situation where this can apply is when arrears reach an amount equal to at least two months’ rent. Rent arrears deductions may also be requested in qualifying cases. In some cases, benefits can also be used to pay rent arrears where the tenant owes at least 8 weeks rent.

For landlords, this can sometimes provide a route towards stabilising the tenancy rather than immediately pursuing possession.

Tenants may also be able to claim benefits depending on their circumstances, including housing benefit where applicable, and online tools can help check entitlement for Universal Credit or other support.

If tenants already receive housing support but still face a shortfall, they may be able to apply to their local council for discretionary housing payments.

If benefits are involved, we recommend checking the latest GOV.UK guidance on Alternative Payment Arrangements before taking action.

When Should a Landlord Consider Formal Action or Serve an Eviction Notice?

This is where handling rent arrears becomes more legally sensitive.

Since 1 May 2026, the rules governing private tenancies in England have changed under the Renters’ Rights Act 2025, following the earlier renters’ rights bill reform process.

Section 21 “no-fault” eviction is no longer available for existing or new private tenancies. A landlord seeking possession must have a valid legal ground and, where appropriate, use the Section 8 possession process.

Rent arrears can provide grounds for seeking possession, but the outcome depends on the level and circumstances of the arrears.

Current government guidance explains that where the tenant owes three months’ rent, the court must make a possession order if the relevant mandatory ground is established. Where arrears are below that level, the court may have discretion over whether possession is reasonable.

That distinction matters. Where the arrears do not meet the threshold for the mandatory rent-arrears ground, other discretionary grounds may potentially apply, but the court will decide whether it is reasonable to grant possession. 

If you are considering possession proceedings, do not rely on an old template, an article written before May 2026 or advice from someone whose experience relates to the previous tenancy regime.

The process has changed.

How Does the Section 8 Process Work for Rent Arrears?

Since 1 May 2026, landlords seeking possession must use the applicable Section 8 grounds and follow the current statutory process.

Government guidance states that landlords serving a notice of possession, often described in plain English as an eviction notice, should use Form 3A, or a form substantially to the same effect. The notice must identify the relevant ground, explain why it applies and give the tenant the correct notice period. The required period depends on the possession ground being used, so landlords should check the latest GOV.UK guidance before serving notice.

Accuracy matters here.

If a notice is incomplete, contains incorrect information or the landlord has not followed the required procedure, possession proceedings can be delayed or dismissed.

If the tenant remains after the notice expires, the landlord normally needs to apply to the court for a possession order. Obtaining possession orders can still take around 3 to 6 months, which is why accuracy matters. Where the claim relates only to rent arrears, the government’s Possession Claim Online service may be available.

The court will expect evidence, including records showing the rent due and the payments actually received.

Landlords should read the current GOV.UK guidance on repossessing privately rented property and obtain legal advice where necessary before starting formal proceedings.

Can You Simply Change the Locks?

No.

This is an important misconception to clear up.

A tenant falling behind with rent does not give a landlord permission to remove them from the property themselves.

If possession becomes necessary, the correct legal process must be followed. Trying to force a tenant out, changing locks without lawful authority or otherwise attempting to bypass the possession process can create much bigger problems for the landlord.

If you are unsure where you stand, professional legal advice is considerably safer than improvising.

Why Good Property Management Matters When Arrears Begin

Rent arrears rarely become easier by being ignored.

That is one reason professional property management can be particularly valuable for landlords who do not want to spend their time monitoring rent payments, chasing tenants and keeping up with changing legislation.

At Parkgate, our approach to property management in Richmond is built around staying close to both landlords and tenants.

That means problems can be identified early, communication remains professional and there is a clear record of what has happened.

This is particularly valuable for landlords who live outside London, have several rental properties or simply do not want a difficult financial conversation with a tenant to become personal.

Can Rent Arrears Be Prevented?

Not completely. Life is unpredictable.

There are, however, effective strategies landlords can use to significantly reduce the risk of arrears, and the most effective strategies start before the tenancy begins. Many landlords are concerned about non payment, with 60% reporting concern about tenants not paying rent.

Reference tenants properly

Good tenant referencing will not guarantee that rent is always paid, but it gives you a clearer picture of affordability and rental history before a tenancy begins.

Make payment expectations clear

Tenants should know exactly how much rent is due, when it is due and how it should be paid.

Confusion is much easier to prevent than resolve later.

Monitor rent consistently

Do not wait until several payments have been missed before checking the account.

Early intervention gives you more options, and taking proactive steps after the first missed payment gives landlords more flexibility than waiting for serious arrears to build.

Keep communication open

A tenant who feels comfortable explaining a temporary problem is more likely to speak up early, which helps tenants understand that honest communication makes solutions easier before the arrears become unmanageable.

Consider professional management

Managing a tenancy involves far more than finding a tenant and collecting rent.

A qualified letting agent can also help you stay on top of legal obligations and arrears procedures.

If you would prefer experienced support throughout the tenancy, our landlord services can help you manage your South West London property with greater confidence.

What If You Have a Good Tenant Who Suddenly Falls Behind?

This is perhaps the hardest judgement call.

Suppose somebody has rented your property for four years, looked after it beautifully and never previously missed a payment. Then they lose their job and fall behind, perhaps because rising living costs such as council tax have added to temporary financial difficulties.

Should you immediately try to regain possession?

Not necessarily.

Sometimes preserving a good tenancy through a temporary difficulty makes commercial sense. Finding another tenant involves time, administration and potentially a period without rental income.

On the other hand, landlords also have mortgages, service charges, maintenance costs and other financial commitments, and if rental income is disrupted for too long some may face mortgage arrears. You cannot allow arrears to grow indefinitely simply because the conversation is uncomfortable.

The sensible approach is to look at the whole picture.

Ask yourself:

• Has the tenant communicated openly?
• Is the financial problem temporary?
• Can they afford the ongoing rent?
• Is there a realistic plan for clearing the arrears?
• Have they kept to previous promises?
• Are the arrears continuing to increase?

You can be understanding while still protecting your position as a landlord. The two are not mutually exclusive.

A Practical Rent Arrears Checklist for South West London Landlords

If rent has not arrived, we suggest working through the situation in this order:

1. Check the rent account and confirm exactly what is outstanding.
2. Contact the tenant promptly and ask what has happened; if arrears are linked to wider financial pressure, encourage them to seek advice early.
3. Keep communication professional and documented.
4. Establish whether the problem is temporary or ongoing.
5. Consider an affordable written repayment plan where appropriate.
6. Check whether Universal Credit support or an APA may apply.
7. Signpost support services such as Citizens Advice, National Debtline, and South West London Law Centres, which can provide confidential advice on housing and debt, including free legal advice.
8. Ask the tenant to contact their local council about welfare assistance, homelessness prevention funds, and possible crisis payments for urgent rent needs, including a homelessness prevention grant if they are at risk of eviction.
9. Consider whether breathing space may help, as it can give 60 days of debt recovery pause while advice is obtained.
10. Keep an accurate schedule of arrears and payments.
11. Review the latest legal requirements before issuing any formal notice.
12. Seek specialist legal advice if possession or debt recovery becomes necessary.
13. Consider professional property management if you would prefer someone experienced to manage the process.

The earlier you work through those steps, the more options you generally have.

Handling Rent Arrears Without Losing Perspective

Rent arrears can feel personal, especially if you have built a good relationship with your tenant. But the best outcomes usually come from treating the situation as what it is: a property management issue that needs a calm, structured response. In London, average rent arrears exceeded £1,421 in 2023, which underlines the scale of the problem.

Start with communication. Establish the facts. Keep proper records. Look for a workable solution where one exists, but know when it is time to obtain professional advice.

Most importantly, make sure any formal action reflects the current rules. The private rented sector in England changed significantly in May 2026, and relying on the old Section 21 system or outdated rent arrears guidance could cause unnecessary delays, expense, and a time-consuming process.

Parkgate has been part of the local property market since 1976, helping landlords and tenants across Richmond, Putney, Twickenham, Sheen, Mortlake and surrounding areas of South West London. If you are dealing with rent arrears or simply want a more hands-on approach to managing your rental property, speak to the Parkgate team.

You can also view Parkgate Estate Agents on Google for our Richmond office details and local presence.

Disclaimer

This article provides general information for landlords and is not legal or financial advice. Landlord and tenant law can change, and the appropriate action will depend on the individual tenancy and circumstances. Before serving a possession notice, starting court proceedings or taking action to recover rent arrears, check the latest GOV.UK guidance and consider obtaining advice from a suitably qualified legal professional.