6 Top Tips for Property Managers

Selecting the Right Guardianship Partner

1. Insist on Legal Certainty: Ensure Occupation is a Security Measure, Not a Liability

The key vulnerability of vacant property is illegal occupation, which often leads to lengthy, costly civil court procedures.

The Tip: Do not rely on ambiguous licence agreements. Your guardianship model must be legally structured so that the simple act of placing vetted individuals into a property officially classifies it as occupied.

Key Action: Demand a partner that uses a robust Guardianship Agreement structured as a licence to occupy, explicitly stating that any attempt to gain unlawful access is a criminal offence. This proactive approach guarantees vacant possession and eliminates civil delays.

VPS Difference: The VPS agreement is a professional and legal licence agreement that is fully disclosed to the Guardian.

2. Demand HMO-Aligned Safety and Habitability Standards

Too often poor property conditions make the headlines. Properties can often be poorly maintained or hazardous (e.g., exposed asbestos, non-functioning heating, makeshift facilities). This creates significant liability risk for the property owner.

The Tip: Accept nothing less than guardianship services that align with House in Multiple Occupation (HMO) standards where applicable.

Key Action: Ensure the provider requires up-to-date asbestos surveys, gas and electrical safety certificates before occupation. Furthermore, properties must be brought up to a lettable standard, including the installation of essential facilities like fire doors, fire blankets, smoke detectors, and carbon monoxide monitors.

VPS Difference: VPS conducts a full Fire Risk Assessment (FRA) annually and ensures heating systems are fully working, inspected, and subject to regular assessment. Basic HMO standards are also inspected independently by councils during HMO inspections.

3. Choose Vetting as Risk Mitigation, Not Just Administration

The quality of the guardian directly influences property safety and community reputation, preventing the property from becoming a focal point for anti-social behaviour or negative press.

The Tip: Do not permit minimal reference checks. Demand a rigorous and comprehensive vetting process to ensure you secure high-calibre, responsible occupants who will act as effective property custodians.

Key Action: Vetting must go beyond basic checks, including credit history checks, verification of employment status, and confirmation of an adequate annual salary (e.g., at least £16,000). Every applicant should be personally interviewed to assess character and commitment to community living.

VPS Difference: By focusing exclusively on working professionals and key workers, VPS creates stable households and a community of like-minded individuals, ensuring high standards of conduct.

4. Maximise Asset Value by Demanding a Revenue-Sharing Model

Traditional security (e.g., manned guarding) can be costly. Guardianship should transform this into an income stream.

The Tip: Insist on a transparent income sharing model that offsets security expenditure and generates positive revenue.

Key Action: Agree on a clear rebate structure (e.g., a percentage of the Guardianship Fee) that provides a consistent financial return, transforming empty properties into income-generating assets.

VPS Difference: VPS offers a cost-effective approach, often delivering cost-neutral outcomes and in some cases generating a positive revenue stream through rebates. The model provides complete transparency regarding how income is generated and calculated.

5. Protect Asset Integrity Through Proactive, Daily Maintenance Reporting

Long-term voids pose high risks of structural issues, decay, and mould due to lack of ventilation and unchecked maintenance issues.

The Tip: Demand a system where occupants are contractually obliged to act as custodians and report issues immediately. This is far more effective than periodic, external checks.

Key Action: Ensure the provider conducts monthly property inspections to assess compliance and condition. Crucially, they must offer a 24/7 maintenance helpline and commit to prompt service-level agreements (SLAs), such as responding to emergency repairs within 24 hours.

VPS Difference: Guardians actively care for the space, preventing decay, mould, and structural issues often associated with empty buildings.

6. Prioritise Contractual Flexibility and Guaranteed 28-Day Handover

Property managers require absolute certainty regarding redevelopment or sale timelines. Uncertainty regarding vacant possession can disrupt development programmes and negatively impact financial performance.

The Tip: Ensure the agreement contains the inherent legal flexibility of a licence, guaranteeing the ability to secure vacant possession swiftly when required, such as within 28 days’ notice.

Key Action: Choose a provider that actively supports the relocation of guardians into other properties where possible, reducing the risk of non-compliance and ensuring a smooth operational transition.

VPS Difference: The Guardianship Agreement stipulates that guardians may be required to vacate with 28 days’ notice, reinforcing the distinction between guardianship and tenancy. VPS offers relocation assistance, reducing anxiety and increasing the likelihood of a smooth and timely vacation.

The true cost of cheap security is risk: some supplier schemes expose your assets to unacceptable hazards and liability. Demand the gold standard of protection, HMO-aligned safety, and guaranteed revenue from VPS.