Weekly Portfolio Review Checklist.
Use this checklist once a week to quickly identify anything in the portfolio that is overdue, stalled, approaching or at risk of becoming a bigger problem.
Arrears.
Review all current arrears
Check repeat arrears
Confirm follow-up has been completed
Check any payment arrangements
Confirm landlords have been updated where required
Identify anything that needs escalation
Maintenance.
Review all open maintenance
Check jobs waiting on landlord approval
Check quotes still outstanding
Follow up contractors where work has stalled
Identify repeat maintenance issues
Check completed work has been properly closed out
Review anything that may now require escalation
Lease Expiries and Renewals.
Review leases expiring in the next 60 to 90 days
Check renewal discussions have started
Review outstanding landlord decisions
Check rent reviews that are due or approaching
Identify anything becoming last minute
Routine Inspections.
Check inspections due soon
Review overdue inspections
Check completed inspections awaiting reports
Review maintenance or concerns raised during inspections
Confirm important follow-up has been completed
Vacancies and Leasing.
Review all vacant properties
Check days on market
Review enquiry and application activity
Identify properties receiving weak enquiry
Check landlord feedback has been provided
Review whether pricing or presentation needs attention
Landlord Matters.
Review unanswered landlord emails or calls
Check landlords waiting on recommendations or updates
Identify landlords who have had to chase the agency
Review unresolved disagreements or concerns
Identify any management that may be at risk
Renter Matters.
Review unresolved renter requests
Check repeated complaints or follow-up
Review outstanding access issues
Identify communication that has stalled
Check matters that may need escalation
Tasks and Follow-Up.
Review overdue tasks
Check tasks repeatedly moved forward
Close completed tasks
Make sure every open matter has a clear next action
Confirm responsibility is clear
Add a follow-up date where needed
Look Ahead.
Review the next 30 to 60 days for:
Lease expiries
Rent reviews
Known vacates
Planned maintenance
Compliance dates
Landlord instructions still requiring action
Properties likely to become vacant
Staff leave or portfolio coverage issues
Final Check.
Before finishing the review, ask:
What in this portfolio is most likely to become a problem next week if I do nothing today?
Choose the three highest-priority matters and make sure each has:
A clear next action
A person responsible
A follow-up date