Landlord Report Template: What Landlords Actually Want to See

The template, ready to copy

Viewing Report — [Property Address]
Period: [date] to [date] — [X] days void

• Viewings: [X]
• Applications/offers: [X]
• Average rating: [X]/5
• Would consider applying: [X] of [X] viewers
• What viewers liked: [1–2 short themes]
• What came up as a concern: [1–2 short themes, if any]
• Recommendation: [one line, where you have one]

Seven fields, none requiring more than a sentence, built to be read in under a minute. The days-void figure is the one addition over a vendor report — landlords are already tracking that number mentally, so putting it in front of them saves them doing the maths and signals the agency knows exactly what’s at stake.

A filled-in example

Viewing Report — 14 Birch Court
Period: 3–17 July — 21 days void

• Viewings: 5
• Applications/offers: 0
• Average rating: 4/5
• Would consider applying: 2 of 5 viewers
• What viewers liked: The location near the station and the recently updated kitchen came up repeatedly.
• What came up as a concern: 3 of 5 mentioned the rent felt slightly high for the area.
• Recommendation: Worth a call this week to discuss a small rent adjustment — interest is there, but the rent looks to be the main blocker to converting a viewing into an application.

Read that back as a landlord would: it answers “how close is this to being let” and “what should I do about it” in a five-second scan, rather than leaving them to infer either from a viewing count alone.

Why this structure works

• The void figure comes first, alongside the numbers. It’s the fact a landlord is already anxious about, so leading with it rather than burying it makes the report feel honest rather than evasive.
• Themes, not a transcript. Grouped themes — “the rent came up repeatedly” — are faster to act on than five separate quotes making the same point.
• The recommendation is separated out. Putting it on its own line makes clear it’s your professional read of the pattern, not just a restatement of the numbers above it.
• Nothing is attributed to an individual viewer. Aggregating rather than naming keeps the report readable as a pattern — see anonymous viewing feedback for the fuller reasoning, which applies identically to lettings.

What to leave out

• Every individual comment verbatim. Useful as raw data for you, but it slows the landlord down and can read as an unfiltered dump rather than a considered update.
• Viewer names or identifying detail. Consistency matters here, and aggregating every report the same way is simpler and generally friendlier from a data protection standpoint.
• A recommendation you don’t actually believe. If the pattern isn’t clear yet, say so — “no clear pattern yet, will update again after a couple more viewings” is a legitimate, honest line.

How often to send it

Weekly is a reasonable default, tightening in the first fortnight after listing or once a void has run longer than the landlord would have expected — see our complete guide to viewing feedback for letting agents for the fuller reasoning on cadence.

Report format: email, PDF, or a live link

The template above works as plain text in an email, but there are three common ways to deliver it:

• Plain email — fastest to produce, works well for a routine weekly update.
• A one-page PDF — feels more polished, and easy to forward to a co-owner or a landlord’s accountant.
• A live, shareable link — updates automatically as new feedback comes in, so the landlord can check progress whenever the void period is on their mind, rather than waiting for the next scheduled email.

None is objectively better — plain email is the lowest-effort default, and a live link or PDF is worth the extra step for a landlord who specifically values a more current or more polished view, which is common among landlords managing several properties at once.

This is the direct sibling of the vendor version

If you’re already using the vendor report template on the sales side, this structure will look familiar — the only real addition is the void-period figure, reflecting the fact that an empty rental has a cost a landlord can calculate weekly in a way most vendor sales don’t.

Common mistakes

• Sending viewing counts with no qualitative detail. “5 viewings this week” answers “how much activity” but not “is this close to being let,” which is usually the landlord’s real question.
• Omitting the void figure. Leaving it out doesn’t make the landlord worry less about it — it just makes them do the maths themselves, and wonder why the agency didn’t mention it.
• Inconsistent format week to week. A landlord who knows roughly what shape the update will take reads it faster and trusts it more.

Where this fits

For the email wording that carries this report, see the landlord update email template. For the full picture, see our complete guide to viewing feedback for letting agents.

If you’d rather not build this by hand every time, ViewingFeedback builds a report exactly like this automatically from collected tenant feedback — as a live link or a one-page PDF, ready to share without anyone needing to write it up.