Photo by Wilson Finch Properties

Let’s talk about empty rooms. Why? Because they’re a constant headache amongst HMO landlords.

They don’t just cost you money. They rob you of your sleep. Every room that sits vacant is money that’s not coming in, and energy that’s going out chasing leads, renewing listings or following up with people who ghost you the minute you suggest a viewing.

For many landlords, especially those self-managing HMOs, this becomes a full-time job in itself. And the worst part? It’s often a job that could (and should) be delegated.

To an agent? Maybe. However, many are not on SpareRoom and aren’t quite as focused on your properties as you are. SpareRoom doesn’t integrate with agency software and needs manual oversight. Are they responding to every lead?

Filling rooms isn’t a sales job. It’s an admin job.

We hear this a lot: “I can’t delegate lettings. That’s the sales part of my business.”

And we get it, choosing the right tenant is a big deal. But the process of getting to that choice? 

That’s admin.

• Renewing ads and checking they’re visible
• Reviewing and amending descriptions to best reflect what’s on offer
• Replying promptly to interested parties
• Booking viewings and answering questions
• Following up, so warm leads don’t go cold
• Exploring corporate let avenues

None of that requires you. It just needs to be done well, consistently, and fast enough that you’re not losing good tenants to better-organised competitors. 

So what are your options?

1. Continue as you are, but let’s be honest it’s not your favourite part of property development and investment, right?
2. Outsource to a letting agent. It’s costly, it eats into your profits, and you have little control over who is taken on as a tenant.
3. Get in touch with an old contact with or without letting experience, and offer them some ad hoc remote work. What could go wrong?
4. Find a UK property lettings-experienced VA to manage the process for you. 

If you’ve concluded it can only really be option 4, then read on.

Here’s why. The lettings game has changed. In 2025, landlords face more messages, more questions, and more “maybe” tenants than ever before. People are browsing for rooms months in advance, messaging ten landlords at once, and disappearing without warning.

That’s exactly where a Virtual Assistant can step in, keeping the process sharp, efficient, and focused on the tenants who are actually ready to move. They won’t guarantee how many rooms are filled, that depends on your choices and market conditions. What they will guarantee is that every part of the process is handled with speed, consistency, and professionalism, so your rooms have the best possible chance of being filled quickly.

Lettings in 2025: More Interest, Less Action

Ask any HMO landlord and they’ll tell you, it’s noisier out there.

More messages. More questions. More “maybe” tenants who never follow through.
People browsing for rooms six months out. Messaging ten landlords in a row. No-shows who vanish without explanation.

The lettings landscape has shifted, and your processes need to shift with it. That’s where a VA becomes a game-changer not just doing admin, but actively refining the process.

VAs help you:

• Reframe your qualification Q&A so it’s effective, not exhausting
• Avoid over-questioning that turns off genuine applicants
• Pre-filter based on affordability, move-in date, and suitability
• Use your criteria (supplied by you) to prevent the wrong tenants going for viewings
• Keep notes and activity logs so you have full visibility and oversight

Delegation Doesn’t Mean Abdication

Let’s be honest, most landlords who say “I can’t delegate lettings” mean “I’ve had bad experiences trying to let go.” And that’s valid.

But here’s the truth: your VA won’t magically fill rooms if the price is wrong, the photos are outdated, or you’re insisting on a unicorn tenant who ticks every box. What they will do is make sure your rooms have the best possible chance of being filled by managing the flow of information, keeping your listings sharp, and making sure you only spend your time on prospects who matter.

That’s not just support. That’s leverage.

No More Missed Leads

If you’re still manually replying to every SpareRoom enquiry, chasing no-shows, or wondering why the ad that worked six months ago isn’t getting traction now, it’s time to stop firefighting and start systemising.

You can have a VA take over the process, polish the pipeline and keep the right leads coming in.

Because when your inbox is empty, your rooms are full.

Curious to know more about how our team of virtual assistants at Beam manage the lettings process for HMO investors? Click here to book a discovery call with us. 

About the Author:

Jane Scroggs is the founder of Beam Virtual Property Support, in partnership with The HMO Roadmap. Her team of virtual assistants handles all aspects of lettings, compliance, credit control, and property maintenance, always focused on streamlining your operations. Learn more about Jane here.