chiefrent.co.uk Leasehold Management
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Private beta For small UK property rent portfolios →

Ground rent, chief rent and leasehold administration, in one system.

Move your yearly rent run, arrears, assignments, consents, documents and correspondence off the spreadsheet, onto a platform built for the way UK leasehold records actually work.

Request beta access → See it in action
✓Free during beta ✓Payments go direct to you ✓UK postal & email built in
www.chiefrent.co.uk/dashboard · Sample Estate
Search properties, owners, references… ⌘K
Sample Estate · Yearly cycle · June

Dashboard 2026 cycle

Import Export Generate demands →
Properties
142
£1,206.00 / year
2026 Rent
Paid
£1,034
128 of 142
Unpaid
£172
14 properties
In Arrears
7
£296.00 owed
Collected (all years)
£14,820
2,118 payments
Properties · 2026 yearly cycle All Due Arrears Paid
RefPropertyOwnerRentStatusBal.
S01 Sample 01Leasehold (s.166) Leaseholder A £7.00 £0.00
S02 Sample 02Leasehold (s.166) Leaseholder B £7.00 £0.00
S03 Sample 03Underlease (s.166) Leaseholder C £7.00 Posted £11.00
S04 Sample 04Rentcharge (RA 1977) Owner D £5.00 Reminder £14.00
S05 Sample 05Leasehold (s.166) Leaseholder E £7.00 Returned £11.00
S06 Sample 06Underlease (s.166) Estate · deceased £7.00 Limitation flag £42.50
S07 Sample 07Rentcharge (RA 1977) Owner F £10.00 £0.00

Recent activity View all →

£
£11.00 received · BACS · S01
21 May · 09:14
✉
12 demands posted
15 May · 08:05
!
Returned mail · S05, addressee unknown
14 May · 11:32
§
Consent letter signed · S01 alteration
12 May · 16:48
✉
Reminder posted · S04 · day 14
10 May · 08:05
The platform

Built around how UK leasehold records actually work.

Three lease instruments, two statutory regimes, one workflow. Every demand, reminder and notice the platform produces is built from the prescribed form, not a template a marketer wrote.

Statutory coverage, built in
s.166
Commonhold and Leasehold Reform Act 2002. Prescribed demand form for long leasehold ground rent.
RA 1977
Rentcharges Act 1977. Separate demand wording for perpetual freehold rentcharges.
Sch. 11
Schedule 11 administration charges with the statutory summary of rights enclosed.
s.20B / LA 1980
Limitation Act 1980 six-year cap on arrears flagged automatically for solicitor review.
Property records

Every property as a digital case file.

References, lease, owners, occupiers, payments, consents, returned mail. All on a single timeline. Searchable, exportable and auditable.

Property page

One timeline per property. Every event, in order.

No more flipping between spreadsheets, scanned letters and email threads. Open a property and see exactly what's happened to it, going back as far as your records do.

  • ✓Lease & title scans attached to the property, not lost in a drive.
  • ✓Ownership history with assignment fees and solicitor enquiries.
  • ✓Consents & alterations. Licence to Alter, plans, conditions.
  • ✓Returned mail & deceased tracking as first-class events.
S01 · leasehold (direct) · s.166 CLRA 2002
Sample property 01
Long lease · yearly reserved rent · legacy cycle
Timeline Demands Payments Consents Docs
Yearly rent
£7.00
Balance
£0.00
Leaseholder
Leaseholder A
£ 21 May 26 BACS payment receivedallocated to demand Y26 +£11.00
✉ 15 May 26 Yearly demand postedproof of postage attached £11.00
§ 04 Mar 26 Licence to Alter, single-storey rearapproved · £180 consent fee £180.00
! 12 Sep 25 Returned mail · "addressee unknown"owner search opened —
£ 28 Jun 24 Cheque received · split allocationrent + consent fee +£187.00
Demand workflow

Demand → posted → reminded → paid.

A full yearly run, on rails. Configurable charges, statutory wording, postage tracking and reminders. All itemised and on the record.

Yearly demand run

The annual scramble, on a workflow.

ChiefRent pulls the reserved rent, statutory wording and references straight from each property. You preview the batch, send it, and let the platform follow up.

  • ✓One-click batch across an entire portfolio.
  • ✓Configurable charges. Admin, postage, reminders, per tenancy.
  • ✓14 / 30 / 60 day escalation cycle, itemised.
  • ✓Historic arrears kept separate. No retroactive fees.
Demand · Y26 demand_sent
Yearly rent£7.00
Admin charge£2.50
Postal & print£1.50
Total due£11.00
Reminder · day 14 reminder_sent
Carried over£11.00
Reminder admin£2.50
Postal & print£1.50
New total£15.00
Payment received allocated
MethodBACS
ReferenceS01 / Y26
Allocated toDemand Y26
Cleared£11.00
Statutory demands · built in

The prescribed form. Not a template a marketer wrote.

Under Section 166 of the Commonhold and Leasehold Reform Act 2002, a long-leasehold ground rent demand is not legally due unless it is in the form prescribed by the Landlord and Tenant (Notice of Rent) (England) Regulations 2004. Every demand the platform generates is built from that prescribed form. Freehold rentcharges are issued under the Rentcharges Act 1977, on their own template.

  • ✓S.166 prescribed form with the verbatim Notes for Leaseholders, the s.167 £350/3-year forfeiture warning and the 30–60 day pay-by window.
  • ✓Schedule 11 administration charges notice printed on the reverse, with the statutory Summary of Rights and Obligations.
  • ✓Rentcharges Act 1977 demands kept separate. Different statute, different wording, never mixed with leasehold.
  • ✓Proof of postage on record. Returned mail comes back to the property as a flagged event.
In post
chiefrent.co.uk
Leasehold Management
Sample Estate
sample landlord address
hello@chiefrent.co.uk
Your Reference
S01/Y26
Date of Issue
14 May 2026
CHIEF RENT REQUEST payable by 15 June 2026
£7.00
DescriptionAmount
Chief Rent – Full Year 2026£7.00
TOTAL DUE£7.00
Notice to Long Leaseholders of Rent Due
Commonhold and Leasehold Reform Act 2002, Section 166
1
LeaseholderLeaseholder A
4
Payment due on15 June 2026
2
PremisesSample property 01
5
In respect of periodYear 2026
3
Rent due£7.00
6
Payable toSample Estate
Notes for Leaseholders

Read this notice carefully. Seek help immediately if you cannot pay or dispute the amount — CAB, housing advice centre, law centre or solicitor can help.

Section 167 prevents forfeiture unless the amount owed exceeds £350 or has been outstanding for more than three years.

How to Pay
Bank Transfer (BACS)
Sample Estate · A/C •••• •••• · Sort ••-••-••
Reference S01/Y26
Quote reference S01/Y26 on payment. Unallocated payments attract a £25.00 administration charge.
PLEASE RETAIN — RECEIPT
RECEIPT

Return this tear-off with remittance for a receipt, or supply an email address.

REF: S01/Y26
chiefrent.co.uk Issued under CLRA 2002, s.166
✓
Generated
Compliant template
✓
Sch. 11 reverse
Charges notice attached
✓
Posted
Proof of postage filed
·
In transit
Royal Mail
s.166 CLRA 2002 Leasehold (direct) and leasehold (underlease). Prescribed-form ground rent demand.
Rentcharges Act 1977 Freehold rentcharge. Separate statutory wording, never mixed with leasehold.
Schedule 11 CLRA Administration charges with the statutory Summary of Rights and Obligations enclosed.
s.167 & LA 1980 £350 forfeiture threshold and the six-year limitation cap surfaced in the UI.
Demand variants

Three instruments, three templates. Same audit trail.

Section 166 sits at the front. The Schedule 11 administration charges notice is printed on the reverse of the first annual demand and carries the statutory Summary of Rights and Obligations. Freehold rentcharge demands are issued under the Rentcharges Act 1977 on a separate template.

Schedule 11 CLRA · back page Reverse of first annual demand
Notice of Administration Charges
Schedule 11, Commonhold and Leasehold Reform Act 2002
Annual ground rent demand£3.00
Annual demand · with arrears£5.00
Unallocated bank payment£25.00
Alteration consent£75.00
Notice of transfer / charge£60.00
Solicitor enquiry pack£100.00
Freehold purchase quote£75.00
Arrears — first reminder£5.00
Arrears — final notice£10.00
Your rights. All administration charges are reasonable and reflect actual costs. You have the right to apply to the First-tier Tribunal (Property Chamber) to determine whether any charge is payable or reasonable. Further information from the Leasehold Advisory Service, www.lease-advice.org, 020 7832 2500.
Rentcharges Act 1977 Separate template — freehold
Notice of Rentcharge Due
Rentcharges Act 1977 and the original Conveyance
OwnerOwner D
PremisesSample property 04
Rentcharge£5.00
PeriodYear 2026
Payable toSample Estate
Due on15 June 2026
NOT issued under s.166 CLRA 2002. Freehold rentcharges are payable under the Rentcharges Act 1977 and the terms of the original Conveyance. The 30 to 60 day Section 166 window does not apply.
Issued under Rentcharges Act 1977 · S04/Y26
Document & lease storage

Every lease, every notice, every cheque stub. Filed against the property.

Long leases outlive the people who manage them. ChiefRent stores the actual lease, the title, the assignment, the consent, the cheque scan, every demand and reminder ever served — against the property record. Soft-delete only. Audit-logged. Signed-URL access. So the next person to administer this portfolio inherits a complete file, not a mystery.

Nine document categories. One filing cabinet.

Built for portfolios that need to outlast the spreadsheet.

Each document is filed by category against a property, with description, related date, related party, visibility scope and full audit trail. Stored on UK-region object storage with short-lived signed URLs. Nothing is ever hard-deleted.

  • ✓Nine categories matching the way leasehold portfolios actually file: lease, title, correspondence, payment-evidence, probate, assignment, receipt, demand, other.
  • ✓Visibility scope. Private, occupier, solicitor or all. So a solicitor enquiry pack shows what a solicitor needs, and not what they don't.
  • ✓Searchable. Extracted text per document means a contains-search across an entire portfolio of leases finds the clause you remember reading once.
  • ✓Soft-delete only. Documents are flagged deleted with date and user, never removed. R2 lifecycle handles long-term cleanup.
  • ✓Signed URLs only. Raw object URLs are never exposed. Each download is a fresh time-limited URL written to the audit log.
Sample property 01 · Documents
UploadCategories
All 12 Lease 1 Title 1 Demand 4 Correspondence 2 Assignment 1 Probate 1 Receipt 2
Original lease — 999 years from year-x
Lease · 14.2 MB · uploaded by admin · solicitor visible
View
HM Land Registry title — official copy
Title · 820 KB · solicitor visible
View
2026 annual demand — Section 166
Demand · generated 14 May · proof of postage attached
View
Notice of Transfer — 2024
Assignment · £60 registration fee · counterparty solicitor
View
Licence to Alter — single-storey rear
Correspondence · signed by both parties · 4 pages
View
Cheque receipt — 2019
Receipt · scanned · private
View
Arrears & compliance

Arrears, escalated properly. With evidence, not proceedings.

A stage-based workflow that follows the lease. Itemised charges. Returned mail handled as a workflow, not an inbox. Solicitor evidence pack on demand.

Arrears workflow

Five stages. Every charge itemised. Nothing automatic that isn't yours to send.

Reminders, final notices, escalation reviews, at the right intervals, in the right wording. Historic arrears stay separate; nothing is retroactively applied to balances that pre-date your migration.

  • ✓Configurable stages at 14 / 30 / 60 days.
  • ✓Schedule 11 fees only. Reminder and final-notice charges are itemised against the statutory paragraph they sit under.
  • ✓Limitation Act 1980. Arrears older than six years are flagged automatically for solicitor review and never auto-chased.
  • ✓Section 167 threshold. The £350 / three-year forfeiture rule is surfaced in the UI so you never assume a remedy you do not have.
  • ✓Evidence pack. Postage, payments, lease wording, prior notices. Exportable for a solicitor.
Arrears board · 2026 cycle 7 properties in workflow
Due3
S03
Sample property 03
Day 1£11.00
S09
Sample property 09
Day 4£11.00
S10
Sample property 10
Day 6£11.00
Reminder2
S04
Sample property 04
Day 16£14.00
S08
Sample property 08
Day 14£15.00
Final notice1
S05
Sample property 05
Day 34£17.50
Returned mail1
S05
Addressee unknown
Trace open—
Escalation1
S06
Sample property 06
Day 86£42.50
Owner & leaseholder portal

Your leaseholders log in. They do not phone you.

Every demand carries a QR and a short URL. Leaseholders, freeholders and solicitors sign in through one door and the platform routes each to the right portal. You sign in through the same door and land in admin.

Self-serve, by design

One sign-in. Routed to the right place.

Leaseholders, freeholders, solicitors and tenant admins all sign in through the same door. The platform routes each account to the right view, so nobody ends up where they should not be.

  • ✓Account dashboard. Current balance, next demand, year-by-year payment history.
  • ✓Notices & documents. Every demand, reminder and Schedule 11 notice ever served, downloadable as PDF.
  • ✓Requests. Licence to Alter, freehold purchase quote, head-lease confirmation, solicitor enquiry pack. Logged, fee-rated, tracked.
  • ✓Contact updates. Address, email, phone — verified by token, written to the audit log, never editable by phone.
  • ✓Payment history & fee schedule. Same statutory wording the demand carries. No surprises.
Sign in to your account → Leaseholders, freeholders, solicitors and tenant admins all use the same login.
Leaseholder Portal
chiefrent.co.uk · Sample property 01
Balance
£0.00
Up to date
Next demand
£7.00
Due 24 June
Reference
S01/Y26
Quote on payment
Notices & documents
Notice of rent due — 2026
S.166 CLRA 2002 · issued 14 May
View PDF
Administration charges notice
Schedule 11 CLRA · summary of rights
View PDF
Open a request
Licence to Alter Freehold quote Head-lease confirmation Update contact details
Who it's for

For the people actually running these portfolios.

Built first for a family-held estate. Designed to work for the solicitors and managing agents that touch the same kinds of portfolios.

Small & family freeholders

Bring an inherited spreadsheet of 30, 90 or 200 historic leases onto a platform that respects the leases as they actually read.

  • Spreadsheet & ledger import
  • Legacy yearly cycle, untouched
  • Historic arrears kept separate

Solicitors & lease administrators

Demands, assignment notices, consent applications and arrears across hundreds of properties. Every letter, reply and fee searchable.

  • Per-client portfolio view
  • Sale enquiry workflow
  • Evidence pack export

Estate & managing agents

Mixed portfolios. Yearly, half-yearly, quarterly or custom. Configurable fee rules, reminder schedules and postage rules per client account.

  • Per-tenancy billing cycle
  • Custom fee & reminder rules
  • White-label letterhead, on the roadmap
Pricing

Free during beta. ~ £1–£2 per property thereafter.

Simple per-property pricing. No platform fee, no per-seat charge, no payment-processing cut, because we don't touch your money.

Beta · live now

Free beta access

£0/ property · all features

Bring your portfolio across, run real demands, post real letters. We're onboarding a small cohort of solicitors and freeholders and reviewing every applicant by hand.

  • ✓Unlimited properties, owners and documents
  • ✓Postal mail at cost. Postage & paper, no markup.
  • ✓Spreadsheet & legacy ledger import
  • ✓Direct line to the developer
  • ✓Discounted pricing for the beta cohort
Request beta access →
Cohort limited. Hand-reviewed onboarding.
After beta · indicative

Per-property pricing

~£1–£2/ property / year

A simple per-property charge once the platform graduates from beta. No platform fee, no per-seat charges, no payment-processing cut, because we don't touch your money.

  • ✓Same platform, no feature gating
  • ✓Postal at cost. Royal Mail prices, no markup.
  • ✓Optional white-label letterhead & domain
  • ✓30 days' notice if pricing ever changes
Get notified at launch →
Pricing indicative. Finalised with beta cohort.
Payments go direct to you. We never touch the money.

Leaseholders pay you by BACS, cheque or standing order, into your own bank account. ChiefRent handles records, demands, reminders and the audit trail. No platform float, no card-processing cut, no escrow.

No platform float
FAQ

Specifics, in plain English.

ChiefRent is leasehold administration software, not a billing processor. A few clarifications people ask for early.

What kinds of interest does it actually administer?

Three: long leasehold held directly from a freeholder (s.166 CLRA 2002), long leasehold held under a head lease (also s.166), and freehold subject to a perpetual rentcharge (Rentcharges Act 1977). Each has its own demand wording, its own statutory regime, and its own template. The platform keeps them apart.

Is the demand template actually compliant?

The S.166 demand is built from the prescribed form in the Landlord and Tenant (Notice of Rent) (England) Regulations 2004 (SI 2004/3096). It carries the verbatim Notes for Leaseholders, the Section 167 £350/three-year forfeiture warning, and a 30 to 60 day pay-by window. Administration charges are issued under Schedule 11 CLRA 2002 with the statutory Summary of Rights and Obligations enclosed. Solicitor sign-off before first use is strongly recommended.

Is everything on the platform a "chief rent"?

No. The domain is memorable and recognised in the North West, but ChiefRent administers ground rents, rentcharges, chief rents, head leases and general long-leasehold portfolios. The public wording never implies otherwise.

Do you take a cut of the rent?

No. Leaseholders pay you direct. We never process card payments, we never hold a float, we never touch your funds. Pricing is per-property, not per-pound collected.

What about historic arrears on imported portfolios?

Historic arrears come across as their own balance, separate from anything the modern reminder workflow generates. We never retroactively apply admin or postage charges to balances that pre-date your migration.

Are admin and postage charges actually recoverable?

Often, yes, provided they're reasonable, itemised, transparent and supported by your lease wording. ChiefRent keeps every charge itemised on the record so it can be defended if challenged. We are not a substitute for legal advice.

Does it handle alteration consents and assignments?

Yes. Licence to Alter, landlord consent, planning & building-regulation references, assignment registration and solicitor sale enquiries are all first-class workflows, with linked fees and document storage.

Can I keep my legacy yearly cycle?

Yes. A portfolio can be marked as legacy / yearly and the arrears engine works from due dates and overdue days. No hardcoded assumptions. New tenants can choose yearly, half-yearly, quarterly or custom.

How do I get into the beta?

Apply via the contact form. We're prioritising solicitors, small freeholders and family-held portfolios in the United Kingdom. Every application is reviewed by hand and onboarded in small cohorts.

Bring your portfolio out of the spreadsheet.

Free during beta. Around £1–£2 per property thereafter. Leaseholders pay you direct. We keep the records, the letters and the audit trail.

Request beta access →