Emotion doesn't collect arrears, a paper trail does. This is the step-by-step process I use with landlord clients, from first reminder to formal escalation.
Keep it on your phone. If your tenant ever goes quiet on rent day, you'll know exactly what to do next.
Work through these in order. Each step builds the record that protects you if things escalate.
Check the rent due date, grace period, late payment interest clause, and what remedies the TA gives you after 7 or 14 days. Everything you do next must match what the TA actually allows.
A short WhatsApp works: state the amount, the month it covers, and the account to pay into. Keep the tone neutral. Most arrears end here.
Firmer, still professional. State the amount, days overdue, and a clear payment date. WhatsApp counts as written communication, so this message matters.
Save both reminders with timestamps visible, plus any replies. One folder per tenancy. Your paper trail is your protection if this ever reaches a tribunal.
The letter states the amount owed and period covered, a payment deadline (7 days is standard), payment details, reference to the reminders already sent, and the consequences under the TA. Registered post gives you proof of delivery. Keep the tracking slip stapled to a copy of the letter.
One WhatsApp: a formal letter of demand has been sent by registered post, please arrange full payment within 7 days. This message alone often unlocks payment before the letter lands.
Most TAs say the deposit cannot be used to offset unpaid rent during the tenancy. It protects you at the end of the lease. Don't agree to 'just use the deposit' without understanding what you give up.
Depending on your TA: late payment interest, written notice of breach, and in persistent cases the right to terminate. Never change locks or remove belongings yourself, self-help eviction can create liability for you even when rent is owed.
The Small Claims Tribunal can hear certain residential tenancy disputes for leases of up to 2 years, subject to claim limits. For larger sums, longer leases, or contested cases, speak to a lawyer about the right forum before acting.
Tighter tenant vetting, employment and income checks, the right deposit sizing, and TA clauses that actually protect you. This is where a good agent earns their fee before problems start.
Tell me how many days overdue, what you've sent so far, and whether the deposit is still with you. I'll point you to your next step, no charge for the first look.