A landlord’s email account can hold tenancy correspondence, repair reports and important notices. Protecting that account is part of managing the records on which the business depends. This practical article was reviewed on 15 October 2026.
Secure the account itself
The National Cyber Security Centre recommends passkeys where available, or a strong unique password supported by two-step verification. If an account still has a password even when a passkey is used, that password also needs appropriate protection.
Using the same password across unrelated services makes the email account dependent on the security of those other services. Review the account’s security settings and recovery arrangements, and keep access limited to the people who need it.
Keep correspondence traceable
Our practical recommendation is to retain the original message, attachments and date information in the relevant property file. A screenshot alone may leave important context outside the record.
If a message appears to change payment instructions or contradict earlier correspondence, verify it using an established contact route before acting. Keep a record of that clarification alongside the message so the eventual decision can be understood.
Do not confuse security with valid service
A secure inbox does not establish that a particular notice has been legally served. The notice type, applicable rules and agreement still need checking. Do not assume that pressing send proves receipt or that every legal document can be served by email.
Where a deadline or possession process depends on service, obtain advice about that specific document and retain the evidence recommended. This article does not adopt the original source’s wider legal conclusions about a reported court case.
Source: National Cyber Security Centre guidance on securing organisational email.