Getting the balance of property inspections right can be tricky. They should be regular enough to spot potential issues such as required maintenance or contract breaches, balanced with respect for a tenant’s privacy and their right to live undisturbed.
It can be tempting to consign a property inspection to check-in and check-out, however, inspections have moved beyond just checking a property’s condition and inventory at either end of the tenancy.
Increased compliance responsibilities and longer tenancies¹ make it more important than ever to manage a schedule of regular property inspections, whether you are handling them yourself or advising landlords.
How Often Should Property Inspections Be Conducted?
Landlords are responsible for the maintenance and repair of their properties. This includes everything from the supply of utilities to the structure and exterior of the property, as well as its fixtures and fittings. The property must be fit for habitation throughout under the Homes (Fitness for Human Habitation) Act 2018 and should be free from hazards. When a landlord entrusts property management to a letting agent, the agent assumes the responsibility of conducting these inspections on the landlord’s behalf, as stipulated in their management contract.
Regular inspections allow potential problems to be spotted earlier, before they end up impacting the tenant and costing more to fix. They also allow you to check the property is being looked after and that no illegal activity is taking place.
There are no hard and fast rules on how often inspections should be carried out. Instead, landlords and agents should follow best practices. The NRLA suggests quarterly inspections, at least at the start of a tenancy. The first three months will certainly give a good indication of how well a property is being maintained. Quarterly inspections also help ensure a property is ready for each new season.
Some landlords and agents will then make a judgement call to move to six-monthly inspections and perhaps yearly inspections if they are happy that the property is being well looked after and the tenant is there for the longer-term.
It’s crucial to strike the right balance, as visiting a property too often could be deemed harassment. Tenants have the right to ‘quiet enjoyment’ of their home, and excessive inspections could infringe upon this right.
Handling property inspections with care & respect can significantly build tenant trust
Why Increased Compliance May Require More Frequent Inspections
As compliance responsibilities increase, a return to more regular inspections of the properties that you manage may be required. Their frequency may even be dictated under the terms of your landlord’s insurance.
The new Labour government has pledged to tighten up on standards and regulations within the private rented sector through its Renters’ Rights Bill (replacement to the Renters (Reform) Bill).
The new bill will see the extension of both the Decent Homes Standard and Awaab’s Law from the social rented sector to the private rented sector after both were mentioned in the King’s Speech in July. The Decent Homes Standard aims to ensure that homes are safe, secure and hazard-free while Awaab’s Law places legal timeframes for landlords to deal with hazards such as damp and mould.
Since the early stages of damp and mould can go unnoticed, even by a tenant, regular inspections by someone who knows what to look for can prevent the issue from developing in the first place. And, where damp and mould might be caused by condensation from a tenant not ventilating a property properly or drying washing inside this is an instance where you can legitimately offer advice.
How to handle property inspections respectfully
Handling property inspections with care and respect can significantly build tenant trust. Here are three strategies to help you achieve that.
- Give adequate notice: Minimising the intrusiveness of a property inspection is key to fostering a positive relationship with the tenant. Landlords or letting agents must seek permission from the tenant before entering the property, ensuring that visits are scheduled at a time convenient for them. Providing at least 24 hours’ written notice is required for any visit, with a minimum of 48 hours in Scotland. For regular inspections, setting up a pre-agreed schedule offers tenants additional time to prepare.
- Don’t judge: The inspection should focus on whether there are potential maintenance or repair jobs required in the property and that everything works as it should. An inspection should not criticise a tenant who has yesterday’s breakfast bowls in the sink or who might have left their washing on the bedroom floor. However, if the behaviour represents a health hazard – such as leftover food attracting vermin – then advice can be given.
- Build a proactive relationship with tenants: Tenants that feel judged on how they live will resent property inspections. Those who have a more positive relationship with their landlord or letting agent will welcome them. In the latter case, they trust that the landlord or letting agent is working in their interest, identifying and fixing issues that may be a problem later down the line – such as a faulty heating system. It can make inspections a foundation block of a trusted tenant relationship rather than something a tenant resents.
Make use of additional eyes and ears
The other advantage of building trusted relationships such as these is that the tenant also becomes proactive. They report issues in good time outside of regular inspections.
Yet another way of employing additional eyes and ears on properties under your management is by building relationships with trusted contractors. For example, a gas engineer might spot wider problems on their annual safety check that may not have been evident in the last inspection, and with a good relationship will tell you about them.
Such measures help ensure that you keep on top of inspection responsibilities. Taking inspections seriously and rectifying issues in good time encourages tenants to stay longer, since they won’t want to lose a good home. And that’s good news for your business and the landlords you serve.
This article is intended as a guide only and does not constitute legal advice. If in doubt seek professional legal advice.
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