Periodic Inspections – a Landlord’s Guide
Published on June 30, 2023 by Sarah Mac
Once you’ve checked in your tenants at the start of the tenancy and agreed the inventory and check-in report, you’d be forgiven in some respects for thinking that’s it until the end of the tenancy. But if you want to make sure your tenants are sticking to the terms of the agreement, and keeping your property in good order, as well as ensuring they are happy and safe in their accommodation, it is vital to carry out regular periodic inspections.
How do periodic inspections protect landlords and tenants?
Periodic inspections, also known as interim inspections or mid-term inspections, are designed to help landlords identify any maintenance or safety issues that need attention. They are also undertaken with a view to keeping track of how well tenants are caring for the property, and whether they are sticking to the terms of the tenancy, for example not allowing smoking and keeping the garden in good order.
Landlords should not treat a periodic inspection as an opportunity to scrutinise tenants. What they should be is the chance for both parties to air any concerns, allowing tenants to ask questions and relay an issues, as well as the landlord explaining anything that may have been innocently misunderstood.
How often should periodic inspections be carried out?
There are no official guidelines that stipulate the frequency of periodic inspections. This really will depend on the property, the tenants and any particular landlord preferences.
Some landlords elect to conduct the first mid-term inspection quite soon after the tenants have moved in, providing an early opportunity to deal with any initial snagging or queries. A month in is generally considered acceptable for the first inspection.
Following this first inspection, a good guide is around every three months for new tenants, and six to twelve months for long term tenants.
Do I have to give notice to carry out a periodic inspection?
Landlords are not permitted to enter a rental property without giving prior notice and gaining consent from the tenant, unless there is a genuine emergency such as a fire or a gas leak.
The Landlord and Tenant Act 1985 and The Housing Act 1988 both give landlords the right to enter a property so as to assess its condition or make repairs, but there is a requirement to give at least 24 hours’ notice.
In reality, and to keep tenants onside, it is good practice to provide more notice than 24 hours, and to organise the visit for a reasonable time of day. Tenants may need to make arrangements, and it should be considered that they are likely to be at work during the day. Making arrangements twelve months in advance for a year’s worth of inspections is a good idea if possible. The dates could even be included in the tenancy agreement.
Tenants do retain the right to refuse a landlord’s request for access. If for example they are away, unwell or the time simply doesn’t suit them, then they can ask for a different time and date.
Tenants generally do co-operate. But in cases where access is continually refused, it may throw up a red flag. However, this does still not permit a landlord to lawfully access the property without consent, which means it may be necessary to obtain a court order.
What should be covered by a mid-term inspection?
There are various things that should be included in a mid-term inspection. Typically, the inspection will document in writing and with time-stamped photographs or videos:
Property condition
The condition of the property itself, plus any included furniture, as well as fixtures and fittings, appliances and anything else that has deteriorated since the previous inspection that has not been reported by the tenant.
Look for things like stained carpets, missing light fittings, broken locks, dented or marked walls, burn marks, limescale build-up around sinks, showers and baths, holes drilled in walls and lack of general cleaning.
The photographs from the original inventory can be used for comparison purposes when determining levels of damage. Don’t forget that fair wear and tear does not amount to damage.
Appliance condition
If you have supplied appliances as part of the tenancy, check that they are all in working order and safe to use. Tenants may not have reported any issues, but still check them in case they’ve missed something.
Mould and damp
Mould, damp, mildew and condensation are all tell-tale signs to look out for. It may be that the tenant has not been using extractor fans or ventilating the property as they should when cooking, taking a shower or drying clothes. Tenants can be reasonably expected to clean away any mould that has developed, but landlords may view its presence as a sign of negligence, which may be down to a lack of knowledge or understanding on the part of the tenant, who may simply need a heads-up on how to prevent it. It may also be a sign of a leak or blocked guttering, which should be investigated.
Leaks and blockages
Dripping taps, showerheads, damp patches, humming sounds… all can potentially indicate plumbing system issues which may need attention before they turn into major problems.
Pest infestations
Pests may indicate a lack of attention on the part of the tenant to keeping the property clean. Look for signs of ants, rodents and other pests and if you spot any issues such as food left out of the fridge or bins not emptied, advise the tenants of the risks.
Health and safety
Certain checks must be carried out by law periodically by qualified professionals, including gas and electrical safety inspections. In between these checks, the periodic inspection can be used to make sure that fixtures and fittings are working correctly, such as lighting, electrical sockets, smoke alarms, carbon monoxide detectors, extractor fans and heating. Also ensure that fire escape routes are being kept clear.
Breaches of the tenancy agreement
The periodic inspection is the ideal opportunity to check whether tenants are adhering to the terms of the tenancy agreement.
Things to look out for will depend on the individual terms of your agreement, but may include the likes of signs of smoking, pets or sub-letting.
Is it acceptable to carry out the periodic inspection myself?
You can of course carry out your own interim inspections. You will need to document your findings in great detail, including date stamped photographs or video and ensuring that no tenant personal data is captured in the process, as this would be a breach of data protection law.
Alternatively, you can engage the services of a professional inventory specialist. Bearing in mind that if you wish to make a claim on your tenant’s deposit protection scheme for any damage or negligence, you will need a robust report that is highly accurate and well detailed, you may wish to go down this route for your peace of mind and protection.
The Deposit Protection Service says that any inventory document written by the landlord (not an independent third party) that doesn’t give details about the condition or age of an item will have less value when being considered by the adjudicator. It may also affect the landlord’s claim based on ‘a balance of probabilities.
If you are unable to fully claim for damage due to a lack of impartiality and detail within your periodic inspection reports, you may find it difficult financially to get your property back to a rentable condition.
At SRP Inventories, we carry out data protection compliant, through and accurate photographic inventories and periodic inspections. Dealing with minor issues before they turn into full-on problems is one of the most cost saving things any landlord can do.
To learn more about our professional inventory services for landlords, and to book your next interim inspection, you are welcome to get in touch.