Landlord’s Guide to Periodic Inspections

As a landlord, it’s very important to conduct periodic inspections throughout each tenancy. Doing so can ensure your property is in a reasonable condition and that your tenants are complying with the tenancy agreement.

However, knowing how often to conduct inspections, what to look for, and how much notice to give your tenants isn’t always easy.

In this guide, we’ll explain all you need to know about navigating periodic inspections and what’s expected of you as a landlord.

A periodic inspection is a mandatory safety check to assess a property’s general condition, identify any potential maintenance issues, and ensure electrical installations are compliant.

Most landlords arrange periodic inspections of their tenanted properties every three to six months to ensure they’re safe for continued use.

To ensure your tenants are taking care of your property, you should assess its overall condition. Both the interior and exterior should be examined regularly throughout the tenancy as part of your periodic inspections.

You or your letting agent should conduct periodic inspections for each tenancy to spot early warning signs of potential problems.

So, what are the main reasons for carrying out regular inspections?

The main purpose of a periodic inspection is to spot any obvious maintenance issues. You can also uncover and address minor problems before they spiral into major issues. Remember that it’s always easier and cheaper to fix problems early.

Something simple, such as a small leak, can transform into a terrible disaster if left unattended for too long.

Relying on your tenants to report issues isn’t always enough to ensure that everything is in working order. While most tenants will report serious issues, many won’t flag the small ones until it’s too late.

Some tenants – through no fault of their own – will be completely unaware of potential problems.

For example, they may have become accustomed to the smell of damp, but you’ll notice it as soon as you walk through the door. It’s always wise to have a fresh pair of eyes (and a nose) to look over the property to stay on top of maintenance.

While the property may be in a generally good condition, this doesn’t necessarily mean that your tenants are looking after your investment.

As a landlord, you can’t tell your tenant how to live day to day, but if you find that they’re unclean, you can inform them that this will result in property damage.

For instance, if they leave clothes lying around on the floor, that’s their lifestyle choice. But if they don’t clean the bathrooms, your fixtures and fittings could become permanently stained.

Before the Renters Rights Act, landlords couldn’t just evict tenants based on their living conditions and would not renew the contract at the end of the tenancy. However, private tenancies have now moved to rolling tenancies, meaning tenants will be able to stay in the property unless a valid legal reason is used to end the tenancy.

Although you may believe you have good tenants if they consistently pay rent on time, that’s not always the case.

In some instances, the most problematic tenants can be the best payers, as they want to keep you away from the property to hide their illegal activities.

For example, there has been an increasing number of tenants turning their homes into cannabis farms. That said, conducting a periodic inspection of your properties will help you uncover any activities that may be unlawful.

If you don’t value the relationship you have with your tenant, you may be making a big mistake. Clear communication and a good rapport are key to a stress-free relationship, which can even make your investment more profitable.

Not only does a good relationship make arranging inspections and repairs easier, but it may also make your tenant more likely to renew the agreement at the end of the fixed term.

It’s common practice for landlords to conduct inspections before they start taking viewings for new tenants.

Doing is a very good idea, as it ensures the property is presentable and smart when you show prospective renters around. The smarter and more amenable your property is, the more quality tenants you’re likely to attract.

Conducting a thorough periodic inspection can help you address potential issues before they escalate. Here’s what to look for in particular:

Damp and mould are among the most important issues to look out for, as tenants often overlook them. Many tenants don’t realise how dangerous and serious mould infestations can be, but you must be aware of them.

Always look around windows and sinks, and pay special attention to rooms prone to moisture, such as the bathroom and kitchen. Flaky paint, dark patches, and unpleasant musty odors are also possible signs of damp.

Don’t forget to check the pipework hidden away in kitchen units and ensure that all extractor fans work – this will help to prevent mould infestations in the future.

Often, damp is caused by the tenant not properly ventilating or heating the property. If you feel this may be the case, discuss the issue with the tenant and help them find solutions.

This guide will help to prevent damp in your property.

Run all the taps on your property to check for leaks. Leaks can be a major cause of mould and rot, which can negatively impact your tenants’ health and your property’s condition.

It’s also worth checking the drains outside for blockages and ensuring water isn’t overflowing, as this can lead to much bigger problems.

Give all the fixtures and fittings, and any other items you’ve provided in the inventory, a detailed once-over to check that they’re in good condition and suitable working order.

It’s very unlikely your tenants will pay attention to the loft, so have a quick look around with a torch to check for any leaks, holes, or signs of rodents.

If a clause in your tenancy agreement specifies that the tenant must maintain the garden, you should check that it’s neat and not overgrown.

It’s also wise to ensure there are no piles of rubbish in outdoor areas, as these can attract pests and other unwanted wildlife.

You can even include a section in your periodic inspection report about the forthcoming season and what’s expected of the tenant at this time regarding garden maintenance.
For example, if the periodic inspection covers January, February, and March, you should remind your tenants to tend to the garden before your next visit.

If the inspection falls during the summer months, remind your tenant to mow the lawn and trim any shrubs at the end of the growing season.

A common dilemma with periodic inspections is the fine line between fair wear and tear and actual damage. You must remember that you can only make your tenants liable for damage, not fair wear and tear.

As you look around the property, carefully consider which issues were caused by reasonable use of the property (such as scuff marks on the walls) and which are more pressing signs of damage (such as large holes in the walls or carpet burns).

While most tenancy agreements ban smoking because it can result in costly repairs, it’s not always enough to deter tenants from doing so.

If you spot signs of smoking during a landlord’s periodic inspection, remind your tenants that they’re responsible for returning the property in the same condition as when they moved in. If they fail to do so, they’ll have to pay the costs of making good.

As a landlord, you’re legally obligated to carry out a periodic electrical inspection in addition to gas and fire safety checks. You must perform these checks annually and include them as part of your periodic inspections.

Here are some actions you should take to remain compliant as a landlord:

• Give your tenant a copy of the gas safety certificate before they move into the property
• Have every gas appliance, boiler, and flue checked by an official Gas Safe registered engineer annually
• Hand a copy of the gas safety certificate to your tenant within 28 days of the annual check

• Install and test a smoke alarm on every floor of the property as a minimum. Replace batteries when required
• Ensure all alarms are in full working order at the start of every new tenancy
• Supply and test a carbon monoxide alarm in each room with a solid-fuel burner or stove. Again, replace batteries if required
• If your property is a house of multiple occupation (HMO), install fire alarms, fire extinguishers, and fire blankets
• Make sure that escape routes are freely accessible and that the tenant knows where to find them
• If there are fire doors, make sure they have clear access and are easy to open
• Check that all furniture provided and furnishings are officially ‘fire safe’

• Arrange a registered electrician to perform a professional check every five years to get an Electrical Installation Condition Report (EICR) or sooner if recommended in your most recent report
• Make the EICR report available to every tenant before they move in, and every time the tenancy changes hands
• Minimise the risk of potential electric shocks by checking that your property has an adequate residual current device (RCD) installed

While these statutory checks must be carried out annually, it’s a good idea to inspect these areas during your periodic inspections to ensure your property is safe.

You should conduct periodic inspections at least every three months to avoid making your tenants feel harassed.

Most landlords may also carry out inspections around the start of a new tenancy to ensure everything is safe and in good working order.

Some tenancy agreements may include a clause on periodic inspections. These clauses usually specify how often inspections will take place and who will carry them out, such as the landlord or a letting agent.

To maintain good relations with your tenant, it’s a good idea to set inspection dates in advance, so everyone is on the same page.

Whether you’ve agreed on the dates of your periodic inspections in advance or you’re conducting a one-off inspection, you should give your tenants plenty of notice.

The 1988 Housing Act gives a tenant the right to live undisturbed in a property for an agreed amount of time and rent.

The Act also allows landlords to enter the property to inspect its ‘condition and state of repair’.

However, landlords don’t have the right to turn up unannounced and demand entry to the property.

As a landlord, you must give the tenant at least 24 hours’ notice of an unscheduled inspection, ideally in writing. It should also take place at a ‘reasonable time of the day’.

Where possible, give your tenants more than 24 hours’ notice to remain respectful and maintain a good relationship.

Registered electricians must perform periodic electrical inspections. They’ll check the condition of the electrics against the UK standard for the safety of electrical installations, BS 7671 – Requirements for Electrical Installations (IET Wiring Regulations).

If you use a letting agent to manage your property, they may conduct periodic inspections on your behalf.

However, you must ensure they actually visit the property and supply you with a periodic report afterwards. Most agents use score sheets to record the property’s condition and note any problems.

Unless the tenant knows you or your agent well, they may not feel comfortable with having people in their home, especially when they’re not there. As a result, some will be reluctant to allow entry. However, be aware that some may refuse access to hide sinister activities.

Under the law, all tenants are entitled to live in “quiet enjoyment”, meaning that you or your agent must get their permission before entering the property. So, what do you do if permission is refused, even if you’re willing to arrange for a time suitable for the tenant?

While you have the right to inspect the condition of your property, you can only enforce it with a formal application for a court order.

If your tenant refuses access, you or your agent can’t enter the property. Doing so could be seen as trespassing or harassment. The only exception is an emergency. In these cases, you can enter the property without the tenant’s permission.

It’s also worth noting that if the tenant refuses entry and, as a direct consequence, the property is in a worse state of repair at the end of the tenancy, you may be able to claim against their deposit.

Historically, landlords could serve a section 21 notice, however this was abolished as part of the Renters Rights Act.

Most tenancy agreements include a clause for periodic inspections, specifying that the landlord has permission to access the property to conduct an inspection. If you’re putting the agreement together yourself, include this clause to ensure tenants are aware of your duties.

While it is the law that landlords must keep the property in a good state of repair, tenants may not be aware of your right to check the condition of the property regularly. Including a ‘periodic inspection clause’ in the agreement will inform your tenants of this practice from the start.

It’s also a good idea to remind your tenants at check-in that you or your agent will conduct periodic inspections of all rooms and the exterior of the property, and to compile a report documenting any issues or discoveries.

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Below are some frequently asked questions about legal responsibilities for tenants and landlords.

An EICR is a form of periodic inspection. The industry updated the terminology from the “Periodic Inspection Report” (PIR) to EICR. However, both refer to the same testing process used to examine the safety and condition of an electrical installation in a property.

Landlords also carry out wider periodic inspections to check both the interior and exterior for any signs of damage or potential maintenance issues.

Periodic inspections should take place at least every three months to assess a property’s general condition, identify any potential issues that need to be addressed, and ensure everything is safe.

Regular periodic inspections are important because they help maintain a healthy relationship between the tenant and the landlord.

Conducting regular inspections also allows the landlord to ensure the property is safe and resolve any maintenance issues before they escalate into bigger, more costly problems.

Yes, you can include a clause specifying how often periodic inspections will take place and providing your tenant with more information on the process.

Including a clause like this in your tenancy agreement will ensure you are as transparent as possible and help you maintain a positive relationship with your tenant.

The sole purpose of this article is to provide guidance on the issues covered. This article is not intended to give legal advice, and, accordingly, it should not be relied upon. It should not be regarded as a comprehensive statement of the law and/or market practice in this area. We make no claims as to the completeness or accuracy of the information contained herein or in the links which were live at the date of publication. You should not act upon (or should refrain from acting upon) information in this publication without first seeking specific legal and/or specialist advice. Arthur J. Gallagher Insurance Brokers Limited trading as Just Landlords accepts no liability for any inaccuracy, omission or mistake in this publication, nor will we be responsible for any loss which may be suffered as a result of any person relying on the information contained herein.