Inspections by Landlord *

The practical rule

Landlords should inspect to check the condition of the property, identify repairs, manage hazards, protect the insurance position, comply with mortgage and lease obligations, and preserve evidence of responsible management.

Common landlord mistakes

• Only inspecting when the tenancy is ending.
• Assuming the tenant will report every repair.
• Not checking insurance or mortgage conditions.
• Keeping no written inspection records.

Real consequences

Hidden leaks, hazards, unauthorised occupiers, damage, overcrowding, mould, fire risks or insurance breaches may go unnoticed until the cost is much higher.

The practical rule

If the property is mortgaged, insured or leasehold, the landlord should check the mortgage terms, landlord insurance policy and any lease or superior title obligations. These may require reasonable property management, notification of risks, limits on vacancy, proper occupation control or compliance with legal duties.

Common landlord mistakes

• Not reading landlord insurance conditions.
• Not notifying insurers of damage, leaks, fire risk or prolonged vacancy.
• Ignoring leasehold covenants about use, subletting or occupation.
• Assuming the tenant’s occupation removes the landlord’s inspection responsibility.

Real consequences

The landlord may face declined insurance claims, breach of mortgage terms, leaseholder/freeholder disputes, or difficulty proving they managed the property responsibly.

The practical rule

PIMS guidance is that routine inspections should not be excessive. The existing PIMS inspection guidance suggests inspections should generally be no more frequent than every three months, and where an agent is managing the property, no less than every six months, ideally every three months depending on risk.

Common landlord mistakes

• Inspecting too frequently and appearing intrusive.
• Never inspecting because the tenant pays rent on time.
• Using the same inspection frequency for every property regardless of risk.
• Not increasing vigilance after complaints, repair issues or access problems.

Real consequences

Too much inspection can create tenant conflict. Too little inspection can leave the landlord exposed when repair, insurance or HHSRS issues emerge.

The legal rule

The tenant has the right to quiet enjoyment. The landlord should normally give at least 24 hours’ written notice, attend at a reasonable time, and explain the inspection purpose. Emergency access is different and should only be relied on for genuine emergencies.

Common landlord mistakes

• Thinking written notice automatically allows entry if the tenant objects.
• Entering when the tenant is not present without clear permission.
• Using inspections to pressure the tenant.
• Failing to record notice and consent.

Real consequences

Wrong entry can create allegations of harassment, breach of quiet enjoyment, theft, missing belongings or unlawful interference with the tenant’s home.

The practical rule

The inspection should focus on structure, exterior, installations, sanitation, heating, hot water, damp, mould, leaks, electrics, fire safety, stairs, handrails, windows, security, unauthorised alterations, overcrowding and tenant-caused damage.

Common landlord mistakes

• Only checking cleanliness.
• Failing to check bathrooms for leaks and mould.
• Ignoring DIY electrical or gas interference.
• Not checking smoke alarms, heating and hot water issues.
• Not checking for unauthorised occupiers or overcrowding.

Real consequences

Small defects can become major claims, council complaints, insurance issues or disputes about who caused damage.

The legal rule

The property must comply with repair and fitness obligations. Inspections should pay particular attention to HHSRS hazard areas, including falls, fire, cold, damp, mould, hot surfaces, electrical risks and structural concerns.

Common landlord mistakes

• Not connecting inspections to HHSRS hazards.
• Failing to record repair action after tenant complaints.
• Not photographing hazards before and after works.
• Not keeping contractor invoices and reports.

Real consequences

A tenant complaint can become a council HHSRS inspection, disrepair claim, personal injury allegation or enforcement file.

The practical rule

Where a tenant complains about safety, stairs, handrails, damp, mould, heating, electrics or other hazards, the landlord should inspect, photograph, record and respond. Even where the landlord believes the complaint is exaggerated, the evidence file is vital.

PIMS experience

PIMS has seen situations where a tenant complained about a handrail and then later alleged a fall. The landlord believed the bannister brackets were solid and bolted to the wall, but the insurer paid because it was cheaper than investigating. These situations happen.

Real consequences

The landlord may face insurance settlement, increased premiums, disrepair allegations, personal injury claims or council involvement even where the landlord believes the claim is weak.

Before and after inspection

• Check mortgage, lease and landlord insurance inspection obligations.
• Give proper written notice to the tenant.
• Record the inspection reason.
• Take dated photographs and notes.
• Check repairs, hazards, damp, mould, leaks, electrics, heating, fire safety, stairs and handrails.
• Ask whether the tenant has any repair concerns.
• Record tenant comments.
• Follow up defects in writing.
• Keep contractor reports and invoices.
• Notify insurers where policy conditions require it.
• Store the inspection report with the tenancy file.