Inspections & Access *

The legal rule

The landlord should inspect at reasonable intervals and by appointment, giving at least 24 hours’ written notice unless there is a genuine emergency. The purpose should be clear: condition, repairs, safety, statutory compliance or valuation.

Common landlord mistakes

• Inspecting only when rent arrears or complaints have already started.
• Entering without consent where there is no emergency.
• Taking no photographs or dated notes.
• Failing to follow up repairs found during inspection.

Real consequences

The landlord may struggle to prove the property was monitored, safe and repaired. Unauthorised entry can also create allegations of harassment or breach of quiet enjoyment.

The legal rule

A tenancy agreement can give the landlord a right to inspect or access for repairs, but the tenant still has possession and quiet enjoyment. The safer route is proper notice, reasonable timing and documented consent. Emergency access is different and should be limited to genuine emergencies.

Common landlord mistakes

• Thinking 24 hours’ notice alone gives an automatic right to walk in.
• Using inspection rights to pressure or harass the tenant.
• Failing to distinguish inspection access from emergency access.
• Not keeping a written trail of requests and refusals.

Real consequences

The landlord can end up accused of trespass, harassment or unlawful interference, even where there was a genuine need to inspect.

The legal rule

The landlord remains responsible for repairs and safety, but the tenant should cooperate with reasonable access. PIMS tenancy wording requires cooperation with inspections, repairs, safety checks and statutory requirements and permits access on notice for inspection and repair.

Common landlord mistakes

• Letting refusals drift without written follow-up.
• Failing to offer reasonable appointment alternatives.
• Not warning the tenant that refusal may worsen damage or breach the agreement.
• Not recording contractor call-out costs or missed appointment evidence.

Real consequences

Repairs may worsen, safety checks may be missed, the landlord may face complaints, and the tenant may later allege disrepair despite having blocked access.

The practical rule

When a tenant complains about repairs, hazards, stairs, handrails, damp, mould, electrics, heating or safety, the landlord should respond quickly and record the condition. A complaint may be genuine, exaggerated or tactical, but the landlord’s response must still be professional.

Common landlord mistakes

• Dismissing repeated complaints as nuisance without inspecting.
• Having no dated photographs before an injury allegation.
• Failing to record that fixtures were secure and safe.
• Not notifying insurers where appropriate.

Real consequences

An insurer may settle because it is cheaper than investigating, even where the landlord believes the claim is weak. The landlord needs evidence, not just confidence.

The legal rule

Councils use HHSRS to assess housing hazards and may take enforcement action where the property presents risks to health and safety.

Common landlord mistakes

• Ignoring council letters or informal contact.
• Assuming the tenant’s complaint is exaggerated and therefore safe to ignore.
• Not attending or engaging with the inspection process.
• Failing to keep repair evidence, invoices and photographs.

Real consequences

The landlord may face improvement notices, hazard awareness notices, enforcement costs, civil penalties and rent repayment risk depending on the circumstances.

→ Government HHSRS Guidance

The practical rule

Where an agent inspects, the landlord should still ask what was checked, what was photographed, what defects were reported and what follow-up action was taken.

Common landlord mistakes

• Assuming “inspection completed” means the property was properly checked.
• Not receiving photos or defect notes.
• Failing to review agent reports.
• Not confirming who followed up repair issues.

Real consequences

If a complaint, injury claim or HHSRS inspection arises, the landlord may discover the agent’s inspection report was too thin to protect them.

→ Letting Agent Guidance

The practical rule

The check-out inspection should compare the property against the original inventory, allowing for fair wear and tear. It should record cleaning, damage, missing items, keys, meter readings, abandoned goods and evidence for any deposit deductions.

Common landlord mistakes

• No move-in inventory to compare against.
• Not recording final meter readings.
• Throwing away goods without following a proper process.
• Making deductions without evidence.

Real consequences

Deposit disputes may fail, utility liability may be unclear, and abandoned goods can create claims if mishandled.

→ PIMS Inventory

The practical rule

If the tenant appears to have left without notice, do not assume abandonment too quickly. Rent arrears, silence, removed belongings or neighbours’ comments may suggest abandonment, but the landlord must avoid unlawful eviction risk.

Common landlord mistakes

• Changing locks too early.
• Clearing belongings without proper notices and evidence.
• Relying only on neighbour comments.
• Failing to contact the tenant by every available method.

Real consequences

If the tenant has not legally surrendered, premature re-entry can create unlawful eviction, goods and damages claims.

Before and after every inspection

• Give proper written notice unless there is a genuine emergency.
• State the purpose clearly.
• Take dated photos and notes.
• Record tenant comments and complaints.
• Check repairs, hazards, damp, mould, stairs, handrails, electrics, heating and safety issues.
• Follow up defects in writing.
• Keep contractor invoices and reports.
• Record access refusals and missed appointments.
• Escalate persistent refusal carefully.
• Call PIMS before forced-entry, abandonment or complex refusal decisions.