Introduction
The holiday season is a time for relaxation and celebration, but unresolved tenant disputes can quickly dampen the festive spirit. As a landlord, it’s essential to address conflicts promptly to maintain a positive landlord-tenant relationship and ensure smooth property management. Here’s how to handle common disputes effectively before the holidays.
1. Common Causes of Tenant Disputes
- Maintenance Delays: Tenants often raise concerns about https://nolettinggo.co.uk/blog/how-to-handle-tenant-disputes-before-the-holidays/?preview=trueunresolved repairs, especially with heating or plumbing issues during the colder months.
- Deposit Deductions: Misunderstandings over previous damage or cleaning responsibilities can lead to friction during the holidays.
- Noise Complaints: Holiday parties and gatherings can result in disputes between tenants in multi-unit properties.
2. Clear Communication is Key
Open and honest communication can prevent disputes from escalating. Use these tips to foster clarity:
- Respond promptly to tenant emails or calls.
- Clearly explain policies around maintenance, noise, and tenant obligations.
- Keep written records of all conversations to avoid misunderstandings.
3. Conduct a Mid-Term Inspection
A mid-term inspection before the holidays can highlight unresolved issues and prevent disputes. By addressing concerns about property maintenance or wear and tear, landlords can maintain a professional relationship with tenants and demonstrate their commitment to maintaining the property.
4. Rely on Professional Property Reporting
Using detailed property reports from No Letting Go ensures transparency during deposit disputes. Clear documentation of the property’s condition at the start of the tenancy protects both landlords and tenants from false claims.
5. Mediation and Resolution
If a dispute arises, mediation is often the most effective solution. Offer to meet tenants in person or through a neutral third party to discuss concerns and find a mutually acceptable resolution.
Conclusion
Resolving tenant disputes before the holidays helps ensure a smooth, stress-free season for both landlords and tenants. Proactive communication, mid-term inspections, and detailed documentation from No Letting Go, supported by Kaptur software, are essential for addressing conflicts and fostering positive tenant relationships.
As a landlord or property manager, ensuring that your property is safe, compliant, and appealing to potential tenants is paramount. Essential property assessments not only help in maintaining the property’s value but also ensure the safety and satisfaction of tenants. Here’s a complete guide to the key assessments every landlord should prioritise, from Energy Performance Certificates (EPCs) to Carbon Monoxide (CO) alarms.
1. Energy Performance Certificates (EPCs)
What is an EPC? An Energy Performance Certificate (EPC) provides a rating of a property’s energy efficiency and environmental impact, ranging from A (most efficient) to G (least efficient). It also includes recommendations on how to improve the property’s energy efficiency.
Why is it Important? EPCs are legally required whenever a property is built, sold, or rented. They help prospective tenants understand the energy costs associated with the property and provide landlords with guidelines for making improvements.
How to Obtain an EPC:
- Hire a certified Domestic Energy Assessor (DEA).
- The assessor will visit the property, evaluate its energy efficiency, and produce the EPC.
- Implement the recommended improvements to enhance the property’s rating and appeal.
2. Gas Safety Checks
What is a Gas Safety Check? A gas safety check involves inspecting all gas appliances, fittings, and flues in a property to ensure they are safe and functioning properly. This must be done by a Gas Safe registered engineer.
Why is it Important? Gas safety checks are legally required annually. They prevent gas leaks, carbon monoxide poisoning, and other gas-related hazards, ensuring tenant safety and compliance with the law.
How to Conduct a Gas Safety Check:
- Schedule an annual check with a Gas Safe registered engineer.
- Ensure all appliances are checked, including boilers, gas cookers, and heaters.
- Keep a record of the Gas Safety Certificate and provide a copy to your tenants.
3. Electrical Safety Inspections
What is an Electrical Safety Inspection? An electrical safety inspection involves checking the condition of all electrical installations and equipment in the property to ensure they are safe and comply with current standards.
Why is it Important? Electrical safety inspections help prevent electrical fires, shocks, and other hazards. Landlords must ensure the property’s electrical system is safe at the start of each tenancy and maintained throughout.
How to Conduct an Electrical Safety Inspection:
- Hire a qualified electrician to perform the inspection.
- Ensure the inspection includes wiring, outlets, switches, and appliances.
- Obtain an Electrical Installation Condition Report (EICR) and address any issues identified.
4. Fire Safety and Smoke Alarms
What is Fire Safety Assessment? A fire safety assessment evaluates the property’s fire risks and ensures that all necessary precautions are in place to prevent fires and protect tenants.
Why is it Important? Fire safety assessments are crucial for preventing fires and ensuring a quick response if one occurs. Regulations require landlords to install smoke alarms on every floor and ensure they are functioning at the start of each tenancy.
How to Ensure Fire Safety:
- Install smoke alarms on every floor of the property.
- Regularly test and maintain smoke alarms to ensure they are operational.
- Provide fire extinguishers and fire blankets as needed, especially in kitchens.
5. Carbon Monoxide (CO) Alarms
What is a CO Alarm? A carbon monoxide alarm detects the presence of carbon monoxide gas, which is colourless, odourless, and potentially deadly if inhaled in large quantities.
Why is it Important? CO alarms are legally required in any room with a solid fuel-burning appliance. They protect tenants from carbon monoxide poisoning, which can result from faulty heating systems or blocked chimneys.
How to Install and Maintain CO Alarms:
- Install CO alarms in all rooms with solid fuel appliances.
- Follow manufacturer instructions for installation and maintenance.
- Regularly test the alarms to ensure they are functioning correctly.
6. Legionella Risk Assessments
What is a Legionella Risk Assessment? A Legionella risk assessment identifies and manages the risk of Legionella bacteria in water systems, which can cause Legionnaires’ disease, a severe form of pneumonia.
Why is it Important? Landlords are legally required to assess and manage the risk of Legionella. This ensures the safety of tenants and prevents potential outbreaks of the disease.
How to Conduct a Legionella Risk Assessment:
- Hire a qualified professional to perform the assessment.
- Inspect water systems, including tanks, taps, and showers.
- Implement control measures, such as regular cleaning and temperature control.
7. Housing Health and Safety Rating System (HHSRS)
What is HHSRS? The Housing Health and Safety Rating System (HHSRS) is a risk-based evaluation tool used to assess potential hazards in residential properties that could affect the health and safety of tenants.
Why is it Important? HHSRS assessments ensure that properties are safe and habitable, identifying risks such as damp, mould, and structural issues. It helps landlords maintain high standards of living conditions for tenants.
How to Conduct an HHSRS Assessment:
- Familiarise yourself with the HHSRS guidelines.
- Regularly inspect the property for hazards.
- Address any identified issues promptly to ensure the property remains safe and compliant.
Conclusion
Essential property assessments, from EPCs to CO alarms, are critical for ensuring the safety, compliance, and attractiveness of rental properties. By staying on top of these assessments, landlords can protect their investments, provide safe living environments for tenants, and avoid legal issues. Regular inspections and proactive maintenance are key to successful property management and tenant satisfaction. Stay informed, stay compliant, and your property will thrive in the competitive rental market.
The Housing Health and Safety Rating System (HHSRS) is a critical tool for landlords and property managers in the UK, designed to ensure that all residential properties meet essential health and safety standards. With recent updates, including regulations that allow tenants to request home inspections, understanding HHSRS has never been more important. This blog explores the nuances of HHSRS, the implications of new regulations, and how landlords can stay compliant while ensuring their properties remain safe and healthy for tenants.
Understanding the HHSRS
The HHSRS, introduced under the Housing Act 2004, is a risk-based evaluation tool used by local authorities to determine potential health and safety hazards in residential properties. Instead of prescribing minimum standards, the HHSRS assesses the risk posed by specific hazards, including dampness, excess cold, fire risks, and structural collapses.
Key Components of the HHSRS
Hazard Categories: The system includes 29 potential hazards, each rated according to the severity and likelihood of harm they might cause.
Risk Assessment: Inspectors evaluate how likely each hazard is to occur and the range of possible outcomes, calculating a score that determines whether the hazard is a Category 1 (serious) or Category 2 risk.
Enforcement: Local authorities have the power to enforce remedial action for any Category 1 hazards and can choose to address Category 2 hazards as well.
Recent Regulation Updates: Tenant-Requested Inspections
One of the significant updates to the HHSRS regulations is the empowerment of tenants to request a home inspection. This change aims to enhance tenant safety and ensure that any potential risks are addressed promptly, without solely relying on routine checks by landlords or property managers. Here’s what landlords need to know:
Tenant Requests: Tenants can now formally request an HHSRS inspection if they believe their living conditions might pose health and safety risks.
Landlord Response: Upon receiving a request, landlords are expected to respond and address the concerns. Failure to do so can lead to local authority intervention.
Increased Scrutiny: This new regulation increases the scrutiny on rental properties, making compliance a top priority for landlords.
Compliance Tips for Landlords
Proactive Inspections: Don’t wait for tenants to request inspections. Regularly assess your property for potential hazards and address them before they become serious issues.
Maintain Documentation: Keep detailed records of all inspections, maintenance, and repairs. This documentation can be crucial in demonstrating compliance should disputes arise.
Educate Tenants: Inform tenants about their rights under the HHSRS and how they can report potential hazards. Clear communication can lead to quicker resolutions and better relationships.
Professional Assistance: Consider hiring professionals to conduct HHSRS assessments. Expert evaluations can help ensure that nothing is overlooked and that your property remains in compliance with all health and safety regulations.
The Role of Landlords in Promoting Safe Housing
Landlords play a crucial role in ensuring that rental properties are safe and healthy. By staying informed about HHSRS requirements and responding proactively to potential hazards, landlords not only comply with the law but also enhance the well-being of their tenants. This commitment to safety can lead to longer tenancies, fewer legal issues, and a more reputable rental business.
Conclusion
The HHSRS is an essential framework for evaluating the health and safety risks associated with residential properties. With the introduction of tenant-requested inspections, the onus is on landlords more than ever to ensure their properties meet the required standards. By embracing these responsibilities and adopting a proactive approach to property maintenance, landlords can ensure their properties are not just compliant, but are also safe, healthy environments for their tenants.
No Letting Go offers specialised services that significantly streamline the compliance process for landlords and property managers, particularly in adhering to the Housing Health and Safety Rating System (HHSRS) standards. By utilising No Letting Go’s comprehensive property inspection services, landlords can ensure that their properties are evaluated thoroughly for any health and safety risks, aligning with current regulations. Our detailed reports provide clear, actionable insights that help in addressing potential hazards proactively, reducing the likelihood of tenant complaints and local authority interventions. Moreover, No Letting Go’s digital documentation systems keep all records organised and easily accessible, simplifying management tasks and ensuring that properties remain in compliance with evolving housing laws. This not only enhances the safety and satisfaction of tenants but also fortifies the reputation of landlords as diligent and responsible property managers.
The initial interactions between landlords and tenants can set the tone for the entire rental relationship. An efficient and hassle-free check-in process is not only crucial for making a great first impression but also for laying the foundation of trust and satisfaction. This is where No Letting Go excels, offering services that streamline check-ins, making them as smooth and effortless as possible.
The Importance of a Smooth Check-In Service
The check-in process is the first real interaction a tenant has with their new home and, often, with their landlord or property management service. A positive experience can greatly influence their overall satisfaction and their perception of the management’s efficiency and reliability. Key components of a satisfactory check-in service include:
Thoroughness: Ensuring all details are covered, from the functioning of appliances to the availability of all necessary amenities.
Efficiency: Making the process quick and seamless, respecting the tenant’s time and energy.
Transparency: Clearly communicating any important information about the property, setting clear expectations right from the start.
Documentation: Proper documentation of the property’s condition to avoid future disputes over damages.
How No Letting Go Facilitates Efficient Check-Ins
Streamlined Operations with Technology
No Letting Go utilises the latest technology to streamline the check-in process. Our digital inventory solutions provide detailed and accurate property reports that are easily accessible online. This reduces paperwork and the potential for human error, ensuring a smooth operation that saves time for both the tenant and the property manager.
Professional and Detailed Inventories
Our inventory reports are comprehensive and prepared by professionals. Before the tenant moves in, we conduct a thorough inspection of the property, documenting its condition in detail. This includes photographs and descriptions of the state of fixtures, fittings, and the general environment. Such detailed inventories help set a clear benchmark, which is invaluable for managing end-of-tenancy disputes and ensuring fair deposit deductions.
Training and Expertise
Our team is highly trained in customer service and property management best practices. This expertise ensures that all interactions with tenants during the check-in process are professional and helpful, reinforcing tenant confidence in the management. Our staff can also provide tenants with quick answers to common queries about the property, which adds to the smoothness of the process.
Flexibility and Adaptability
Recognising that no two properties or tenants are the same, No Letting Go offers flexible services tailored to meet individual needs. Whether it’s accommodating a tenant’s schedule for check-in or adjusting the level of detail in inventory reports, our approach is designed to meet diverse requirements, enhancing tenant satisfaction.
Ongoing Support
Our service doesn’t end at check-in. We provide ongoing support to ensure that any issues post-move-in are resolved swiftly. This continuous support helps maintain high levels of tenant satisfaction throughout the tenancy period.
The Benefits of Choosing No Letting Go
Choosing No Letting Go for your property check-in service offers numerous benefits:
Reduced Administrative Burden: We take care of all the details, allowing landlords and property managers to focus on other important aspects of property management.
Enhanced Tenant Relationships:
A smooth check-in process helps start the landlord-tenant relationship on the right foot, often leading to longer tenancies and fewer conflicts.
Decreased Likelihood of Disputes:
Accurate documentation and clear communications reduce the likelihood of disputes over property conditions at the end of the tenancy.
Conclusion
In today’s competitive rental market, the importance of tenant satisfaction cannot be overstated. A streamlined, efficient, and friendly check-in process is key to ensuring that tenants feel valued and well-treated from day one. No Letting Go specialises in making the check-in process as pleasant and hassle-free as possible, enhancing tenant satisfaction and setting the stage for a positive and productive rental experience. Trust No Letting Go to handle your property check-ins, and experience the peace of mind that comes from knowing your tenants and properties are in expert hands.
For property services to continue to operate in the “new normal”, we’ve all had to adjust our working practices to comply with Covid-19 rules. Yet in one key aspect of inventory management, we already had systems in place that enabled effective social distancing – our fully comprehensive property inventory software
What you need from property inventory software
At No Letting Go, we have a specifically designed property inventory software called Kaptur. With compliance at its core, it captures, stores, reports and manages property information.
In a previous post, The benefits of using a property inventory reporting system, we discussed in detail how these systems facilitate great property management from check-in to check-out, making them a great time-saving tool for letting agents. But in these times, when social distancing is paramount, the efficiency and operation of these systems take on new importance. Not only do they improve the property inventory management process, but they also enable letting agents continue supporting the letting of properties while observing social distancing.
How property inventory software enables social distancing
Our property management software was created to facilitate the smooth operation of property inspections and cause minimal disruption to tenants, landlords and letting agents by taking away the requirement to be physically present for inspections. This also supports social distancing:
- Inventories are electronic, so no documentation is passed by hand between individuals
- Inventories are reviewed online
- We use Digisign so all parties can sign reports online
- Allows parties to review reports online
- Parties are able to amend reports online
- Queries can be managed online
- Photos added to reports make it easier to illustrate issues to tenants and landlords
Ensuring tenants and landlords have confidence in the system
Property inventories provide key evidence should a dispute arise about the state of a property. As a letting agent, it’s important for you that all parties can trust this process and feel comfortable that outcomes are objective, even when tenants and landlords haven’t been present at any inspections.
Landlords and tenants also feel that a third party conducting a property inspection is a good way to ensure an independent perspective. Providing a tool that generates detailed reports and lets all sides engage demonstrates how you, as the letting agent, are committed to meeting compliance obligations, which builds confidence.
There are many reasons why property inspections are so important, even in these challenging times. If it’s proving difficult to provide property inventory management for your landlords and their tenants while observing social distancing, then it’s time to reconsider your current approach and look for a system that ensures the safety of your client landlords and their tenants.
No Letting Go
If you would like to discuss how our local support or national network at No Letting Go could become your property management partner, streamline your cost, reduce workload and keep accurate property inventories then contact us today.
Research by Statista, a statistics portal for market data, found more than half of landlords who responded were in disputes with their tenants, the main reasons being arrears, cleanliness, pets, subletting and breakages. Using regular property inventories letting agents can help their landlord clients to avoid such problems.
When should you use a property inventory?
A property inventory provides a detailed report on the contents and condition of a property, listing furniture, fixtures and fittings and alongside the condition and cleanliness.
A property inspection must take place for each new tenancy to detail the condition of the property at the start; at regular intervals throughout the tenancy to record any changes and damages from the check-in inventory; and finally, at the end of the tenancy to assess the property as the tenant departs.
These regular inspections provide a full report of the property’s condition for the complete duration of the tenancy.
Why are property inspections of benefit?
Completing a property inventory might seem like a time-consuming task for a busy letting agent looking after a number of properties. However, a comprehensive inventory process can stop a landlord-tenant dispute from escalating into a legal dispute, which would be far more costly in time and money. A proper inventory system offers other benefits:
- Essential evidence about the state of the property
- Crucial evidence if you need to take the cost of a repair or replacement from a tenant’s deposit
- Claiming on insurance is much easier with inventory evidence
- A speedy inspection process to reduce the period between tenancies and maximising a property’s income potential
- Using a standard inventory process ensures that nothing is missed during a property inspection
What does an adequate property inventory look like?
To ensure that a property’s inventory and schedule of condition will be useful to avoid a dispute, it must include:
- Full contents of the property, fixtures, fittings and state of decoration
- Details of the condition for each item
- Photographic, date-stamped evidence
- A declaration page for relevant parties to indicate their agreement to the contents of the report
It must also be completed in an objective and unbiased way and enable easy comparison between reports to identify any changes in contents or condition. Ideally, a property visit should be completed every three to six months
Disputes between landlords and tenants are time-consuming, potentially costly and can affect the reputation of a landlord and their letting agent. Using an independent inventory service can help boost the credibility of an inventory for tenants because they will see it as being independent.
Discussing the tried and tested landlord inventory service we use at No Letting Go can help letting agents understand how our inventories are structured to facilitate comprehensive property inspections and designed to capture the right information to prevent disputes.
No Letting Go
If you would like to discuss how our local support or national network at No Letting Go could become your property management partner, streamline your cost, reduce workload and keep accurate property inventories the please contact us today.
Without a doubt, regular property inspections are one of the most important things you can do to protect your property investment. However, for many property owners, it’s still one of those admin chores that’s difficult to find time for. So why are property inspections such a vital element of property management?
The benefits of regular property inspections
Recent feedback from one of our customers Faye Walker, Property Manager at Fry & Kent in Hampshire, who regularly uses our property inspection service, is a reminder of why property inspections should be a regular, planned activity:
“Property inspections by No Letting Go give me real peace of mind. Their experience and use of inventory software designed specifically for the job means nothing gets past them. That way, I am reassured that my tenants are safe and happy and my property, which I’ve invested a lot of money into, is being kept in good order.”
Some landlords are worried about checking up on their tenants, but far from being intrusive, regular inspections show your tenant that you care about their welfare and can head off problems before they become expensive disputes.
This peace of mind comes from knowing that a comprehensive property inspection covers many aspects of being a landlord, including:
• Reviewing the condition of the property and its contents, to spot any repair and maintenance issues before they become costly problems
• Ensuring compliance with the tenancy agreement
• Making sure no illegal activities are taking place at the property
• Building a good relationship with tenants
• Demonstrating that as a landlord you are fulfilling your responsibilities
• Creating documentation that can provide evidence if a dispute arises
Making property inspections easy
Property inspections are time-consuming. Defining what needs to be checked, recording the findings of an inspection and organising inspection visits all take time. A great way to relieve the burden of regular property inspections is to use a property inspection service.
At No Letting Go, we utilise our bespoke inventory software to ensure all property inspections are thoroughly conducted logically, with written and photographic evidence included in the report. Together with an inspection at the end of a tenancy and the beginning of a new tenancy, regular property inspections provide a full audit trail of the properties condition.
The benefits of using a property inventory reporting system mean that inspections can be completed promptly and they also provide consistency over what is being monitored, so nothing is missed, either during the inspection or because of lost records. Online reports are easily recalled and compared when necessary to review changes.
Our thorough and rigorous inspection services are all about protecting the landlord’s investments and ensuring tenants have a good tenancy experience, working hard to ensure all our customers feel as reassured as Faye says:
“Having been in the Lettings Business for many years, No Letting Go is by far one of the best Inventory companies I have used. They are always professional, reliable and the quality of work is second to none with reports always received on time.”
No Letting Go
If you would like to find out more about how our local support or national network at No Letting Go could become your property management partner, streamline your cost, reduce workload and keep accurate property inventories, then contact us today.
The latest government rules combined with the Prime minister’s recent address to the nation is clear – tougher measures are required to control the spread of the virus.
Everyone has a slightly different attitude to risk, and with each new set of guidance comes a shift in public attitudes. The public wants protection from the government to reduce the risks of contracting an avoidable illness, but they also want protection against avoidable economic hardship (according to the Health Foundation and Ipsos recent public survey).
So, we all have a role to play – government, public and businesses large and small (and the press, but that’s a whole other topic!). Let’s hope that common sense prevails and the wearing of PPE, washing hands, sanitising and minimising contact with others will prevent us facing further draconian measures.
So how is this affecting the lettings industry? Well actually, very little has changed to the protocols already in place with agents and suppliers such as inventory providers, aimed at minimising the spread of the virus. A more significant change to letting agents is the requirement to wear masks while working in high street offices. Office workers are being told to work from home where possible, so effective systems and the ability to outsource tasks to reliable, responsible experts will be paramount in the weeks and months ahead.
In terms of how we continue to adapt as an industry, the focus has to be on creating as much confidence as possible for landlords and tenants, by ensuring safety measures are in place and being adhered to, and technology solutions are being utilised where possible, to minimise contact for staff and clients. Now is the time to remind, re-enforce and monitor those protocols with staff and clients to ensure safety is paramount and safeguard the continuity of our industry.
Minimising face to face contact is a priority and it is possible to conduct inventories, check-ins and check outs without the need for the tenant to be present. It is also vital that the tenant is reassured that in addition to his safety, this will not be detrimental to his tenancy and/or deposit – utilising an independent provider will offer additional comfort in this regard.
We achieve no contact reporting by using our DigiSign service. The system electronically delivers the inventory to the tenant enabling him to add comments back into the report if he wishes, with the facility to include photos and record an electronic signature – all within a specified time frame. Our inventory expert will then assess these comments before sending a final copy onto the agent and tenant. If the tenant forgets to sign, an automated message will be issued informing him the report has been deemed acceptable, removing the requirement for further chasing.
If you are conducting these in-house utilising software such as Kaptur, you can still achieve the same with emailing inventories, requesting tenant input and then using DocuSign software to capture the signature. Our system just removes the chasing element on behalf of the agent.
There are situations where the tenant and possibly another supplier is at the property whether planned or not, and this is where our COVID processes are utilised. Most agents are vigilant in asking health questions, to ensure tenants do not have symptoms, which is then reaffirmed by our inventory experts at the property. Keys and surfaces touched are sanitised, PPE is used and social distancing is requested by our expert. The same protocols are in place if we are collecting or returning keys to the agent office.
Whether you are outsourcing your inventories, check-ins and check-outs, or conducting them in house below is a quick checklist to remain COVID compliant to protect staff, tenants and our industry:-
- Minimise tenant contact where feasible with the use of technology
- Document your COVID procedures for visiting properties with and without tenants present and re-issue to all staff and suppliers and of course to landlords and tenants
- Check your risk assessment is up to date and re-issue to staff
- Do you have enough PPE and is everyone aware of when to use masks, sanitize keys, surfaces and hands and how to dispose safely
- Revisit processes regularly as the current situation is fluid and fines apply for breaking COVID rules
The other aspect to consider is assisting the Test and Trace service by keeping records of staff members for 21 days. Whilst this is not mandatory for our industry, more specifically relating to designated venues in certain sectors, its wise to consider this. If a member of your staff contracts the virus, most business owners will be eager to ensure anyone they have come into contact within the last 21 days are notified.
Inventory reporting keeps tenancies, the deposits and all parties safe from unfair claims and it keeps the housing market moving with check in’s and checkouts. Tenants and landlords may have differing attitudes towards risk, but the focus must remain on minimising interaction with others by communicating clear guidelines.
Perhaps one of the most sensitive and potentially litigious times for landlords and tenants comes at the end of a tenancy, when the state of a property or its fittings can put a deposit at risk, leading to disputes.
A checkout report completed by an impartial party can help avoid this potential issue by providing an objective view of the condition of the property and define who is responsible for any costs.
What exactly is a checkout report?
This report is done at the end of a tenancy and provides a thorough record about the state of the property on the departure of the outgoing tenants. Each room is inspected and graded with the assessment of specific items, clearly stating whether any action required. The resulting report provides clear evidence to justify a deduction from the tenant’s deposit. It also provides information to the landlord of what action needs to be taken before the next tenants arrive.
The checkout report, together with an inventory at the beginning of a tenancy, provides evidence of when any damage may have occurred and so who is liable. If there is a dispute, these documents can be used as part of any adjudication process.
What does a checkout report include?
A checkout report provides a detailed description of damage, maintenance and cleanliness. As the reports are written in detail and contain photographic evidence, they offer a definitive set of findings from the checkout inspection.
It can be difficult for a landlord to make an objective assessment of acceptable wear and tear, but an independent assessor completing a checkout report will use their experience to make a fair judgement. Tenants can also be assured that there is nothing for the assessor to gain from the decisions they make regarding responsibility.
What are the benefits of a checkout report?
The great thing about Checkout Reports is that there are benefits for both parties:
- Reports can be completed by independent specialists to reassure tenants of the fairness of the checkout process.
- Tenants are more likely to agree with the Checkout Report findings if they see a fair assessment has been completed.
- A good checkout report process helps maintain a positive relationship between tenant and landlord.
- They prevent unnecessary costs and saves time for the landlord.
- They make the transition between consecutive tenants smoother, with the reports identifying early on any action to be taken before the next tenants arrive.
At No Letting Go, our trained inventory specialists provide a comprehensive Checkout Report and a service that both tenants and landlords can have confidence in. Their accurate and timely information to landlords and tenants facilitate a smooth and amicable departure the rental property.
No Letting Go
If you would like to find out more about how No Letting Go could become your property management partner, with our local and national network of specialists streamlining your costs, reducing your workload and keeping accurate inventories for your properties, then contact us today.
Landlord Legal responsibilities for Legionella Risk assessments
One of the many legal responsibilities that landlords and letting agents have is ensuring that their properties are free of Legionella bacteria. Legionella can cause health problems to more vulnerable tenants or any member of the public that may visit the property.
Landlords who provide residential accommodation have a legal duty to ensure that the risk of exposure of tenants to Legionella is properly assessed and controlled.
Although the responsibilities around Legionella and preventing it from spreading from water systems to tenants’ lungs are some of the vaguest in the private rented sector, this is a quick guide to clarify the responsibilities of the duty holder around Legionella and how it affects landlords, agents and tenants alike. In it, we’ll cover:
What is Legionnaires’ Disease
Legionnaires’ disease is a severe form of pneumonia — lung inflammation usually caused by infection. It’s caused by a bacterium known as Legionella.
Most people catch Legionnaires’ disease by inhaling the bacteria from water or soil. Older adults, smokers and people with weakened immune systems are particularly susceptible to Legionnaires’ disease.
The legionella bacterium also causes Pontiac fever, a milder illness resembling the flu. Pontiac fever usually clears on its own, but untreated Legionnaires’ disease can be fatal.
What is Legionella?
The bacterium Legionella pneumonia (Legionella) is responsible for most cases of Legionnaires’ disease. Outdoors, legionella bacteria survive in soil and water but rarely causes infections. Legionella bacteria is more prevalent in artificial water systems, including domestic showers systems, garden water systems including hose pipes, internal water pipes, water tanks, air conditioning systems etc. Which means it could be present in any property.
Legionella’s ideal conditions for breeding and multiplying are as follows:
- Water Temperature, i.e. cold water above 20 degrees and hot water below 50 degrees
- Water droplets produced and dispersed, i.e. through showers, spray connections, hot tubs, hose sprinkler systems
- Water stored before recirculation is often referred to as stagnant water, i.e. in a system that isn’t used for a while, typically two or more weeks.
- A stagnant environment for the bacteria to feed on, i.e. slime, rust, sludge, etc.
Is a Legionella Risk Assessment a legal requirement?
Landlords are legally bound to keep their properties free from health hazards. The law forms part of the Health and Safety at Work Act 1974 and imposes a legal duty on all managing agents and landlords to ensure the health and safety of all tenants, staff and members of the public are protected.
According to the Health and Safety Executive:
“The practical and proportionate application of health and safety law to landlords of domestic rental properties is that whilst there is a duty to assess the risk from exposure to Legionella to ensure the safety of their tenants, this does not require an in-depth, detailed assessment.”
http:/www.hse.gov.uk/legionnaires/legionella-landlords-responsibilities.htm
The cost of a legionella risk assessment for a landlord who fails to assess their property is covered in Section 17 of the Health and Safety at Work Act 1974, which states:
“If anyone is alleged to have breached any criminal offence under this Act or the regulations, and they failed to adhere to the approved code of practise, that criminal offence shall be deemed to be committed.”
ACOP provides guidelines on complying with the law, and it holds a special legal status in the UK as it is legally binding. ACoP 8 covers legionella risk assessment guidelines.
Do I legally need to Test a Residential Property?
COSHH (Control of Substances Hazardous to Health Regs) and ACOP L8 have been in place for many years. Law has not changed, but the regulations related to non-domestic premises restricted to water systems of over 300 litres in the past.
Residential properties were exempt, but research by HSE indicated Legionella was as high in residential as it is in commercial and as a result, a new ACoPL8 (HSG274 Part 2) was introduced in April 2014 to include all residential property.
The three main Legionella Risk Factors:
- Redundant Pipework
- Infected Water Storage Tanks
- Lukewarm water temperature
As a landlord or agent, what should I be doing?
Section 28, Health and Safety at Work Act 1974:
“A risk assessment must be carried out to identify and assess the exposure to legionella bacteria from water systems on the premises and any precautionary measures needed. The duty holder is responsible for ensuring the risk assessment is carried out.”
ACOP L8 clarifies how the hazardous substance applies to Legionella in a domestic environment. The duty holder uses in the same way as the gas regulations. The landlord or managing agent is responsible for ensuring the risk assessment is carried out.
What do you need to do to comply?
Section 2.138 (HSG274 part 2) states:
Landlords who provide residential accommodation have a legal duty to ensure that the risk of exposure of tenants to Legionella is properly assessed and controlled.
The duty holder must:
- Assess – carry out a legionella risk assessment by a competent person who is trained under ACoP L8
- Remove or control identified risks
- Manage the risks on an ongoing basis
- Keep records
- Review the evaluations and controls regularly
The risk assessment process?
In most properties, avoiding the breeding of Legionella is easy enough as long the hot water is hot, the cold water is cold, and the water is used often. Realistically, there is most likely to be a problem if the property has been unoccupied for several months before a new tenancy starts. In these cases, you should be most cautious and ensure you carry out sufficient Legionella checks on the property. The frequency of a risk assessment should be no longer than every couple of years. You should check older water systems more often or if a property has been empty for an extended period, typically longer than two weeks.
What do tenants need to know about legionnaires?
Tenants need to be confident that the property they are moving into is legally compliant and safe. That you, as a duty holder, whether a landlord or property agent, have completed the relevant due diligence checks.
Who can carry out a risk assessment?
Risk assessments in between tenancies are a good idea. A competent person can complete these assessments (not necessarily somebody professionally accredited) if they are comfortable and understand the risks.
If you are unsure of the last time your property was checked, No Letting Go provide a guaranteed national service. If you would like one of our qualified inspectors to complete an inspection report for any of your properties, please contact us for availability.