Smooth block management isn’t just about collecting service charges and chasing invoices. At its core, it’s about regular, thorough inspections that catch small problems before they become big headaches. In this guide, we’ll walk through the key inspection routines every letting agent and landlord should have in place to keep communal areas safe, compliant and in great shape.
1. Set Up a Clear Inspection Schedule
A solid inspection plan starts with a calendar. Block management works best when everyone knows what’s happening and when. Aim for:
- Quarterly communal-area checks – Look at hallways, stairwells, bin stores, bike sheds and any shared outdoor space.
- Biannual fire-door inspections – Test door closers, seals and hinges to make sure doors close fully and hold back smoke.
- Annual roof and gutter surveys – Scan for slipped tiles, blocked gutters or cracked flashings that lead to leaks.
- Monthly safety-light tests – Check emergency exit signs and corridor lights to avoid fines and keep tenants safe.
By sticking to fixed dates ideally published at the start of each year you’ll build trust with freeholders and leaseholders. They see you’re on top of things, and you reduce the risk of surprise repairs.
2. Nail the Communal-Area Walkthrough
When you’re walking a block, take your time. A quick glance won’t do. Here’s what to keep in mind during your communal area checks:
- Floors and surfaces: Look for cracked tiles, loose boards or trip hazards. Even a small crack in a landing tile can cause a slip, and a loose handrail bracket is a liability.
- Walls and ceilings: Watch for damp patches, peeling paint or signs of mould. Those tell-tale stains often mean leaks somewhere above.
- Lighting and fittings: Replace blown bulbs, tighten loose fixtures and check the operation of exit signs. Dull corridors breed complaints and potential safety problems.
- Waste areas: Bin stores should be secure, clean and clear of fly-tipping. Block management includes making sure bins don’t become fire risks.
Take photos and timestamp them. Digital proof of a tidy, hazard-free communal area goes a long way when disputes arise.
3. Fire-Door Inspections: Non-Negotiable
Fire doors are the first line of defence in a block of flats. A door that won’t close fully or has missing seals is worse than no door at all. Your fire-door checklist should cover:
- Self-closer function: Does the door shut firmly every time?
- Smoke seals: Are they intact, clean and flexible?
- Hinges and fixings: Loose hinges or missing screws can jam a door.
- Vision panels: Cracked or foggy glass must be replaced to maintain integrity.
A quick test with your elbow (!) is all it takes to check the closer. Seal dips or warped frames need urgent attention book a qualified fire-door technician to sort them out.
4. Roof and Gutter Surveys: Head to New Heights
Water ingress is one of the biggest threats in block management. A leaking roof or blocked gutter can damage multiple flats before you even notice. To stay ahead:
- Visual scans: Use binoculars or drones to inspect from ground level. Look for slipped slates, cracked leadwork or moss build-up.
- Gutter clearance: Clear debris twice a year once in autumn after the leaves fall, and again in spring.
- Flashings and joints: Check the metalwork around chimneys and dormers. Loose flashings lead water directly into your structure.
If you can’t access the roof safely, hire a specialist. The cost is small compared to drying out soaked plaster and replacing rotten timbers.
5. Emergency Lighting and Power Checks
Block management isn’t just about keeping lights on it’s about keeping the right lights on when tenants need them most.
- Emergency fittings: Test every month, ideally under dark conditions. Is the walkway still lit if the mains fail?
- Backup batteries: Replace aged batteries annually; they degrade even if they’ve never been used.
- Circuit boards: Look for warning lights or fault indicators on consumer units. A single tripped RCD could leave half the block in the dark.
Document each test, note runtime in darkness and flag any fittings that fall below a 90-minute standard.
6. Record-Keeping: Your Digital Backbone
Even the best inspections count for little without clear records. Set up a simple system whether that’s a shared spreadsheet, block- management software or a cloud folder with:
- Date, time and inspector name for every check.
- Issues logged with photos, location references and risk ratings.
- Follow-up actions assigned to contractors or maintenance staff, with deadlines.
- Sign-off sheet once work is complete, closing the loop.
This trail of evidence not only shows you’ve done the work, it helps you budget and plan future repairs based on real data.
7. Why Professional Property Inspections Pay
You can tackle basic checks yourself, but bringing in a qualified inspector adds extra value:
- Specialist kit for damp readings, thermal imaging and snagging surveys.
- Expert judgement to separate harmless wear and tear from real risks.
- Detailed reports that leaseholders and freeholders can trust when approving budgets.
Letting agents and landlords who lean on professional property inspections avoid emergency call-outs, cut down on big repair bills and keep their developments running without a hitch.
Effective block management hinges on regular, detailed inspections. By combining a clear schedule, thorough walkthroughs and expert support, you’ll catch hidden faults early, protect your tenants and keep your development in tip-top shape. Start today: map out your inspection calendar, gather your tools and make every check count.
Welcome to No Letting Go, the UK’s leading provider of professional property inventory services. Our network of independent, impartial inventory clerks helps landlords, letting agents, and property managers protect their properties, their tenants, and their reputations.
Whether you manage a single buy-to-let or a national portfolio, our expert clerks deliver consistent, detailed, and legally compliant inventory reports—helping you stay protected and compliant from move-in to move-out.
What Are Property Inventory Clerks?
A property inventory clerk compiles detailed, unbiased reports documenting the condition and contents of a rental property. These reports are used to protect both landlords’ assets and tenants’ deposits, and are essential in the event of any dispute.
Key services include:
- Inventory & Schedule of Condition Reports – Baseline documentation before tenancy begins.
- Check-In Reports – Verifying the property’s condition at move-in, recording meter readings, and key handover.
- Mid-Term Inspections – Monitoring how the property is being maintained during the tenancy.
- Check-Out Reports – Comparing the property’s condition at the end of tenancy to support any deposit deductions.
Each report includes time-stamped photographs, meter readings, and observations on cleanliness, damage, and wear and tear. These documents are vital for managing tenant expectations, minimising disputes, and safeguarding deposit deductions under tenancy deposit schemes.
Why Inventory Reports Matter
With increased legislation and growing tenant awareness, thorough property documentation is no longer a “nice to have”—it’s a must-have.
Inventory documentation isn’t just a formality – it’s a vital legal safeguard:
- It helps landlords recover costs for damage that exceeds fair wear and tear.
- It protects tenants from unfair deposit deductions.
- It provides objective evidence used in Tenancy Deposit Scheme (TDS) adjudications.
- It supports insurance claims for accidental damage or loss.
No Letting Go’s reports are trusted by landlords, letting agents, and deposit scheme adjudicators alike for their accuracy and impartiality.
The Legal Edge
Since the introduction of Tenancy Deposit Protection laws, a properly documented check-in and check-out process has become critical evidence in deposit disputes.
Inventory reports by qualified clerks can make or break a landlord’s claim – and ensure a tenant’s right to a fair return. Our reports are created with these legal standards in mind, giving our clients peace of mind and protection.
Why Choose No Letting Go?
We’re proud to be the UK’s largest inventory provider, offering a nationwide service with local expertise.
Here’s what makes us different:
- Accredited, trained clerks with full insurance
- Impartial and independent – no conflicts of interest
- Reports powered by Kaptur – our own industry-leading tech
- Fast turnaround with secure online delivery
- Additional services: Legionella checks, Smoke & CO alarm testing, Right to Rent checks, and more
Whether you use us for one property or fifty, you’ll receive the same high-quality service every time.
How It Works
Step 1: Book Your Service
Online, by phone, or through your letting agent.
Step 2: We Attend the Property
Our clerk conducts a thorough inspection using our Kaptur software and digital tools.
Step 3: Receive Your Report
Reports are uploaded, reviewed, and shared digitally—ready to download, sign, and store.
Step 4: Use Reports with Confidence
Our documentation stands up in deposit disputes, protecting your interests and offering clarity for all parties.
What Our Clients Say
“No Letting Go’s reports have been a game changer for our agency. Clear, detailed, and fast.” – Letting Agent, London
“I wouldn’t rent a property without an inventory clerk now. It protects everyone.” – Private Landlord, Bristol
Book an Inventory Service Today
No Letting Go provides trusted inventory services across the UK. To book or speak to your local team.
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.