How often is normal
On a fully managed service, two to four inspections a year is the standard range, and the first should be around three months into a new tenancy. That first one matters most, because it catches problems while they are still cheap and sets expectations for the rest of the tenancy.
Quarterly suits student and shared houses, and houses in multiple occupation where licence conditions may require more frequent checks. Twice a year is reasonable for a long standing tenant with a good record. Annually is thin, and once you are on a rent collection service rather than full management, inspections are usually not included at all.
Notice, and the right to refuse
At least twenty four hours written notice, at a reasonable time of day. The tenant has a right to quiet enjoyment, so entry without agreement is not permitted even though the landlord owns the property.
A tenant may refuse a particular time and propose another, and that is not obstruction. What a tenant should not do is refuse safety access altogether, because the annual gas safety check is a legal duty on the landlord and blocking it creates a problem for everyone.
What a proper report contains
- Date, time and the name of the person who attended.
- Dated photographs of each room, including the ones nobody looks at.
- Condition against the original inventory, not against the last inspection alone.
- Notes on damp, mould, ventilation and any water ingress.
- Confirmation that smoke and heat alarms were tested.
- Any signs of unauthorised occupants, pets or subletting.
- Actions arising, with who is responsible and by when.
A visit that produces a sentence saying all in order tells you nothing and evidences nothing. These reports are what deposit adjudications turn on at the end of a tenancy, and a gap in the record usually favours the tenant.
What extra visits cost
Published tariffs give a sense of the market. Martin and Co Aberdeen charges sixty pounds for an additional property visit beyond those included, and sixty pounds an hour for work outside the scope of the agreement, which is where supervising major works or preparing for a tribunal falls.
Most agencies do not publish inspection charges at all. Only thirteen of the forty eight agencies we rank publish any tariff, so ask specifically how many inspections are included, what an additional one costs, and whether a report with photographs is included or extra.
What to ask before signing
- How many inspections are included in the fee, and when is the first one?
- Do I receive a written report with dated photographs?
- What does an additional visit cost?
- Who attends, and is it the same person each time?
- What happens if the tenant refuses access twice?
- Do inspections continue at the same frequency once a tenant has been there several years?
An agency that answers all six without hesitating is an agency that actually does the visits. The city rankings on this site weigh exactly this kind of evidenced routine, because it is what separates management from letting.
Common questions
Can my letting agent turn up unannounced?
No. At least twenty four hours written notice is required, at a reasonable time of day, and a tenant can refuse entry and propose an alternative. Repeated visits without notice can amount to harassment.
Are inspections included in the management fee?
Usually a set number are, and additional visits are chargeable. One tariff we collected charges sixty pounds for a property visit beyond those included, so check how many are in the price.
What if the tenant keeps refusing access?
Keep every request and refusal in writing. A tenant is entitled to quiet enjoyment, so a landlord cannot simply let themselves in, but a persistent refusal to allow safety checks such as the annual gas inspection is a serious matter and there are legal routes to address it.
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