Guide to creating a landlords inspection checklist

Landlords have pride in their property and their tenants’ well-being. They also have a legal duty of care, as outlined in various regulations. Regular inspections can help identify and address maintenance issues before they become more serious and costly. 

For example, the Homes (Fitness for Human Habitation) Act 2018 (external link) requires landlords to ensure their properties are fit for human habitation at the start and throughout the tenancy. If they are not, the landlord could be taken to court and ordered to address any health and safety concerns. They might also have to pay compensation to the tenant for damages caused.¹

 The Housing Health and Safety Rating System (HHSRS) (external link) may also inspect your property upon a tenant’s request. If an HHSRS inspector finds a serious hazard, the council can: 

• issue an improvement notice 
• fix the hazard and charge you for the cost 
• prevent you or others from using the property. 

Inspections can also help ensure tenants observe their duties. For example, tenants must report any repairs, carry out minor maintenance, and keep the property clean.² 

Managing rental properties is a complex business. At Hiscox, we want to see your investments thrive. Our articles offer insights into property management and landlord best practices. But these articles aren't professional advice. To find out more about a subject we cover here, please seek professional advice. 

Landlords must give tenants at least 24 hours' notice before a property inspection. They are advised to choose a ‘reasonable time’ that is convenient for the tenant, ideally during business hours.³ 

In the meantime, landlords can prepare a checklist of areas to inspect, gathering tools like flashlights and cameras and documents such as the tenancy agreement and maintenance records. 

Understanding local laws, like the Homes Act 2018 (external link), and keeping detailed records of inspections can help landlords ensure their properties are well-maintained and meet regulations.

Exterior inspection checklist 

Landlords are responsible for maintaining the structure and exterior of their properties.⁴ 

Regular exterior inspections can help you assess the structural integrity and appeal of the property. Ensuring that key areas like the roof, gutters, walls, and windows are in good condition can help prevent costly repairs and keep the property safe and attractive for tenants. 

Landlords can inspect the following: 

• Condition of the roof 
• State of the gutters 
• Integrity of the walls 
• Condition of the windows 
• Landscaping and garden maintenance. 

Interior inspection checklist 

Interior inspections help ensure that the property’s living spaces are safe, functional, and comfortable for tenants. Regular checks can help landlords keep properties in a habitable condition, addressing any issues that could affect tenant health and safety. 

Checks might include the following: 

• Condition of floors 
• State of walls and ceilings 
• Plumbing systems 
• Electrical systems 
• Condition of fixtures, fittings, and appliances. 

Safety compliance checks 

Safety compliance checks are essential for meeting legal safety standards. 

UK law mandates that landlords fit and test smoke alarms on each floor and carbon monoxide alarms in rooms with solid fuel-burning appliances.⁵ 

Landlords are also obliged to provide clear and accessible escape routes from every floor and room in the property to prevent tenants from getting trapped in case of fire.⁶ 

Landlords can check the following: 

• Functionality of smoke detectors 
• Functionality of carbon monoxide detectors 
• Access to escape routes in the event of fire. 

The requirements for Houses in Multiple Occupancy (HMOs) are more stringent.⁷ 

In addition, landlords are legally obliged to conduct various safety checks, including: 

• Gas safety (external link) – every 12 months 
• Electrical safety (EICR) (external link) – every 5 years 
• Energy performance (EPC) (external link) – every 10 years. 

For more information, you can read our guide to Landlord Electrical Safety.

Good documentation can help prove your property is fit for human habitation. 

Landlords can photograph the following: 

• Each room 
• Any damage or issues found 
• Repairs needed 
• General condition of the property. 

Keeping detailed records can help resolve any potential disputes. Inspection forms might include the following:

• Date and time of inspection 
• Name of person conducting inspection 
• Condition of each room 
• State of fixtures and fittings 
• Any safety concerns.

Communicating with tenants before, during, and after the inspection can be beneficial. 

Under Section 11 of the Landlord and Tenant Act 1985, you might give at least 24 hours’ written notice before an inspection. 

Informing tenants about the inspection schedule, addressing their concerns, and providing feedback can help maintain a positive relationship.

After the inspection, landlords might find it useful to: 

• Write up inspection findings 
• List required repairs 
• Note any tenant breaches of contract. 

They can then: 

• Send a written report to tenants 
• Schedule any urgent repairs 
• Get quotes for non-urgent work 
• Update any property maintenance logs. 

Let your tenants know what you’ve found. If necessary, give them a timeline for repairs and keep them updated on progress. 

If the property is well-maintained, clean, safe, and tidy, then you might want to send a thank-you note to tenants to show your appreciation. 

Property inspections are a key part of being a responsible landlord. However, even the most thorough inspection checks can’t account for every possible risk. 

Landlords insurance can provide an added layer of protection, covering damages, liability claims, and loss of rental income. Having adequate coverage can safeguard your investment, giving you peace of mind. 

Learn more about Hiscox landlords insurance.