Property inspections, access and record-keeping

Regular property inspections help you catch maintenance issues early, demonstrate your management standards, and build a record that protects you in any later dispute. This guide covers the legal rules on access and the practical approach to getting inspections right in England. Reviewed March 2026.

What the rule is

Section 11(6) of the Landlord and Tenant Act 1985 requires that, before entering a property to carry out repairs (or to inspect for the purpose of determining what repairs are needed), you must give at least 24 hours’ written notice. This applies even if the tenancy agreement says otherwise.

Entering without notice, or pressuring a tenant to allow immediate access (except in a genuine emergency), is a breach of the tenant’s right to quiet enjoyment of the property and could constitute harassment under the Protection from Eviction Act 1977.

Emergency access is the only exception. If there is an immediate risk — a gas leak, flooding, a fire, or a risk of injury — you or your agent can enter without prior notice. However, “emergency” means a genuine, immediate threat, not urgency about a repair you want done quickly.

There is no statutory minimum or maximum frequency for routine inspections. Industry guidance typically recommends:

• A check-in inspection at the start of the tenancy
• Routine inspections every three to six months during the tenancy
• A check-out inspection at the end

When it applies

The 24-hour notice requirement applies every time you wish to enter the property — for inspections, for repair access, for contractor visits, or for any other purpose. Notice must be in writing. Email or text message is sufficient, provided you have a record of it being sent.

What landlords must do

• Book inspections well in advance. Send written notice of the date, time, and purpose at least 24 hours before. Email is sufficient.
• Attend or send a reliable agent. Use the same person for inspections where possible — consistency helps you identify changes between visits.
• Prepare an inspection checklist. Cover all rooms, including roof space access if there is one, outbuildings, and the garden. Check for damp, mould, ventilation, smoke and CO alarms, security, and signs of unreported damage.
• Photograph everything of note. Date-stamped photographs are the most reliable evidence. Capture defects, the general condition of rooms, appliances, and any safety equipment.
• Write up an inspection report. Even a brief written record of findings — date, attending party, items noted, actions required — is far more useful than photographs alone.
• Follow up on any issues. If an inspection reveals a repair need, raise a work order immediately and record the date. This demonstrates prompt action if a dispute arises later.
• Give the tenant a copy. Sharing the inspection report with the tenant (or a summary of actions you are taking) builds trust and provides further evidence that the property was inspected.

What evidence to keep

• Written access notices (email or letter) with the date and time sent
• Tenant acknowledgements or replies where available
• Completed inspection reports with the date and attendee
• Photographs taken at each inspection (stored with the date they were taken)
• Any follow-up actions or repair orders raised as a result of the inspection
• A running schedule of inspection dates across all properties

Common mistakes

Giving verbal rather than written notice. Verbal notice cannot be proved. Always give 24 hours’ notice in writing, even if you have a friendly relationship with your tenant.

Not keeping dated photographs. An undated photograph is of limited evidential value. Use your phone camera (which stamps date and time in the file metadata) or a dedicated property management tool.

Inspecting too infrequently. Annual inspections are not enough to catch most issues before they become costly disrepair claims. Quarterly is preferable, especially for newer tenancies.

Failing to record no-access attempts. If you give notice but the tenant is not present or refuses access, record this. It is important context if the tenant later claims you ignored a defect.

Using inspections as an excuse to check up on the tenant personally. Inspections must be for a housing management purpose. Using visits to monitor the tenant’s lifestyle or make intrusive inquiries about their personal circumstances is an infringement of their right to quiet enjoyment.

FAQ

Q: Can I use a letting agent to carry out inspections on my behalf? A: Yes. A letting agent acting on your behalf has the same right of access as you do, subject to the same 24-hour written notice requirement. Ensure your agent produces a written report after every inspection and passes it to you.

Q: What if the tenant refuses to allow an inspection? A: You cannot force access without a court order. Send written notice of a rearranged date. If the tenant continues to refuse, document every attempt. Persistent refusal of reasonable inspection requests can be relevant context in any future possession proceedings, particularly in relation to disrepair claims.

Q: Can I carry out inspections as frequently as every four weeks? A: There is no statutory minimum interval, but very frequent inspections (more than once a month) without good cause are likely to be viewed as a breach of the tenant’s quiet enjoyment. Once a quarter is generally accepted as reasonable for a standard tenancy.

Q: Should I inspect when a repair is completed? A: Yes — a post-repair inspection with a photograph confirms the work was done properly. This is particularly important for damp, mould, and structural repairs where recurrence is possible.

Q: Do I need the tenant’s permission to photograph their belongings? A: You are entitled to photograph the condition of the property as part of your management records. You should not be photographing personal belongings in close-up or in a way that intrudes on the tenant’s privacy. Focus on the fabric of the property — walls, floors, ceilings, appliances.