We’re Not Just Checking Boxes: Why Property Visits Are About People, Not Paperwork

When most landlords think about mid-tenancy property visits, the first words that come to mind are usually compliance, checklists, and risk management. And yes - visits are absolutely essential for staying on top of regulations (especially with changes like Awaab’s Law and the upcoming Renters’ Rights reforms).

But there’s another side to the story that’s often overlooked: property visits are also one of the best opportunities you’ll ever have to build better relationships with your tenants.

Moving Beyond the “Inspection” Mindset

Let’s be honest. Most tenants don’t look forward to a property visit. They often feel scrutinised or uncomfortable - and sometimes landlords feel the same way too.

The trick is to stop thinking of visits as a cold inspection and start treating them as a two-way conversation. A good property visit isn’t just about spotting issues - it’s about:

• Building rapport with your tenants

• Understanding their concerns before they become complaints

• Offering proactive support and advice

• Protecting your investment by catching problems early

When tenants feel listened to, they’re far more likely to report issues promptly, allow access for maintenance, and look after the property with more care. Everyone wins.

Communication is Everything

How you frame the visit sets the tone. Instead of a blunt “inspection notice,” explain that visits are part of good property management:

“We carry out regular visits to make sure your home is in good condition and to pick up on any repairs or concerns you might have. It’s also a chance to check safety features like smoke alarms so we can keep everything running smoothly.”

Giving proper notice (at least 24 hours in writing - or longer if your tenancy agreement requires it), offering flexible times, and following up afterwards with notes or thanks shows professionalism and respect.

How Often Should You Visit?

There’s no set law in England on visit frequency, but every 3-6 months is generally considered best practice. In Wales, there’s a minimum requirement of one visit per year, and in HMOs, it can even be a condition of the licence.

Consistency is key. Tenants know what to expect, landlords stay protected, and problems don’t have time to escalate.

Best practice also means:

• Using a clear checklist tailored to the property

• Taking photos (with tenant consent)

• Documenting findings in a professional format

• Acting on any follow-ups quickly

• Keeping landlords updated without delay

Spotting Risks Before They Escalate

Property visits are often the only chance you’ll have to pick up early warning signs, such as:

• Damp, mould, or leaks

• Poor ventilation or heating problems

• Blocked fire exits

• Evidence of tenancy breaches or illegal activity

• Neglected maintenance that could cause serious damage

Catching these early can save you thousands, prevent legal trouble, and keep your tenants safe.

Why the Stakes Are Higher Than Ever

Courts and local authorities are coming down hard on landlords who don’t take proactive management seriously. The risks include:

• Rent Repayment Orders

• Section 21 notices being thrown out because of unresolved repairs

• Civil penalties or fines under HHSRS enforcement

• Prohibition Orders restricting use of the property

Judges often ask: “What evidence do you have that you’ve managed this property properly?”
If you can produce clear, timestamped visit reports with photos, you’ll be in a far stronger position than a landlord who simply shrugs and says “I didn’t know.”

The Bottom Line

Property visits aren’t just a tick-box exercise. Done well, they:

• Protect your investment

• Strengthen tenant relationships

• Keep you compliant with ever-tighter legislation

• Provide a paper trail that could save you in court

Think of them less as an awkward obligation, and more as a vital part of being a professional landlord. After all, good property management isn’t just about buildings - it’s about people too.