An inspection should have a clear purpose and respect the home as the occupant's private space. Giving notice is not a general permission to enter whenever convenient.
Prepare the visit
- Explain the purpose, areas to inspect, expected duration and who will attend.
- Offer practical alternatives and ask about accessibility or communication needs.
- Review previous repairs and outstanding certificate actions so the visit addresses known issues.
Inspect proportionately
- Check condition, leaks, damp, ventilation, heating, alarms and relevant safety concerns without searching private belongings.
- Ask the tenant about intermittent faults that may not be visible during the visit.
- Photograph relevant defects while avoiding identity documents, personal correspondence and unnecessary images of occupants.
Make the record useful
- Separate observations from diagnoses and identify work needing a specialist.
- Allocate each action, urgency and follow-up date.
- Tell the tenant what will happen next and verify repairs rather than waiting until the next routine inspection.
Example: the visit finds a recurring patch
A fictional inspection finds staining where an earlier roof leak was repaired. Compare the history, ask whether it follows rain and investigate before assuming it is old cosmetic damage. Record whether the cause is confirmed or still uncertain.
What to do
- Give the applicable notice and agree a workable appointment.
- Record relevant findings and immediate risks.
- Send a short action summary and follow up completion.
Evidence to keep
- Access request and agreement, dated inspection notes and relevant photographs.
- Repair instructions and completion records.
Sources and guidance
- Access for repairs and inspectionsScottish Government · checked 20 October 2026
- Renting out property: making repairsUK Government · checked 20 October 2026
- Standard occupation contracts: guidance on the termsWelsh Government · checked 20 October 2026
- Data protection advice for small organisationsInformation Commissioner’s Office · checked 20 October 2026