How to and why you should Conduct a Rental Property Maintenance Inspection
As a landlord in Scotland, conducting regular maintenance inspections of your rental property is crucial for ensuring compliance with legal standards and preventing minor issues from escalating into costly repairs. This guide will walk you through the process, from arranging the visit legally to carrying out an effective inspection.
- Arranging the Appointment Legally
Under the Housing (Scotland) Act 1988 and subsequent tenancy laws, landlords must provide tenants with at least 24 hours’ written notice before entering the property for an inspection. However, it is best practice to give more notice—ideally, a week—to allow tenants to prepare.
Ensure your communication is polite and professional, clearly stating the purpose of the visit and offering flexibility where possible to accommodate the tenant’s schedule.
- Why Conduct Maintenance Inspections?
The primary purpose of maintenance inspections is to identify and address issues early, preventing minor problems from developing into costly repairs. It is not an opportunity to catch tenants breaking rules but rather to ensure the property remains safe, habitable, and compliant with legal standards.
Regular inspections also demonstrate to tenants that maintenance concerns are taken seriously, encouraging them to report issues promptly.
- Sample Email to Arrange an Inspection
Subject: Scheduled Property Maintenance Inspection – [Property Address]
Dear [Tenant’s Name],
I hope this email finds you well.
To ensure [address] remains in a good state of repair, I would like to arrange a visit to carry out a maintenance inspection. This helps ensure everything is in good working order and allows us to address any minor maintenance issues before they become larger problems. It would be very helpful if you could let me know if there are any maintenance issues that you are aware of so that I can take a look while there.
The proposed visit is for [date] at [time].
There is no particular requirement for you to be present at the time of the inspection but if you would like to be and this is not a convenient time for you, please let me know a suitable time within the next few days. Alternatively please let me know if you would be in agreement for me to use keys we hold to gain access while you are not there.
The inspection should take no longer than 30 to 45 minutes.
I look forward to hearing from you.
Best regards,
[Your Name]
[Your Contact Information]
- Suggested basic check list
A structured checklist ensures consistency in your inspections and helps you cover all critical aspects of property maintenance quickly and efficiently. Below is a suggested basic checklist:
General Interior Checks:
- Walls & Ceilings – Look for signs of damp, cracks, or mould, and decorative condition
- Windows & Doors – Ensure they open and close properly, check for drafts or broken locks.
- Floors & Carpets – Look for trip hazards, excessive wear, or water damage.
- Heating & Hot Water – Check that radiators, boilers, and heating controls function correctly.
- Electrical Safety – Test smoke alarms, carbon monoxide detectors, and check for exposed wiring.
- Mould Build up: – Check in showers, around baths and along window cills.
- Pests: – Check for signs of rodents or bugs. Although tenants are strictly responsible for dealing with these it can be in the Landlords interest to catch these early and have them dealt with.
Kitchen & Bathroom:
- Sinks, Taps, and Pipes – Check for leaks and blockages.
- Appliances – Ensure white goods (if provided) are in working order.
- Ventilation – Make sure extractor fans are operational to prevent condensation.
Exterior & Common Areas:
- Roof & Guttering– Look for loose tiles, blockages, or damage.
- Drains & Pipework – Ensure proper drainage and no leaks.
- Pointing / Render / Harling
- Garden & Fencing – Check for overgrown vegetation and broken fences.
- Communal Areas (for HMOs) – Inspect stairways, hallways, and external bin storage for cleanliness and safety.
- Tenants May Raise Additional Issues
During an inspection, tenants will often take the opportunity to bring up issues they have been living with but haven’t previously reported.
While some concerns may be minor or subjective, it’s important to take note and address anything that falls within your legal obligations.
Common issues may be :
- Doors, scraping or not closing properly, door handles being loose or falling off.
- Showers or taps dripping
- Appliances not working properly or making strange noises
- Door entry systems not releasing the main door
- Cupboard doors being loose or starting to come loose
Also be aware that the tenant may, sometimes, try to pass off damage they have caused either due to negligence or accident. Note that tenants, and not the landlords, will be liable for the cost of effecting a repair.
- Addressing Issues in a Timely Manner
Once maintenance concerns are identified, they should be dealt with promptly.
However, this doesn’t mean that a contractor needs to be organised immediately to deal with every loose handle or wobbly chair leg. Non-urgent repairs can be scheduled together to minimise disruption to tenants and reduce costs, but reassure the tenants that these issues are noted and will be addressed.
What then, should be considered essential, “act now” repairs? The simple answer is anything that would put the Landlord in breach of Repairing and Tolerable Standard could lead to legal action and penalties.
Repairing Standard: The property must meet the Scottish Repairing Standard, which includes requirements for structural integrity, adequate water supply, safe electrical systems, and working heating.
Tolerable Standard This defines the minimum level of habitability, ensuring the property is wind and watertight and free from serious damp issues.
To these we would add that any minor issue that has potential to deteriorate into a major, costly repair should be dealt with urgently. Issues such as, blocked gutters and downpipes, render damage, leaks, holes in silicone or wobbly tiles would go in this category.
- Finding Reliable Contractors and Tradespeople
It’s all very well identifying maintenance issues but the old adage of never being able to find a good tradesperson is as apt today as it’s ever been.
So, if you find a “good un” – by which we mean one who does good work rather than is always available at the drop of a hat or charges the least – then do all you can to nurture a positive relationship with them:
- Always pay them promptly
- Offer them tea and a biscuit, they may not accept but they will appreciate the gesture
- Respect that they may not be able to answer your call / respond to your message immediately, over a weekend or in the evening (they are allowed some “me time)
- Understand a good tradesperson will have other customers that they can’t let down so they wont be able to annoy them by treating you as if you are more important.
- Don’t mess them around by changing appointments at the 11th hour.
Of course, there are sometimes when you really do need something in a hurry. By building a positive relationship with tradespeople you will have more chance that they wil help you out when you are in a bind.
- Additional Considerations for HMO Properties
If the property is a House in Multiple Occupation (HMO), additional checks are required, particularly for shared areas such as stairwells, bin stores, and shared kitchens or bathrooms. Ensuring these areas are clean, well-lit, and free from hazards is essential for compliance with HMO licensing regulations.
Conclusion
By following these guidelines and conducting regular maintenance inspections, you can protect your investment, remain compliant with Scottish law, and ensure your tenants live in a safe and well-maintained home.
Disclaimer:
This article is for informational purposes only and does not constitute legal advice. HomeForce Property Management (HFPM) makes no representations or warranties regarding the accuracy, completeness, or reliability of the information provided. While every effort has been made to ensure the content is up to date, regulations may change, and interpretations may vary. HFPM is not responsible for any errors, omissions, or actions taken based on this article. Readers are advised to seek independent legal or professional advice regarding their specific circumstances. Links to external websites are provided for convenience and do not imply endorsement or responsibility for their content.
