Property inspection guidelines for employers

Property inspections are common within the property management sector, with visits taking place regularly throughout the duration of the tenancy agreement. However, such inspections present inherent risks that employers must address. Property managers have a responsibility to safeguard their staff’s wellbeing and ensure compliance with HSE regulations.  Within this article, Croner’s H&S experts will highlight some considerations and strategies for best practice when conducting property inspections.  

The legislation  

There are three different pieces of legislation that employers must consider before any employees are instructed to conduct a property inspection: 

1. Health and Safety at Work Act 1974, 

1. The Management of Health and Safety at Work Regulations 1999, 

1. The Regulatory Reform Fire Safety Order 2005. 

There are some very specific requirements under each legislation that detail the responsibilities of employers: 

Risk assessment & hazard identification:  

This is a requirement under The Management of Health and Safety at Work Regulations 1999. The legislation dictates that; every employer is required to do a reasonable and adequate evaluation of the risks to employees, contractors, visitors, members of the public and all parties affected by the organisation’s activities. 

A risk assessment can be summarised as: 

1. Identify potential hazards 

1. Establish who is at risk of harm and how. 

1. Evaluate the risks and existing control measures and decided if further control measures are required 

1. Record significant findings and communicate with relevant parties 

1. Review the risk assessment at frequent intervals (e.g. at least annually)  

Some risks to consider when conducting property inspections may include: 

• Lone working  

• Aggressive Tenants  

• Damaged appliances 

• Persons attempting to enforce adverse possession (squatter’s rights) 

• Pets/Animals  

• Illegal renovations (bypassed utility meters) 

Having a lone working policy in place  

Before allowing someone to inspect a property alone, as an employer, you must handle any hazards to their health and safety. Without direct supervision or support in the event of an emergency, lone workers will always be at a higher risk. The following considerations can help employers develop a policy to safeguard their lone workers: 

• Who is made aware when the employee arrives and leaves site?  

• Is there a method for the employee to call for assistance and a sufficient and trustworthy means of communication? 

• Can you utilise a lone worker device such as GPS tracking or a body cam? 

• What regular check ins have been made with the lone worker, and what would happen if contact cannot be established?  

Lone workers also have their own responsibilities to uphold, these include: 

• Attending any H&S training provided by their employer 

• Reporting any potential safety hazards 

• Cooperating with any lone working procedures implemented by their employer 

• Disclosing any reasons why they may be unsuitable for lone working

Providing training to staff:  

Employers are required to make sure employees (including lone workers) are given the necessary training and information to safely carry out their duties. Some considerations for property inspections include preparing staff for:  

• Facing aggression from tenants and de-escalating conflict situations  

• Conducting a comprehensive inspection of the property that fulfils the requirements of the Landlord and Tenant Act 1985  

• Emergency response procedures to follow in the event of an incident such as a fire or medical emergency 

In summary: 

In conclusion, property inspections in the property management sector require careful consideration of legislation and risk assessment to ensure the safety and well-being of employees. Employers must implement policies for lone workers, provide necessary training, and address potential hazards to create a safe working environment during property inspections. 

When was the last time your H&S policies were reviewed? Are you confident you’ve got all bases covered? If you need further support, or just want to check over your current policies, get in touch with Croner. As a partnership member, you can access complimentary telephone advise and preferential rates on additional client services. Reach out to Croner’s experts on 0844 561 8133, and quote your bespoke CGL reference number.