Property Inspections - Minimising the Risk when Working in Other People's Homes

On the 10th May 2020, the Government announced that the Housing Market could “go back to work”. The announcement made late on that Monday evening took many people who work as Letting Agents, Estate Agents, Conveyancers, Builders, Developers, Surveyors, Contractors and Engineers by surprise not the last because there was no warning and no prep-time. The next day guidance was published (amended on May 29th) to provide practical advice on how to re-open offices safely. It has taken time, but fast-forward three weeks and many letting agents have taken a “phased approach”to ensure that the necessary protocols have been put in place to minimise risk in relation to Covid-19.

Along with the guidance for offices and call centres, the Government produced a guide for those who have to carry out work in other people’s homes. This applies to many practitioners who work in housing who carry out a range of activities that include valuations, viewings, inventories, check-ins and check outs, along with Interim Property Inspections. As letting agents move back into the office environment many of the “tasks” which were performed day to day away from the office are now being re-introduced.

Property inspections have become a topic of discussion for many lettings who manage properties since the property inspection forms part of a managed service and of course since lockdown was put in place, access to properties has been, understandably, restricted.

Landlords are curious, apprehensive even, about the condition of their properties. It is important to note that there will have been much more “wear & tear” on the property with everyone self-isolating and being confined to their homes, making especially good use of gardens and outside space.

Whilst the guidance on the 11th May permits both essential and non-essential activity to be carried out, property inspections have not been high on the agenda.

The following may assist with the future planning of property inspections:-

1. When deciding whether or not to visit someone’s home it is essential that you consider:

   • Government advice

   • the reason for the visit

   • whether the visit is categorised as lone working

   • the level of priority and urgency of the visit

   • whether the visit can be deferred and if so for how long

   • whether the premises are occupied

   Assess and manage the risks of COVID-19 the dealing with activities that take place OUTSIDE the office. This means you need to think about the risks that could present themselves and do everything reasonably practicable to minimise them, recognising you cannot completely eliminate the risk of COVID-19.

2. Who, within the letting agency will be carrying out inspections? It is important to discuss the risk assessment with the employee who is going to be dealing with this task, and go through the protocols in detail.

3. Check the diary. Inspections would have already been diarised pre-lockdown so review pre-existing appointments, re-schedule ensuring the tenant is provided with ample notice.

4. Communicate with households prior to arrival, and on arrival, to ensure the household understands the social distancing - 2 metre rule and hygiene measures that should be followed

5. Ask members of the household relevant questions :-

   • Ask if any members of the household (that is anyone living in the property) has any of the symptoms linked to the Coronavirus

   • Ask when these symptoms started

   • Ask if anyone in the household been isolated for symptoms of Coronavirus over the past 14 days

   • Ask if anyone in the household is “shielding”

6. If the tenant is concerned about you entering their home, reassure them that employees:-:

   • follow strict hygiene standards

   • wear a face covering

   • will not be in the house longer than is necessary

   •  that they should keep a distance of 2 metres to avoid the spread of Covid-19

7. If the tenant refuses access, keep a record and reschedule the appointment

If the tenant raises concerns about the property inspection or if it is not possible for the inspections to be carried out in the near future, ask the tenant to supply photos and / or a video of the property which highlight condition. This evidence can then be sent to the landlord.