Landlords are being warned that they may lose vital oversight of their properties once the Renters’ Rights Act (RRA) comes into force unless they adopt a more comprehensive system for documenting property condition throughout a tenancy.
New research from property management platform Inventory Base suggests that many landlords are not planning to change their inspection routines despite significant regulatory changes that will reshape the private rental sector from 1 May.
The survey of 800 UK landlords found that almost half intend to inspect their properties once a year or less when the legislation replaces fixed-term assured shorthold tenancies (ASTs) with indefinite periodic tenancies.
According to the findings, 26 per cent of landlords plan to carry out inspections annually, while three per cent intend to inspect properties less frequently than once a year. More concerning for industry observers is that 18 per cent say they will only inspect a property when tenants report a problem, potentially leaving issues undetected for extended periods.
Experts warn that such approaches could leave landlords exposed to disputes, compliance risks and maintenance problems in a regulatory landscape that increasingly prioritises evidence of responsible property management.
One of the most significant changes introduced by the Renters’ Rights Act is the removal of fixed-term tenancy agreements.
Historically, tenancy start and end dates have acted as natural inspection and documentation milestones for landlords and letting agents. At the beginning of a tenancy, inventory and check-in reports establish a baseline condition for the property. At the end of the term, check-out reports allow landlords to assess changes in condition and resolve deposit disputes.
With indefinite tenancies replacing these arrangements, the industry will lose what has traditionally been a structured opportunity to reassess property condition.
In addition, the abolition of Section 21 “no-fault” evictions means many tenants may remain in properties for longer periods without the regular reset points previously created by new tenancy agreements.
This shift means landlords will need to rely less on occasional inspections and more on ongoing monitoring and documentation of property management decisions.
To address these challenges, Inventory Base is promoting what it describes as a “lifecycle evidence” approach to property management.
Rather than treating inspections as isolated events, the lifecycle evidence model builds a continuous record of how a property is maintained and managed throughout the tenancy.
This system records property condition, maintenance actions, inspection findings and management decisions over time, creating a chronological “golden thread” of evidence demonstrating responsible property management.
Under this approach, inventory and check-in reports remain important but serve primarily as the baseline record of property condition at the start of occupation, rather than the sole evidential document in future disputes.
A well-structured check-in report typically includes detailed notes, condition ratings and photographic evidence, alongside documentation of repairs, cleaning or improvements carried out before tenants move in.
To ensure transparency, inspection records should be time-stamped and clearly attributed to the individual conducting the inspection.
Property professionals say inspections should be carried out within a structured lifecycle framework rather than as occasional or reactive visits.
The lifecycle typically begins with a Housing Health and Safety Rating System (HHSRS) risk assessment, which establishes a baseline evaluation of property safety before the tenancy begins.
This is followed by the initial inventory or check-in report, which documents the property’s physical condition at the start of occupation.
An early inspection approximately three months into the tenancy is recommended to confirm the property is functioning as expected once tenants have settled in.
This inspection stage is particularly important for identifying issues such as ventilation problems, early signs of damp or mould, and maintenance defects that may only become apparent after the property is occupied.
Following this initial check, inspections may continue on a quarterly or six-monthly schedule, depending on the property type and tenancy circumstances.
Around the six-month mark, landlords may also carry out a Fitness for Human Habitation assessment, which feeds into the ongoing HHSRS risk profile and helps ensure the property remains compliant with legal standards.
Another critical component of lifecycle evidence is the recording of management decisions and actions taken following inspections.
Rather than simply noting observations, inspection records should document the reasoning behind decisions made by landlords or agents.
For example, if an issue is identified during an inspection, the documentation should explain whether the landlord chose to monitor the issue, arrange repairs, advise the tenant or take no action, along with the justification for that decision.
Effective documentation should also show that issues are properly resolved, including evidence of completed repairs, photographs confirming work has been carried out, and records of contractor involvement where relevant.
Any delays or operational challenges, such as contractor availability or supply chain issues, should also be recorded as part of the evidential trail.
According to Sián Hemming-Metcalfe, operations director at Inventory Base, the shift toward indefinite tenancies will require landlords and agents to rethink how they monitor and document property condition.
“As the Renters’ Rights Act reshapes the private rental sector, landlords and agents will need to move beyond treating inspections as isolated reports and start building a continuous understanding of how their properties perform over time,” she said.
“With indefinite periodic tenancies replacing fixed terms, many properties may remain occupied for much longer without the traditional reset point that previously came with a new tenancy.”
She added that the industry will increasingly need property intelligence, defined as continuous insight derived from inspections, inventories, risk assessments and maintenance records.
“By structuring inspections within a clear tenancy lifecycle framework, property managers can identify risks earlier, respond quickly to emerging issues and demonstrate responsible management throughout the tenancy,” she said.
“In the post-RRA rental market, compliance will depend not just on the condition of a property at a single moment, but on the quality and continuity of the evidence behind how it has been managed.”
Industry experts believe the introduction of the Renters’ Rights Act will increase scrutiny from regulators, adjudicators and local authorities, particularly in disputes involving property condition, maintenance responsibilities or tenant safety.
Without a continuous evidential record, landlords may struggle to demonstrate that they have properly maintained their properties or responded appropriately to tenant concerns.
As the regulatory framework surrounding the private rented sector continues to expand, lifecycle evidence systems may become an increasingly important tool for protecting landlords from legal disputes while ensuring tenants live in safe and well-managed homes.
For landlords who adapt early, the shift toward evidence-based property management could also provide operational benefits, helping identify maintenance issues sooner and improving long-term property performance.
