Mid-tenancy inspections: how often, how much notice, and a checklist that stands up

A mid-tenancy inspection is a visit to look at the condition of a rented property while the tenant is living in it. The law in England gives the landlord, or someone they authorise in writing, a right to enter at reasonable times of day to view the condition and state of repair, after giving the occupier at least 24 hours' notice in writing. It does not say how often, and it does not let anyone walk in if the tenant says no.

This guide covers the notice rule, the tenant's right to quiet enjoyment, a sensible frequency, what to look for, and how to record it so the report is useful months later. Checked against gov.uk and legislation.gov.uk on 31 October 2026.

At a glance

The notice rule

Section 11 of the Landlord and Tenant Act 1985 puts the main repairing duties on the landlord for most residential tenancies. Subsection (6) adds the other half of the bargain: the tenant is treated as agreeing that the landlord, or a person authorised in writing, may enter at reasonable times of day, on giving 24 hours' notice in writing to the occupier, to view the condition and state of repair.

Three things follow for an agency:

1. Written means written. An email or a message the tenant can keep is fine. A phone call is not notice; it is a conversation that you then confirm in writing.
2. 24 hours is a minimum. Giving a week's notice and offering two slots gets more doors opened than giving exactly 24 hours.
3. Reasonable time of day. Working hours, or a time agreed with the tenant. gov.uk's guidance for private tenants says the landlord has to give at least 24 hours' notice and visit at a reasonable time of day unless there is an emergency.

Quiet enjoyment

Among the rights gov.uk lists for private tenants is the right to live in the property undisturbed. In the tenancy agreement this appears as the landlord's covenant for quiet enjoyment. Entering without notice, turning up repeatedly, or letting yourself in with a management key when nobody answers all cut across it, and a tenant can take a pattern of it to the council or to your redress scheme.

If a tenant refuses access, the government's guide to the Homes (Fitness for Human Habitation) Act says the landlord should seek legal advice and keep a record of all contact attempts. In practice: offer another date, put the refusal in writing, and record it. The one exception is a genuine emergency, such as a serious leak or a gas smell, where entry to make the property safe cannot wait.

How often to inspect

No statute sets a frequency. A common pattern among agencies is a first visit around three months after move-in, when problems with the property or the tenant's use of it tend to show, then roughly every six months. Some landlords ask for quarterly visits; some insurers and HMO licence conditions set their own expectations, so check both.

Whatever you choose, agree it with the landlord in the terms of business and tell the tenant at the start of the tenancy. A visit the tenant expected is rarely refused.

For an HMO let room by room, the common parts and each room have different occupants and different conditions, so plan the visit around the house as a whole. See letting an HMO room by room.

What to look for

An inspection is about the condition of the property and whether anything needs repairing. It is not about how tidy the tenant is. Keep the checklist to things that cost money or cause harm if missed:

• Damp, mould and ventilation: behind furniture, in bathrooms, around windows. Damp and mould are among the hazards the courts consider when deciding whether a home is fit for human habitation
• Water: signs of leaks under sinks, around the boiler, on ceilings below bathrooms
• Heating and hot water: working, and the tenant knows how to use the controls
• Smoke and carbon monoxide alarms: present on every storey with living accommodation, with a carbon monoxide alarm in any room with a fixed combustion appliance (gas cookers excluded); test them. Landlords must repair or replace an alarm once told it is faulty
• Doors, windows and locks: secure, and fire doors in HMOs closing properly
• Gardens, gutters and exterior: anything the landlord is responsible for under section 11
• Occupancy: who is living there against who is on the tenancy, which matters for Right to Rent and for HMO licensing
• Tenant damage: separate from wear and tear, with a photo and a note of what was said

Gas safety and electrical certificates run on their own cycles. A visit is still a good moment to confirm the records match the appliances in the house. See the compliance checklist.

Recording it so it stands up

The report is read in two situations: when a repair is raised and someone asks whether the problem was known about, and when the tenancy ends and the deposit is in dispute. Both reward the same habits.

1. Date, time and who attended, including whether the tenant was present.
2. Room by room, in the same order as the inventory, so items can be compared later.
3. Photos with a short caption, taken in daylight where possible. A photo of the whole wall, then a close-up of the mark.
4. Plain words. "Black mould about 30cm across in the top corner above the shower" is useful. "Bathroom poor" is not.
5. Actions, each with an owner: a repair for the contractor, advice for the tenant, a decision for the landlord.
6. Send it to the tenant and the landlord within a day or two, and keep it against the tenancy.

Deposit schemes look for exactly this kind of dated, photographed evidence when a landlord claims for damage. See tenancy deposit protection rules.

A template notice

Keep it short and keep a copy:

We would like to carry out a routine inspection of [address] on [date] between [time] and [time]. [Name] from [agency] will attend. If that is not convenient, reply with a better time. You are welcome to be present; if you are out, we will use the management key and leave a note of what we looked at.

The last sentence only belongs there if the tenancy agreement allows entry with the tenant's agreement when they are not present, and the tenant has confirmed. If they do not reply, do not treat silence as consent.

How Letfold helps

In Letfold an inspection is booked against the tenancy with a template checklist, and the tenant gets a link to confirm the slot or propose another, with a reminder the day before. The inspector fills in the checklist room by room with photos, a visit that could not get in is recorded as no access, and the finished report is a PDF the tenant can see in their portal. Items that need work become repairs for a contractor. See features.

Frequently asked questions

How much notice does a landlord have to give to inspect a property?

At least 24 hours' notice in writing, for a visit at a reasonable time of day. This comes from section 11(6) of the Landlord and Tenant Act 1985, and gov.uk repeats it in its guidance for tenants.

How often can a landlord inspect a rented property?

The law sets no frequency. A first visit about three months after move-in and then every six months or so is common. Visiting so often that the tenant cannot live undisturbed is a breach of their rights.

Can a tenant refuse an inspection?

Yes. Outside a genuine emergency, you cannot enter without the tenant's consent. Offer another time, put the refusal in writing and keep a record of each attempt.

Can an agent use a key if the tenant is out?

Only where the tenant has agreed to that for the visit. Silence is not consent, and letting yourself in without it undermines the tenant's right to live undisturbed.

What should a mid-tenancy inspection report include?

The date and attendees, a room-by-room record in inventory order, captioned photos, plain descriptions of any problems, and a list of actions with an owner for each.

Sources

Checked on 31 October 2026:

• Landlord and Tenant Act 1985, section 11 (legislation.gov.uk)
• Private renting: your rights and responsibilities (gov.uk)
• Homes (Fitness for Human Habitation) Act 2018: guide for landlords (gov.uk)
• Smoke and Carbon Monoxide Alarm (England) Regulations: Q&A booklet for landlords and tenants (gov.uk)
• Management of Houses in Multiple Occupation (England) Regulations 2006 (legislation.gov.uk)

This article is general information for England, not legal advice.