Rental Compliance and Inspections

Rental Compliance and Inspections

This guide explains how to use Standout to keep rental compliance and property inspections visible and actionable. It is a system workflow guide, not legal advice; your agency remains responsible for determining which checks/certificates apply.

Keep compliance dates current

Record relevant expiry/status information on the rental property/tenancy, such as:

• Gas Safety;
• EICR;
• EPC;
• property/HMO licence where applicable;
• deposit protection status;
• Right to Rent information;
• other agency-specific compliance items.

A date is only useful if somebody acts before it expires. Use tasks/appointments and the relevant dashboard/reporting tools to manage upcoming work.

Booking an inspection

Where inspections are recorded as property appointments, use the correct inspection appointment type/category so the appointment is linked to the property and can be identified by the system.

Confirm:

• property;
• date/time;
• staff member;
• tenant/landlord communication;
• access arrangements.

After an inspection

Record the outcome, including any maintenance or compliance action discovered. If a repair is needed, create it through Managing Repairs and Maintenance rather than leaving it only in inspection notes.

Service appointments

Use service appointments for planned contractor/compliance visits where supported by the rental workflow. Keep the result/certificate information updated after completion.

Right to Rent

Keep the contact/tenant identity information and follow-up dates accurate. Customer Portal can collect supporting identity/Right-to-Rent evidence, but staff must review it.

Customer Portal visibility

Tenants and landlords can see selected compliance information through Customer Portal. Internal compliance notes and every internal document are not automatically customer-visible.

A useful monthly routine

1. Review certificates/inspections due soon.
2. Confirm future appointments are actually booked.
3. Chase missing contractor certificates/results.
4. Update the property record when documents arrive.
5. Create tasks for unresolved issues.

The objective is to prevent compliance work becoming an emergency on the expiry date.