A Guide to Tenancy Management Checks

Staying on top of tenancy management checks is essential for property managers and landlords to ensure compliance, keep tenants safe, and maintain the overall condition of student properties—whether you’re managing an HMO, PBSA, or working with letting agents. Regular checks help prevent small issues from escalating, ensure tenants are respecting their obligations, and protect the value of your property.

In this guide, we’ll break down what a tenancy management check is, why they matter, and how to carry them out effectively.

What is a tenancy management check?

A tenancy management check is a routine inspection carried out by a property manager, landlord, or letting agent to assess the condition of a property during an active tenancy. Unlike a check-in or checkout inspection, these checks are conducted mid-tenancy to ensure the property is being properly maintained and to address any issues before they become major problems.

Why are tenancy management checks important?

• Protect your property from avoidable damage
• Ensure tenant safety and well-being
• Stay compliant with health and safety regulations
• Address tenant concerns early
• Identify maintenance issues before they worsen

How often should you carry out tenancy management checks?

The recommended frequency for tenancy management checks is every 3 to 6 months, but this can vary depending on your property type, tenant profile, and any specific issues raised.

For HMOs

More regular checks may be needed to monitor shared spaces and ensure house rules are being followed.

For PBSA operators

Routine inspections are key to maintaining communal areas, preventing safety risks, and ensuring high standards across a large number of tenants.

Key areas to check during a tenancy management inspection

1. General property condition

• Check for signs of damage beyond normal wear and tear
• Review walls, floors, doors, and windows for marks or breakage
• Look for signs of mould, damp, or condensation

2. Health & safety compliance

• Test smoke alarms and carbon monoxide detectors
• Check that fire safety equipment (e.g., extinguishers, fire blankets) is in place and serviced
• Ensure that escape routes are clear

3. Electrical and gas safety

• Inspect visible wiring and sockets for damage
• Check that tenants aren’t using unsafe electrical devices or overloading sockets
• Confirm that any gas appliances are functioning correctly (though full gas safety checks will need to be done annually by a certified engineer)

4. Cleanliness and maintenance

• Check cleanliness of communal spaces and kitchens in HMOs and PBSA
• Ensure bathrooms are in a hygienic condition
• Review maintenance issues reported and spot any that tenants haven’t flagged

5. Tenant well-being and compliance with tenancy terms

• Discuss any issues tenants may be facing
• Ensure tenants are following house rules, especially in shared properties (e.g., not smoking indoors, no unauthorised subletting)
• Remind tenants how to report maintenance issues and what to do in emergencies

How to approach tenancy management checks professionally

• Give proper notice – You should provide at least 24 hours' written notice before conducting a tenancy management check, and visits should occur at reasonable hours.
• Be respectful and professional – This is your tenant's home. Always be polite and ensure tenants are comfortable with the visit.
• Document everything – Take photos and write detailed notes to maintain a clear record.

Benefits of tenancy management checks for student accommodation

• Early issue detection – Prevent costly damage and keep maintenance costs under control
• Tenant satisfaction – Reassures tenants that issues will be addressed promptly
• Compliance and safety – Stay on top of required safety standards to avoid penalties
• Protect deposit claims – Provide evidence if issues arise during checkouts

How Concurrent simplifies tenancy management checks

Concurrent's property management platform makes tenancy management checks easy and efficient.

Key features to support tenancy checks:

• Centralised dashboard – Manage tenancy details, inspection dates, and maintenance issues all in one place
• Automated reminders – Never miss a check with automatic prompts to schedule your next visit
• Digital maintenance tracking – Log issues identified during checks straight into the maintenance dashboard and assign jobs to contractors instantly
• Audit trail – Keep secure, time-stamped records of inspections, notes, and photos for future reference
• Tenant communication – Notify tenants of upcoming checks directly via the system, reducing admin and improving transparency

Book a demo today to see how Concurrent can help you manage inspections more efficiently and maintain high standards in your student accommodation.