Free Private Landlord Vacant Property Inspection Pack (UK)
A practical ZIP pack for planning and recording visits while a residential buy-to-let property is empty between tenancies, before a sale or during works.
Important: this is a record-keeping aid, not legal or insurance advice
The pack does not set an inspection interval, confirm that you met your policy conditions, guarantee that an insurer will accept a claim, verify insurer terms, certify a property's condition or manage a claim. Check your current policy wording, schedule and endorsements, and confirm anything unclear with your insurer, broker or an appropriately qualified professional.
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The ZIP contains three PDF files totalling 8 printable pages, one editable Word document and one Excel workbook with five worksheets. The download email is transactional; the separate consent below covers practical landlord advice, resources and occasional product updates.
Preview of the two-page printable and editable Single Visit Record included in the pack.
What this helps you do
- Copy the relevant vacancy definition, inspection interval and property conditions from your own current insurance documents.
- Plan recurring visits and let the Excel log calculate each next-due date from the interval you entered.
- Record arrival and departure times, the named inspector and whether internal and external access actually happened.
- Capture condition checks, meter readings, photographs, evidence references and immediate action in one consistent visit record.
- Give each defect an ID and track contractor attendance, completed work, follow-up and close-out separately from the visit note.
- Close the vacancy deliberately when the property is re-let, sold or the works finish.
How to use the pack
- Read the one-page guide and fictional completed example before recording a live vacancy.
- Complete the policy and vacancy setup worksheet using your current policy wording, schedule and endorsements.
- Enter the inspection interval required by your policy, schedule the visits and name a responsible inspector and backup.
- Record every visit in the Excel log or on a Single Visit Record, including any area that was not accessed and why.
- Raise and track a separate action for every defect, keeping the original photographs, reports, invoices and other supporting files.
- Complete the handover worksheet when the vacancy ends and retain the records for the period appropriate to your policy and circumstances.
What's included
Read Me — PDF (1 page)
A concise setup guide, ordered checklist and reminders about insurer-specific intervals, evidence and common record-keeping gaps.
Vacant Property Inspection Log — Excel
A five-worksheet workbook covering policy and vacancy setup, recurring inspections, defects and actions, and end-of-vacancy handover. It includes example rows, dropdowns and an automatically calculated next-due date.
Single Visit Record — PDF and Word (2 pages)
A printable or editable form for recording one visit, with separate internal and external checks, evidence references, defects, follow-up and inspector confirmation.
Completed Example — PDF (5 pages)
A fictional worked example showing the workbook from policy setup through a clean visit, a leak and contractor action, and the final handover record.
Keep the records and original evidence secure
Completed files can contain property addresses, contact details, access information, photographs and insurance references. Store them securely with the relevant property and insurance records, restrict access and keep only what you need for an appropriate period.
FAQ
Who is this pack for?
It is designed for UK private landlords and small managing teams recording visits to a residential buy-to-let property that is empty between tenancies, before a sale or during works.
Does the pack tell me how often to inspect an empty property?
No. It deliberately provides no default 7, 14 or 30-day interval. Enter the interval from your own current policy documents and confirm unclear wording with your insurer or broker.
Does a completed log prove that my insurance conditions were met?
No. The records show what you recorded doing and what happened next. They do not verify the visit, interpret your policy, prove cover or guarantee that an insurer will accept a claim.
Which file formats are included?
The single ZIP contains three PDF files totalling 8 pages, one editable Word document and one Excel workbook with five worksheets.
Can I count a viewing or contractor visit as an inspection?
Do not assume that a visit for another purpose satisfies your policy. Record what actually happened, including whether internal access was achieved, and follow the wording of your own policy or advice from your insurer or broker.
Does CertNudge schedule vacant-property visits or manage insurance claims?
No. Keep the completed pack and insurance information securely with the relevant property records. CertNudge is positioned around appropriate property compliance records and renewal dates, not void-inspection scheduling or insurance-claim management.
Keep supporting property compliance evidence inspection-ready
An empty period can generate contractor certificates, inspection reports and other supporting compliance evidence. CertNudge helps landlords organise appropriate property compliance records by property and keep renewal dates visible.
Try CertNudge freeGeneral information and practical record-keeping templates, not legal or insurance advice. The pack does not set an inspection interval, interpret an insurance policy, certify a property's condition, prove compliance or guarantee a claim outcome. Check your current policy documents and obtain appropriate professional advice where needed.