Preparing for a short-term let inspection

Some of our clients have received requests to meet with the short-term let licensing team at their property. These generally follow one or more complaints being received about their letting.

(Note. We’re not talking about fire safety officer inspections, which are a separate matter.)

If you receive such a request what should you expect and how should you prepare? Here are some pointers:

1. Firstly, don’t panic! Quite rightly, if there is a complaint, the STL team will follow it up. They speak with you, probably during a site inspection, and then follow up with the complainant.

2. Bear in mind that even when you are diligent about the management of your letting, there is a risk of complaints, so there may not be anything specific you can do in response, but find out as many details as you can and see what can reasonably be done to reduce the risk of future inconvenience to neighbours.

3. One priority area to focus on is your guest information. You should aim to control guest behaviour with simple rules that reduce the chance of annoying other residents. Where appropriate make these clear in the advert and the details you send after booking. Also have appropriate written information available during the stay: this might be in a guest folder, or displayed in courteous signage. One example is to have signs to remind guests to observe quiet hours, particularly in shared stairways and when socialising outside.

4. Complaints tend to stem from noise (especially at night, and outside), waste, parking, overcrowding/ unauthorised extra guests, control over pets and respecting neighbours’ privacy and security. These are all covered by the short term let licence conditions, so familiarise yourself with the contents of the document and take action to keep your guests in check.

In preparation for the site meeting:

1. Check all your risk assessments and safety reports are in-date.

2. Your fire/ legionella risk assessment and statutory safety reports (electric/ gas) might highlight some action points. Mark up the documents to show those which have been dealt with. Also, be prepared to explain how and when the remaining recommendations are being addressed.

3. Be ready to show that your guest information covers those items listed in the conditions of the licence, i.e.

   1. Copy of the licence

   2. Electrical installation condition report (less than 5 years old)

   3. EPC report (less than 10 years old)

   4. Portable appliance test certificate (in date – usually one or two years old)

   5. Fire procedure (e.g. fire action notice)

4. Check that your listing/s for the property includes the licence number, EPC rating and states a capacity which is consistent with the licence.

5. Be ready to show how you ensure that refuse is properly sorted and put out for collection on the right day, that bins are labelled with the house number and bin areas are clean and tidy. Also have available any information you provide about the nearest recycling facilities.

6. You might wish to have a copy of your current insurance policy with you in case it’s requested. This must be in-date and cover both Buildings and Property Owner’s Liability.