An empty property can become a much bigger responsibility once the temperature drops. A small leak, failed boiler or unnoticed break-in may cause serious damage before anyone realises there is a problem.
The key to meeting unoccupied property insurance requirements is to follow the wording for your own policy. There is no single set of rules for every landlord: vacancy limits, inspection intervals and winter precautions vary between insurers. A breach does not automatically invalidate every claim, but it can lead to a claim being challenged, restricted or declined, depending on the policy and circumstances.
Before winter sets in, check your policy schedule and any unoccupied-property endorsements. Then avoid these seven common mistakes.
1. Letting the property pass the insurer’s vacancy limit without notifying them
A policy may define a property as unoccupied after a specified number of consecutive days. Thirty or 60 days are common examples, but the definition and consequences vary. Some policies apply additional conditions sooner, while others use a different threshold.
What the insurer expects: You to tell them when the property becomes, or is likely to become, unoccupied for longer than the policy allows. The insurer may need to agree to an extension or change your cover.
What to do instead: Contact your insurer or broker as soon as you know the property will be empty. Ask when the unoccupied period starts, what cover continues and what conditions apply. Get any agreement in writing and keep it with your policy documents.
Do not assume that a short gap between tenants is automatically exempt. Confirm the rules before the days add up.
2. Missing the required inspection frequency
A visit every week may be required by one policy, while another may allow inspections every 14 or 30 days. The only safe interval is the one in your policy. An occasional visit when you happen to be nearby is not a reliable compliance plan.
What the insurer expects: Inspections at the stated frequency, and potentially checks inside and outside the property. A drive-by may not meet a requirement for an internal visit.
What to do instead: Put every visit in a calendar as soon as the property becomes vacant. If the wording is unclear, ask the insurer or broker to confirm the interval in writing. Until then, consider arranging weekly visits as a cautious temporary routine, but do not treat that as a substitute for confirming the policy requirement.
3. Carrying out visits without a dated written record
A property may have been checked, but a memory, text message or handful of undated photos may not show when the visit happened or what the visitor actually inspected.
What the insurer expects: Follow the policy’s requirements for inspection and record-keeping. If it requires a log or written evidence, keep a contemporaneous record of each visit and any action taken.
What to do instead: Record the date and time, the visitor’s name, areas checked, findings and follow-up actions. Take dated photographs of relevant areas and defects. For example, note “checked beneath kitchen sink; no visible leak” rather than simply writing “kitchen checked”. Keep reports, photos and repair correspondence together.
Good records help you act consistently and explain what happened if a claim is later queried.
4. Assuming the heating setting is warm enough
Winter conditions can increase the risk of frozen pipes and escape of water. Some policies require heating to remain on continuously at a stated minimum temperature. Others set a seasonal period or allow a different precaution.
What the insurer expects: You to meet the precise heating condition in your policy, if heating is the required method. A thermostat setting alone may not prove that the required temperature was maintained throughout the property.
What to do instead: Check the exact minimum temperature and dates in the policy. Make sure the heating system is working and set as required. During visits, record the setting and any visible fault or warning. If the policy is unclear, ask your insurer before choosing a winter arrangement.
There is no universal minimum temperature for every policy, so avoid relying on a general rule of thumb.
5. Ignoring a policy requirement to isolate or drain down water
Some insurers require the water supply to be isolated and the system drained to reduce the risk of escape of water or frost damage. Others may permit heating instead, subject to specific conditions. These options are not automatically interchangeable.
What the insurer expects: The water and heating precautions set out in the policy to be completed correctly. The wording may specify which systems, tanks or appliances need attention.
What to do instead: Confirm whether your policy requires isolation, a drain-down, heating or another measure. If a drain-down is needed, arrange it in accordance with the policy and use a competent professional where appropriate. Keep a record of the work and do not assume that turning off the stopcock alone completes a full drain-down.
6. Leaving the keys with a neighbour without checking they can meet the conditions
A neighbour may be willing to help, but holding a key does not necessarily mean they are authorised, available or able to complete the inspection your policy requires. If a visit is missed or only an external glance is made, the intended precaution may not have been met.
What the insurer expects: Any inspection or keyholder conditions in the policy to be followed. The policy may specify who can inspect, what they must check, or how often they must attend.
What to do instead: Check who the insurer accepts as an authorised representative. Agree the inspection schedule and checklist with the person carrying it out. Make sure they can access the required areas, record findings and report problems promptly. A professional checker can provide a consistent, documented visit; however, verify that their service meets your insurer’s specific conditions.
Keep a record of who holds keys and how they are secured. Reliable access arrangements matter just as much as the visit itself.
7. Failing to report a change in occupation or building work
A property’s risk can change after the initial notification. A new tenant may move in sooner than expected, a planned re-let may be delayed, or renovation work may begin. Contractors, hot works or a change in how the property is used may also affect the insurer’s terms.
What the insurer expects: Accurate information about the property and prompt notification of changes that the policy says must be reported. Do not assume the original vacancy notification covers every later change.
What to do instead: Tell your insurer or broker when occupation changes, the vacancy extends, or work is planned or underway. Ask whether the cover or precautions need to change, and retain written confirmation. Keep records of contractors, the work dates and any relevant safety or completion information.
A quick update can prevent an avoidable misunderstanding when you need to rely on your cover.
What a professional inspection visit should document
A useful vacant property inspection landlord record should make it clear when the visit took place, who attended and what they observed. Depending on your policy and the agreed inspection scope, it may include:
- Internal and external areas checked, including required outbuildings.
- Visible condition of doors, windows, locks and other security measures.
- Signs of leaks, damp, frost, storm damage, pests or unauthorised entry.
- Relevant heating and water observations.
- Dated photographs of the property and any defect.
- Problems found, who was notified and what action followed.
This supports better vacant property insurance compliance and helps you spot issues early. It does not replace your policy wording: confirm what your insurer requires and ensure each visit meets those conditions.
Evestaff Property Inventory Clerks has supported property professionals since 2012. Our highly experienced clerks use modern technology to create meticulous, precision-focused property documentation across London and Kent. We are accredited members of ECMK, and our careful approach reflects our Perfectionist standards.
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If you need help keeping a clear record of a vacant property, explore our residential property services. Tell us what your insurer requires so the inspection scope can be discussed against your needs; always check with your insurer that any service meets the policy conditions.
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