A vacant property can look perfectly peaceful on a winter’s day. Behind the scenes, though, cold weather, unnoticed leaks and a steady build-up of post can turn an empty home into a landlord’s unwelcome seasonal project.
The answer is not to worry about every creak in the roof. It is to prepare the property, check the terms of your insurance and keep a clear record of what you have done. Here’s a practical winter walkthrough to help you protect your property and demonstrate that you have taken sensible steps to look after it.
Start by telling your insurer
When a property becomes empty, contact your insurer or broker promptly. Don’t assume your existing cover continues unchanged: a policy may set conditions for an unoccupied home, and those conditions vary between insurers and policies.
Ask for the relevant requirements in writing. In particular, check the start and end dates of any winter conditions, the minimum inspection interval, the required approach to heating or draining down, and what you must do to secure the home. Make a note of whom you spoke to and when, and keep any written confirmation with your policy documents.
Some policies apply specific winter precautions from 1 October to 31 March. That period is not universal, so check your own wording rather than relying on a generic checklist. Clear instructions now are far more useful than a debate about them after a claim.
Protect the property from frozen pipes
A burst pipe is one of the most disruptive winter risks in an empty home. Water can escape for days before anyone notices, damaging floors, ceilings, walls and belongings. Even a small leak can become a very large headache when the property is unattended.
Insurers commonly set out one of two approaches: maintain heating at a specified minimum temperature, often 10°C in some policies, or turn off the water and fully drain down the relevant system. These are examples, not a guarantee of what your policy requires. Check the exact wording, including whether it covers tanks, boilers, appliances and sanitary fittings.
If you retain heating, confirm that the system works and that the thermostat is set correctly. If you choose drain-down, arrange it safely and thoroughly, using a suitably qualified professional where needed. Don’t switch off a system that the insurer expects to remain operational, and don’t assume a low thermostat setting will meet the requirement unless the policy says so.
Treat inspections as a winter safety check
Many insurers expect regular visits to an unoccupied property. Depending on the policy, that could mean every seven days, every 14 days or another stated interval. Follow the requirement in your own policy and set reminders so visits don’t slip during busy weeks or holiday periods.
A useful visit checks both inside and outside. Look for signs of leaks, damp, frost damage, unusual smells, failed heating, open windows or signs that someone has entered. Check the roofline and gutters from a safe position, and look for loose tiles, blocked gutters, fallen branches or water collecting near the property. Small problems are easier to deal with when they are spotted early.
Keep a dated written record of each visit. Note the time, who attended, what they checked, any issues found and what action followed. Take clear, dated photographs of relevant areas and keep evidence of repair work or system servicing. If your insurer asks how you complied, a consistent record is much more useful than “I’m fairly sure my neighbour popped round last month”.
Keep watch for risks beyond water
Frozen pipes deserve attention, but they are not the only concern. A vacant property can be an easier target for intruders, squatters or opportunistic theft. Particularly if it looks neglected or no one appears to be checking on it.
Secure doors, windows, gates and outbuildings. Keep keys controlled and record who has access. Arrange for post and newspapers to be collected, and avoid leaving bins overflowing or the garden visibly unmanaged. A full letterbox is a small detail, but it can advertise that nobody is home. Consider suitable letterbox security, and make sure combustible post is not allowed to accumulate inside.
Metal theft is another risk. Lead from roofs and copper from pipes or wiring can attract thieves, who may cause considerable damage while removing it. Look for signs of forced access or disturbance around service areas, and report concerns promptly. Do not enter or investigate if doing so could put you at risk.
Utility meters need attention too. Record meter readings when the property becomes vacant and during inspections, noting which meter belongs to which supply. Check that meters, stopcocks and isolation switches remain accessible, and keep a record of any utility services that have been disconnected or left running. If a reading looks unusual, investigate rather than assuming it is a harmless meter quirk.
Make your inspection log useful evidence
Insurers may ask you to show that you followed the conditions attached to your cover. A useful evidence file brings the key information together: your notification to the insurer, the relevant policy wording, dated visit records, photographs, meter readings, heating checks or drain-down confirmation, and records of repairs.
Make each entry specific. “Checked property” tells you very little later. “Checked kitchen, bathroom, bedrooms, boiler and visible pipework; no leak seen; heating operating; external doors secure” is more helpful. If you find a problem, record what you did, who you contacted and when you will check again.
Photographs should support the written record, not replace it. Take clear images that show the relevant area, and keep them with the visit date. If a contractor attends, retain the service report or invoice as well. The aim is a straightforward timeline that shows what was checked and how you responded.
A vacant property visit is not a mid-term inspection
It is worth distinguishing a vacant property inspection from a mid-term inspection of an occupied tenancy. A mid-term visit considers the home while a tenant is living there. It may cover the general condition, maintenance concerns and any issues arising during the tenancy, with appropriate notice and respect for the tenant’s privacy.
A vacant property inspection focuses on the specific risks created by an empty home. The clerk checks for signs of water damage, security concerns, deterioration and other issues that could go unnoticed without someone regularly attending. The visit also creates a dated written record, supported by photographs, of the property’s observed condition at that time.
Neither type of inspection is a substitute for carrying out repairs or complying with your insurer’s requirements. A professional report helps you see what needs attention and gives you a reliable record of the visit. Think of it as an extra set of experienced eyes, not a force field around the boiler.
Put a simple winter routine in place
Before the property is left empty, confirm the insurer’s instructions, decide who will carry out visits and agree how issues will be escalated. Make sure the person attending knows where the stopcock and relevant meters are, how to reach you and what to do if they find a leak or signs of a break-in.
During the empty period, follow the inspection schedule in the policy, keep records together and arrange repairs without delay. When the property is occupied again, tell your insurer if required and update your records. A simple routine makes it easier to act quickly and show that the property has not simply been left to fend for itself.
Evestaff Property Inventory Clerks has been supporting landlords and property professionals since 2012, with more than 12 years’ experience across London and Kent. Our highly experienced clerks use modern technology to create meticulous, photo-supported reports, and Evestaff is an accredited member of ECMK. If you need support documenting a vacant property, find out more at propertyinventoryclerks.co.uk.
And, for a suitably low-key bit of good news: new customers can receive 10% off their first booking. If a fellow landlord or property professional could use our services, you can also refer a friend.
Winter may be hard on an empty home, but preparation and clear evidence make it much easier to manage. Check your policy, protect the property, keep the log, and make sure someone has actually looked in before the next cold snap.
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