Void Periods Done Right: The Documentation Landlords Need Between Check-Out and the Next Check-In

A tenancy ends, the keys come back and the next tenant is not due for a fortnight. That gap can feel like a useful chance to get the property ready. It is also a period when you need to keep track of two things: the condition of the home and the requirements of your insurance.

The important point is that a check-out report and an unoccupied-property inspection serve different purposes. A check-out helps document the outgoing tenant’s condition and contents. An insurance inspection follows the requirements in your policy while the property is empty. One does not automatically replace the other.

A clear record of both helps landlords, property managers and letting agents manage the handover, support fair deposit decisions and show what happened during the void.

Start with your insurer’s requirements

There is no single inspection interval that applies to every vacant property insurance UK policy. Some policies define a property as unoccupied after a set period; some require notification as soon as a tenancy ends or a vacancy is expected. Inspection frequency and other conditions also vary.

Before the tenant leaves, read your policy schedule and any unoccupied-property endorsement. If the wording is unclear, ask your insurer or broker to confirm the requirements in writing. In particular, check:

• When the unoccupied-property conditions begin.
• How often inspections must take place and whether they must be internal as well as external.
• What you must do about water, heating and other utilities.
• Which security measures and maintenance steps are required.
• What records the insurer expects you to keep.

Do not assume that a short gap between tenancies is automatically exempt. Nor should you rely on a general checklist when your policy sets its own terms. Written confirmation gives you a useful reference for the property file.

Keep check-out and vacancy records separate

At check-out, record the property’s condition at the end of the tenancy and compare it with the original check-in Inventory Report. Note any changes, missing items or cleaning issues clearly, with relevant photographs. Keep the check-out report, tenant correspondence and any deposit discussions together.

Once the tenancy has ended, begin a separate log for the vacant period. This should show when each inspection took place, who attended, what areas they checked, what they found and what action followed. Keeping these records distinct makes it easier to explain the timeline if an insurer or deposit scheme asks for evidence.

A check-out report can help establish the condition at the tenancy boundary. It is not, on its own, proof that you completed the inspections required by your insurer.

What to record at each vacant property inspection

Use a consistent, room-by-room routine. Follow the policy’s instructions first, then make your notes specific enough that another person can understand what you checked.

For every visit, record:

• Date and time of arrival and departure.
• The name of the person carrying out the inspection.
• Whether the visit was internal, external or both.
• Rooms and other areas checked, including outbuildings if required and safe to access.
• The visible condition of doors, windows, locks and other security measures.
• Any signs of leaks, damp, mould, damage, pests or attempted entry.
• The status of heating, water and utilities where this is relevant to the policy.
• Defects found, who was notified and what action was taken.
• Dated photographs that support your notes.

Be precise. “Bathroom checked” tells you very little. “Checked beneath the basin and around the toilet; no visible leaks; photographed the floor and pipework” creates a more useful record. If you find a problem, document the follow-up too. A note that a contractor was contacted at a particular time is more informative than a photograph with no explanation.

Record what happens to the property between tenants

The void period is often when cleaning, decorating, repairs or safety work take place. Record the condition before work starts and, where it helps clarify the timeline, after it finishes. Keep contractor details, work dates and completion notes alongside the inspection log.

For example, if a decorator removes a curtain rail and fills the fixing holes, note that the work took place during the void. If a contractor reports a slow leak beneath the kitchen sink, keep the report and evidence of the repair. These details help distinguish work completed between tenancies from damage recorded at check-out or during a later visit.

Where several people share responsibility, such as a landlord, agent and contractor, nominate someone to maintain the file. Agree who schedules the visits, who escalates urgent issues and where records are saved. Good documentation depends on a clear process, not on everyone assuming someone else has it covered.

Check utilities and security against the policy

Water and heating conditions deserve careful attention, particularly during colder weather. Your policy may require a particular arrangement, such as isolating or draining water systems, or maintaining heating under specified conditions. Do not guess, switch services off or change the heating setting without checking the relevant policy terms and appropriate safety advice.

At each visit, note any required checks you have completed and record concerns promptly. Follow the policy’s directions if you notice a fault, signs of water ingress or a security issue. Keep a record of any contact with your insurer, broker or contractor, including the date and agreed next steps.

Check the external doors and windows and look for visible damage around the property. Remove accumulated post where appropriate and keep access arrangements controlled. These are practical housekeeping steps, but they do not replace any specific security or inspection condition in your cover.

Protect deposit decisions with a clear tenancy record

Tenancy Deposit Protection and vacant-property insurance are related to the same property, but they deal with different responsibilities. Insurance requirements apply to the unoccupied home under the policy. Deposit decisions concern the tenancy and the evidence of the property’s condition at the start and end of that tenancy.

Use the check-in and check-out reports to compare like with like. Record the condition of specific items and areas, and distinguish fair wear and tear from damage or cleaning concerns. Keep relevant communications and supporting photographs with the tenancy file. Clear, consistent evidence helps all parties understand the basis for a proposed deposit deduction and supports a fair process.

If you need to organise your tenancy documentation, see Evestaff’s property inventory reports. A professional Property Inventory creates a detailed baseline for the tenancy; a check-out report records the condition at its end. Neither should be presented as a substitute for an insurer-required vacant property inspection.

Build a simple void-period file

Keep one digital or physical file for each property. Include:

1. The relevant insurance schedule and written instructions.
2. The check-out report and key handover details.
3. A dated log for each vacant-property inspection.
4. Original photographs, labelled by date and room or area.
5. Contractor reports, repair records and follow-up messages.
6. Notes of any change to the expected vacancy period.
7. The next tenancy’s check-in report and handover record.

Save records at the time of the visit rather than trying to recreate them later. If the property remains empty longer than expected, revisit the insurance arrangements and confirm whether any further action is needed.

Make every handover count

A well-managed void period has a clear sequence: document the outgoing tenancy, confirm the insurance conditions, inspect and record the empty property, then establish a fresh baseline before the next tenant moves in. That routine reduces confusion and gives you a more reliable account of what happened and when.

Evestaff Property Inventory Clerks was founded in 2012 and serves landlords and property professionals across London, Kent and Folkestone. Our highly experienced clerks use modern technology to produce meticulous, precision-focused documentation, and we are accredited members of ECMK. For further guidance, you can also read our vacant-property inspection advice.

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