Pre-Assessment Checklist
Property Documentation Review
- Current EPC certificate
- Gas Safety certificate (if applicable)
- Electrical Installation Condition Report
- Previous HHSRS assessment reports
- Maintenance records from past 24 months
- Tenant communication records
- Building insurance documentation
Property Systems Check
Heating System
- Boiler service history
- Radiator function
- Temperature controls
- Carbon monoxide detectors
Electrical Systems
- Consumer unit condition
- Socket testing records
- Light fixture security
- RCD protection verification
Ventilation
- Extractor fan operation
- Trickle vent presence
- Window function
- Mould/condensation signs
Fire Safety
- Smoke alarm placement
- Fire door condition
- Escape route clarity
- Fire resistance measures
Annual Maintenance Calendar
Quarter 1 (January-March)
- Review heating system performance
- Check for winter weather damage
- Inspect roof condition
- Test all safety alarms
Quarter 2 (April-June)
- Schedule external decoration
- Check ventilation systems
- Inspect windows and doors
- Review garden safety
Quarter 3 (July-September)
- Plan heating system service
- Check insulation adequacy
- Inspect drainage systems
- Review fire safety measures
Quarter 4 (October-December)
- Complete heating system service
- Check weather protection
- Review emergency lighting
- Update safety certificates
Document Management System
Essential Files Organisation
- Property Information
- Floor plans
- Construction details
- Major improvements history
- Equipment manuals
- Safety Certificates
- Renewal dates tracker
- Testing schedules
- Contractor details
- Compliance records
- Maintenance Records
- Routine maintenance log
- Repair history
- Contractor reports
- Cost tracking
- Tenant Communication
- Safety information provided
- Reported issues log
- Action taken records
- Follow-up documentation
Risk Assessment Framework
Priority Rating System
- Category 1 Hazards (Immediate Action Required)
- Immediate danger to occupants
- Legal requirement to address
- Local authority notification needed
- Category 2 Hazards (Action Plan Required)
- Moderate risk to occupants
- Improvement plan needed
- Regular monitoring required
Common Hazard Monitoring
Structural Elements
- Foundation stability
- Wall integrity
- Roof condition
- Floor safety
Environmental Factors
- Dampness levels
- Ventilation effectiveness
- Temperature control
- Lighting adequacy
Safety Feature
- Fire detection systems
- Security measure
- Fall prevention
- Electrical safety
Compliance Resources
Key Legislation References
- Housing Act 2004 (Sections relevant to HHSRS)
- Housing Health and Safety Rating System (England) Regulations 2005
- The Homes (Fitness for Human Habitation) Act 2018
- Landlord and Tenant Act 1985 (Section 11)
Local Authority Contacts
Format for maintaining authority contacts:
- Authority name
- Department
- Contact person
- Direct telephone
- Email address
- Response timeframes
Professional Bodies
Keep details for:
- RICS qualified surveyors
- Certified HHSRS assessors
- Specialist contractors
- Legal advisors
Emergency Response Protocol
Immediate Actions
- Risk Assessment
- Hazard identification
- Severity evaluation
- Occupant safety check
- Required notifications
- Communication Plan
- Tenant notification
- Authority reporting
- Contractor engagement
- Insurance notification
- Documentation Requirements
- Incident recording
- Action taken
- Follow-up measures
- Review procedures
Review and Update Process
Quarterly Review Checklist: □ Update contact information □ Review emergency procedures □ Check contractor availability □ Update insurance details □ Review risk assessments □ Update documentation □ Check compliance changes □ Review staff training
This resource compilation provides practical tools for implementing HHSRS requirements effectively while maintaining clear documentation and proper risk management procedures.
Property-Specific HHSRS Guidelines
HMO-Specific Requirements
- Mandatory licensing requirements
- Additional space standards
- Communal area assessments
- Fire safety regulations
- Management regulations compliance
- Waste management provisions
- Additional amenity standards
Social Housing Considerations
- Decent Homes Standard compliance
- Communal area safety
- Tenant engagement requirements
- Accessibility considerations
- Community impact assessments
- Planned maintenance programmes
- Vulnerable tenant provisions
Single Unit Buy-to-Let Focus
- Individual property requirements
- Direct tenant relationships
- Specific safety considerations
- Maintenance responsibilities
- Property improvement planning
- Return on investment factors
Frequently Asked Questions
What triggers an HHSRS inspection by the local authority?
Local authorities typically conduct HHSRS inspections when:
- Tenants report significant hazards
- During area-wide housing condition surveys
- Following incidents or accidents
- As part of licensing requirements
- When investigating other housing matters
How do I prepare for an HHSRS assessment?
For HMOs:
- Complete fire risk assessment documentation
- Prepare communal area maintenance records
- Review HMO licence conditions compliance
- Check all room sizes meet requirements
- Ensure amenity provision documentation
- Verify management regulation compliance
- Have tenant register available
For Social Housing:
- Prepare Decent Homes Standard evidence
- Review vulnerability assessments
- Check accessibility compliance
- Document community consultation
- Prepare tenant engagement records
- Review repair response times
- Document planned improvements
For Single Units:
- Gather property documentation
- Review maintenance records
- Ensure access arrangements
- Prepare safety certificates
- Compile tenant communications
- Review previous assessments
- Document improvements made
What happens if hazards are identified?
For HMOs:
- Immediate assessment of impact on licence
- Review of all similar rooms/areas
- Communal area implications checked
- Management regulation review
- Potential licence variation required
- Multiple occupancy impact assessed
- Tenant safety notifications
For Social Housing:
- Decent Homes Standard review
- Wider stock implications assessed
- Tenant consultation requirements
- Programming of works review
- Asset management impact
- Funding stream identification
- Regulatory reporting requirements
For Single Units:
- Hazard severity rating
- Written notice provision
- Remediation timeframe
- Follow-up inspection
- Compliance verification
- Cost-benefit analysis
- Future prevention planning
What are the specific HHSRS focus areas for different property types?
For HMOs:
- Fire safety and escape routes
- Room size compliance
- Amenity provision standards
- Communal area safety
- Management standards
- Occupancy levels
- Waste management
For Social Housing:
- Common parts safety
- Accessibility standards
- Community facilities
- Thermal comfort
- Repair standards
- Ventilation systems
- External areas
For Single Units:
- Individual amenities
- Building structure
- Energy efficiency
- Security measures
- Internal conditions
- External elements
- Service provisions
What rights do tenants have regarding HHSRS?
Tenants have the right to:
- Request local authority inspections
- Receive copies of assessment reports
- Be informed of improvement works
- Protection from retaliatory eviction
- Safe living conditions
How often should internal reviews be conducted?
Best practice suggests:
- Quarterly visual inspections
- Annual detailed assessments
- Pre-tenancy reviews
- Post-improvement checks
- Following significant changes
What documentation must be maintained?
Essential documentation includes:
- Assessment reports and findings
- Improvement work records
- Maintenance schedules
- Tenant communications
- Contractor certifications
- Safety certificate updates
How can landlords stay updated on HHSRS requirements?
Keep informed through:
- Local authority newsletters
- Professional body memberships
- Industry publications
- Government guidance updates
- Landlord associations