Empty property inspection record: what to log on every visit

Visiting an empty home is only half the job. The other half is writing down what you found. "All fine" won't help you, or your insurer, months later.

Rules vary by country, insurer and policy, so check your policy wording first.

Why the record matters

Many insurers set visit conditions for unoccupied homes, and some want proof. In the UK, Homeprotect asks for a visit at least every 14 days, with all rooms checked inside and out, and a dated record of each visit (Homeprotect FAQs). In Canada, the Insurance Bureau of Canada advises telling your insurer if you'll be away more than 30 days, as there may be requirements such as having someone check the home.

Start with a baseline

On your first visit, photograph every room and the outside, note any existing damage, locate the stopcock, meters and boiler, and record how the property was left (water, heating, locks).

What to log every time

• Date, time and who visited. Use full names, and note who authorised them.
• Photos from the same spot. The same shot from each doorway makes changes easy to see. Keep original files so the date data survives.
• Water, heating and meters. Check for leaks and damp, note the stopcock and thermostat, and photograph meter readings. A meter that moves with everything off may mean a leak.
• Security. Confirm doors and windows are locked, note any signs of entry, and check the alarm is set.
• Post and outside. Clear the post and check the garden, gutters and roof from the ground.
• Issues and actions. Record what you found, what you did, who you told and what happens next.
• Follow-ups. Close off or update last visit's open items.

Keep it consistent

Use the same checklist each time, write it up at the property, and never edit old entries; add a dated correction instead. Ecclesiastical's guidance on unoccupied premises includes a useful template log. For visit intervals, see our guide on how often to inspect during a renovation.

A record can't guarantee a claim is paid, but the UK Financial Ombudsman Service is unlikely to back a policyholder whose property was simply abandoned or neglected. A dated record shows it wasn't.

Doing it with Inspection Record

Inspection Record reminds you when a visit is due, stores dated photos, checks and notes, and builds a print-ready record you can share if your insurer asks. Use it on the web, iPhone or Android.

Empty because of probate or a move into care? See our probate checklist and parent's empty house guide.

FAQ

Is driving past enough? Often not. Some insurers, Homeprotect included, expect someone to go inside.

Is a paper log OK? Yes, if every entry is dated, complete and made at the visit.

How long should I keep records? Until well after the property is occupied or sold, or as long as your insurer says.

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