Landlords urged to actively manage vacant buildings to reduce risks

Landlords urged to actively manage vacant buildings to reduce risks

New research highlights the increasing risks of vacant commercial properties and warns landlords against treating empty buildings as ‘set and forget’ assets. Proportionate, ongoing management is essential to prevent deterioration, security breaches and escalating costs.

Many commercial landlords consider securing a vacant building by changing locks and installing initial security measures as the completion of their responsibility. However, recent findings reveal that this approach overlooks the evolving risks during a property’s void period. The condition of an empty building can change rapidly, and security measures appropriate at the start may become insufficient over time.

A Censuswide survey of 350 UK commercial property owners, commissioned by SafeSite Facilities, found that 83.4% of respondents expect risks associated with vacant commercial property to increase in the coming years. Despite this, a significant proportion delay implementing security or conduct infrequent inspections. Specifically, one in four landlords wait four days or more before securing a property after it becomes vacant, and nearly one fifth inspect empty properties less than weekly or only after incidents occur.

Risks of neglecting ongoing vacant property management

The survey also identified a common misconception among landlords: 28.9% believe the biggest mistake is assuming an empty building is safe simply because it is out of sight. This underlines the critical issue that vacant buildings should not be treated as invisible or forgotten assets. Without active management, problems such as unauthorised access, vandalism, undetected maintenance issues, and deterioration can escalate, leading to costly repairs and insurance complications.

Effective vacant property management begins with securing access points and changing locks but must extend to a comprehensive plan tailored to the specific property and its expected vacancy duration. Early void periods provide an opportunity to document the building’s condition, assess risks, and establish inspection frequencies and maintenance requirements aligned with insurer expectations.

Regular inspections are vital to identify early signs of damage, attempted break-ins, or infrastructure issues such as water leaks or electrical faults. Landlords must maintain detailed records of inspections and any remedial actions taken. The management strategy should be reviewed and adjusted as circumstances evolve, particularly if a property remains vacant longer than initially anticipated.

Balancing cost pressures with proportionate risk management

Cost remains a significant factor for landlords managing vacant properties. The survey revealed that 75% of commercial property owners often or always find security costs a barrier to implementing their preferred level of protection. However, the solution is not necessarily to increase spending indiscriminately but to adopt a risk-based, proportionate approach.

Understanding the unique risk profile of each property—considering location, building type, condition, and vacancy length—enables landlords to prioritise resources effectively. For example, a building expected to be empty for a few weeks requires different management from one vacant for many months. Regular reassessment ensures security and maintenance measures remain appropriate and cost-effective.

It is also important to recognise that security is only one aspect of managing a vacant building. A property may be secure against unauthorised entry but still vulnerable to undetected maintenance problems or environmental deterioration. Landlords should ensure utilities and water systems are monitored and maintained to prevent damage that could compromise the building’s condition and value.

Implications for landlords and letting agents managing void periods

For private landlords and letting agents, the message is clear: vacant properties require ongoing, active management rather than a one-off security intervention. This is particularly relevant as regulatory expectations around property standards and safety continue to tighten. Failure to manage void periods effectively can lead to breaches of safety obligations, increased insurance premiums, and potential liability issues.

Landlords should develop and document a vacant property management plan that includes initial security measures, inspection schedules, maintenance protocols, and risk assessments. Keeping detailed records supports compliance with health and safety regulations and insurance requirements. Letting agents managing properties on behalf of landlords should ensure these plans are implemented and regularly reviewed.

Moreover, as the private rented sector faces evolving legislation, such as the Renters’ Rights Act and enhanced safety standards, maintaining vacant properties in good condition helps facilitate quicker re-letting and reduces potential legal complications.

Challenges and uncertainties in vacant property management

Despite the clear benefits of active vacant property management, challenges remain. Cost constraints can limit the ability to implement comprehensive security and maintenance regimes, especially for smaller landlords or those with multiple void properties. Determining the optimal frequency of inspections and appropriate security measures requires careful judgement and may vary widely between properties.

Additionally, there is no one-size-fits-all regulatory framework specifically governing vacant property management in the private rented sector, leaving landlords to interpret general safety and maintenance obligations in this context. This can create uncertainty about the extent of responsibility during void periods.

Landlords should monitor regulatory developments closely and seek up-to-date guidance from official sources. They should also consider the implications of local licensing schemes and insurance policy conditions related to vacant properties.

Practical steps landlords should take now

• Establish a documented vacant property management plan for each property, detailing security measures, inspection schedules, and maintenance responsibilities.
• Conduct thorough condition surveys at the start of each void period and maintain detailed records of inspections and any remedial work.
• Review and adjust management plans regularly, especially if the vacancy extends beyond initial expectations.
• Balance security and maintenance costs against the specific risks of each property, prioritising actions that mitigate the most significant risks.
• Stay informed about relevant legislation, safety obligations, and insurance requirements affecting vacant properties.
• Consider engaging professional services for security assessments and property inspections to ensure compliance and risk mitigation.

Keeping vacant properties well managed with TLA support

Membership of The Landlord Association (TLA) provides landlords and letting agents with access to practical compliance resources and up-to-date information on managing vacant properties effectively. TLA’s developing property management platform, ORBIT, currently in BETA testing, offers tools to organise property records, schedule inspections, and record maintenance activities. These features can help landlords maintain evidence of ongoing management and support compliance with safety and insurance obligations during void periods.

ORBIT’s ability to centralise documentation and track key actions is particularly valuable for landlords managing multiple properties or portfolios. TLA members can explore these resources and learn more about how to prepare for changing regulatory requirements affecting vacant properties. Access to member support ensures landlords stay informed and organised as they navigate the complexities of vacant property management.

Ongoing active management of vacant properties is essential to protect assets, reduce risks, and meet evolving regulatory expectations. Landlords should prioritise this aspect of property management to safeguard their investments and maintain compliance.

Sources: Landlord Today