Conducting Viewings

When arranging viewings, you can either arrange a mutual time with individual enquirers as they make an enquiry or conduct block viewings at set times (for example, 5.30 pm Monday, Wednesday and Friday).

If the property is already occupied, the existing occupier will require at least 24 hours notice (or whatever has been agreed upon in any current agreement). If the occupier refuses entry after giving the notice, it will not be possible to enter without obtaining an agreement or a court order. However, a refusal would be a breach of the agreement in most cases, and the occupier may be liable to pay compensation if there is a loss.

The safety of those attending viewings should always be paramount in the planning. Legally this can be what is called 'lone working'. Sufficient consideration should be given to mitigate risk, and this may include the need to have two people attend the viewing. Every viewing will involve basic actions like ensuring someone knows where the appointment is, who is being met and an expected return time.

It should be noted that landlords and agents not licensed with Rent Smart Wales are prohibited from "arranging or conducting viewings with prospective occupiers" - see the licensing section of this Rent Smart Wales guidance.

The Energy Performance Certificate must be available at the viewing.

If the landlord has a procedure to follow and guidelines for granting an agreement, a sheet could be given explaining those procedures and policies at the time of viewing. In addition, you should provide marketing material such as property particulars at the viewing to ensure all 'material information' (such as default fees etc.) has been provided to the prospective occupier.

Related Forms

Prospective Tenant Viewing Template

This word template is a letter notifying the outgoing tenant that you have viewing with prospective tenants and tells of the time and date when you will be attending.

Notify Tenant that Property Unfit for Prospective Viewings

This template asks the tenant to make the property more suitable for viewings.

Unable To Continue Prospective Tenant Viewings As Property Not Presentable

This letter is an attempt to delicately ask the residing tenant to make the property clean and "smell neutral"! In all honesty, it's unlikely to have any significant effect. Still, it points out that the landlord might incur losses.