Winter Property Maintenance Checklist for Letting Agents

Why winter needs its own plan

Winter brings a predictable mix of heating, pipe, damp and mould reports. A little preparation in October can reduce avoidable problems and make the unavoidable ones easier to handle.

Boilers that have barely been used over summer can fail when the heating goes back on. Exposed pipes can freeze. Condensation becomes more obvious as windows stay shut and homes get colder.

You cannot prevent every repair, but you can make sure contractors, tenant instructions and property records are ready before the weather turns.

The winter maintenance checklist at a glance

Start with these ten jobs.

• Check gas safety records and book anything due over winter.
• Ask landlords whether boilers have been serviced and flag anything overdue.
• Check smoke and carbon monoxide alarms are fitted where required.
• Confirm your heating and plumbing contractors and any agency out-of-hours arrangements.
• Agree sensible emergency spend limits with landlords.
• Check exposed pipes, outside taps and stopcocks.
• Review arrangements for empty properties and insurer requirements.
• Clear gutters and check roofs, drains, fences and trees.
• Send tenants a short winter repair message before the first cold spell.
• Treat damp and mould reports promptly and keep a clear record of what happened.

Get safety checks and contractors sorted early

Under the Gas Safety (Installation and Use) Regulations 1998, landlords must arrange an annual gas safety check by a Gas Safe registered engineer. Tenants must receive the relevant record within the required timescale.

A gas safety check is not the same thing as a boiler service. The first is a legal safety check; servicing is about maintenance and reliability.

In England, smoke and carbon monoxide alarm requirements also apply to rented homes. If an alarm is reported faulty, deal with it promptly.

Then check your contractor list. Know who the agency will contact first for heating and plumbing problems, and who the backup is if they are unavailable.

Boiler breakdowns and no heating

Section 11 of the Landlord and Tenant Act 1985 places responsibility for keeping heating and hot water installations in repair and working order on the landlord.

There is no universal statutory number of hours for every heating repair. In cold weather, however, a loss of heating or hot water should be treated urgently, with the circumstances of the household taken into account.

A useful first report should include enough detail to avoid a wasted contractor visit.

• A photo of the boiler display and any error code.
• A photo of the pressure gauge where relevant.
• Whether heating, hot water or both are affected.
• Whether a prepayment meter has credit, if applicable.
• Any vulnerability that makes loss of heating more serious.

Gas leaks and carbon monoxide

Gas leaks and suspected carbon monoxide are safety issues, not ordinary maintenance tickets.

If a tenant smells gas or suspects a carbon monoxide leak, the National Gas Emergency Service number for Great Britain is 0800 111 999. If anyone is in immediate danger, call 999.

Agency tenant information should make these emergency routes clear rather than expecting a maintenance form to handle them.

Frozen pipes and empty properties

Exposed pipework in lofts, garages and outside walls is more vulnerable in freezing weather. Make sure tenants know where the stopcock is and that it can be turned.

For empty properties, check the landlord's insurance conditions. Some policies require documented inspections or specific precautions when a property is unoccupied.

Agree the winter plan with the landlord and record inspections, photos and any action taken.

• Lag exposed pipes and tanks where appropriate.
• Check outside taps and isolating valves.
• Tell tenants what to do if a pipe bursts.
• Review heating arrangements before a property is left empty.
• Keep inspection records for voids.

Damp and mould: investigate the cause

Damp and mould reports become more visible in winter. The important thing is not to assume the cause.

Condensation, leaking pipes, blocked gutters, roof defects and failed pointing can all produce similar symptoms. Photos or video with the first report can help the agency decide what needs investigating.

Private landlords already have duties to keep homes fit and deal with relevant hazards. Awaab's Law currently applies to social housing in England. The Renters' Rights Act 2025 enables similar rules to be extended to the private rented sector, but as of October 2026 the private rented sector commencement details remain to be confirmed.

For agents, the practical approach is straightforward: acknowledge the report, investigate, record the cause and action taken, and follow up where necessary.

Outside the property: gutters, roofs and storms

A winter damp problem can start outside the property. Before the worst weather arrives, check the basics with landlords and contractors.

• Clear gutters and downpipes.
• Check visible roof defects and flashing.
• Look at loose fences, fittings and vulnerable trees.
• Make sure drains and gullies run freely.
• After severe weather, ask tenants to report new damage with photos.

Send tenants a winter repair message

The best time to explain what to do is before something goes wrong. Keep the message short enough to be read.

• How to report a repair, with the agency's reporting link.
• The agency's out-of-hours contact details, if it provides them.
• Where the stopcock is.
• What to do before going away in cold weather.
• How to reduce condensation when cooking, showering or drying clothes.
• Report damp or mould early and include a photo.
• Smell gas? Call 0800 111 999. Immediate danger? Call 999.

Make the first repair report useful

A structured first report cuts down the questions staff have to ask later. Ask for the property, location of the issue, description, urgency and useful photos or video.

For more on tenant intake, read Tenant Repair Reporting: What Tenants Actually Need.

Keep landlords in the loop

A winter call-out is easier to explain when the landlord can see what was reported, what action was taken and what remains open.

For a practical guide to this part of the workflow, read Landlord Maintenance Reports: What Letting Agents Should Include.

Keep a proper repair record

For each winter repair, keep enough information to answer the obvious questions later.

• When it was reported and acknowledged.
• Photos or video supplied by the tenant.
• The issue and its urgency.
• Who attended and what they found.
• What action was approved and completed.
• Any follow-up, especially for damp and mould.

Winter repairs: common questions

Is a boiler breakdown an emergency? There is no single legal label that fits every case, but loss of heating in cold weather should be treated urgently and vulnerability matters.

How long does a landlord have to fix heating? The law uses the concept of a reasonable time rather than one fixed period for every case.

Is a gas safety check the same as a boiler service? No. The annual safety check is a legal requirement; servicing is maintenance.

Who pays for damage from a burst pipe? Responsibility depends on the cause, the tenancy and the circumstances. Avoid deciding liability before the facts are clear.

Who is responsible for condensation and mould? Investigate first. Building defects, ventilation, heating and how the property is being used can all be relevant.

Does Awaab's Law apply to private landlords? Not yet. As of October 2026 it applies to social housing in England, while private rented sector implementation remains to be confirmed.

This is general information for England, not legal advice. Last reviewed October 2026.

Making winter reporting easier

The common thread is better information at the start and a clear record afterwards.

Tenote lets tenants report repairs from a web link with no app or login, including photos or video. Agencies receive structured reports in one dashboard and can prepare landlord-ready information from the same record.

Tenote is £89 a month flat for unlimited properties and reports, with the first month free. Book a demo.