KINGDOM HOUSING ASSOCIATION LIMITED
EMPTY PROPERTY POLICY (DRAFT)
1 Statement of Intent
1.1 Kingdom is committed to the principles of sustainability and will
endeavour to develop fair and consistent policies, procedures and
1.2 In line with Kingdom’s commitment to equality and diversity, this policy
can be made available in a variety of formats, including large print,
translated into another language or on audio tape. Reasonable
adjustments will also be made to assist individuals who have a
1.3 We aim to keep the period that a property is empty as short as possible
to meet housing need and to minimise rental loss.
2 General Principles
2.1 The Empty Property management process begins when we become
aware that a property is likely to become vacant.
2.2 This policy, and the related procedures, aim to:
• Retain high relet standards and maximise tenant satisfaction
• Minimise the number of empty properties
• Minimise the period for which properties are empty
• Minimise the cost of empty property repairs
• Minimise rental loss
• Reduce rechargeable repairs by undertaking exit
inspections and encouraging outgoing tenants to rectify
identified repairs themselves
• Provide relevant support and advice in an effort to ensure
sustainable tenancy and so reduce turnover
3 Targets and Performance Standards
3.1 We expect tenants to give 28 days written notice of termination.
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3.2 We will write to the tenant within one calendar day of receiving their
termination notice to advise them of their termination date and of any
outstanding charges they may have.
3.3 We will notify all the relevant departments of the forthcoming empty
property and up date the system within one calendar day of receipt of
3.4 We will check for any new terminations twice weekly and will start
looking for a new tenant as soon as possible.
3.5 We aim to have an applicant identified for a forthcoming empty property
before the outgoing tenant hands back their keys.
3.6 We will arrange pre termination inspections, where possible, within two
days to assess the condition of the property and highlight to the tenant
any work that they need to do before handing back their keys.
3.7 We will aim to carryout the Change of Tenancy inspection within two
working days of the keys being returned by the tenant and have the
repair work completed within 22 days.
3.8 We will aim to arrange viewings within three calendar days of the
property becoming suitable for viewing.
3.9 Where possible we will carryout the viewing within three calendar days.
3.10 We will ensure that all properties will have a live gas/electricity supply
3.11 We will aim carryout allocations on the same day that a property
becomes ready to let.
3.12 All relevant departments will liaise through out the build process at
timescales designated in the relevant procedure.
3.13 We will aim to interview applicants three months prior to the projected
3.14 We will allocate the properties within five days of the handover of the
keys from the developer.
4 Difficult to Let Properties
4.1 A property which is deemed difficult to let is a property where one or
more of the following conditions apply:
• There is a small or non-existent waiting list for the property
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• Offers of tenancy are refused frequently for reasons other than
• There is a higher than normal rate of tenancy turnover for
properties in that area
4.2 We will report properties in this category separately in the APSR.
4.3 Where there are no waiting lists or applicants on the list do not wish to
be considered for the property we will:
• Liaise with appropriate agencies to try to identify suitable
• Advertise the property on our website
• Advertise in relevant local public offices
• Advertise through relevant press publications
5 Monitoring and Review
5.1 We will use our IT system to:
• Monitor the progress of empty properties
• Provide analysis of the empty property process for reporting
5.2 We will produce monthly reports to allow management to monitor
targets and identify and address exceptions.
5.3 We will look to benchmark with comparable organisations.
5.4 We will carry out post allocation surveys to measure new tenant
satisfaction with the empty property process and will use the results to
ensure that standards are maintained and improved upon.
5.5 We will produce quarterly for the Committee of Management detailing
performance times for empty properties in repair and management.
5.6 We will review targets on an annual basis and this will form part of our
Key Performance Indicators.
5.7 We will make details of our performance in the management of Empty
Properties available to tenants, prospective tenants and stakeholders.
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5.8 We will record reasons for terminations and refusals in order that we
can take effective action to keep refusals and terminations to a
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KINGDOM HOUSING ASSOCIATION LIMITED
EMPTY PROPERTY POLICY
Policy drawn up with reference to:
Housing Scotland (2001) Act
Reference made to the following sources and other guidance:
SFHA Raising Standards in Housing
Housing Management Standards of the Chartered Institute of Housing
The Scottish Housing Regulator self assessment performance standards:
Cross Reference to Performance Standards for social landlords and
homelessness functions: Guiding Standards GS1.2, GS3.1, GS3.2, GS3.4,
Prepared by: Alison Paterson
Current Policy dated 2005
Draft 1 Directors Review/Discussion by circulation
Policy audited by Kingdom’s solicitors
Sub Committee Review of Policy
Presented for approval to Committee of Management on
Policy Approved Yes/No
Next review date:
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