Protect Your Policy. Protect Your Property.
Leaving a property empty doesn’t mean it’s forgotten, at least not to your insurer. In fact, once a building becomes vacant, most insurance providers impose specific conditions that property owners and managers must follow, or risk having their claims denied.
That’s where Vacant Property Inspections (VPIs) come in. They aren’t just a smart security move; they’re often a compliance requirement.
In this guide, we’ll break down:
- What most insurers expect from a vacant property inspection
- Why these inspections are essential to maintain your cover
- What can void a policy (often without your knowledge)
- How to meet and document inspection standards
- What Leisure Guard includes in every inspection
- A printable checklist you can use today
Whether you’re a landlord, FM company, or asset manager, this article will help you protect your insurance, and your peace of mind.
Why Insurers Care About Vacant Properties
From the outside, a vacant building might seem like it poses fewer risks, no staff, no foot traffic, no activity. But to insurers, it’s the opposite.
An empty property is considered high-risk because issues can go unnoticed for days or even weeks, allowing small problems to escalate into major claims. Without a constant presence, there’s no one to report a leaking pipe, deter an intruder, or spot a fire hazard before it spreads.
In fact, according to the Association of British Insurers (ABI), claims related to vacant properties are often twice as costly as those from occupied buildings, largely because of delayed response and lack of documentation.
Common Risks That Increase When a Property Is Vacant
When a property is left empty, whether for weeks or months, the risks don’t pause, they escalate. Without daily oversight, even minor issues can spiral into serious damage, legal exposure, or costly insurance claims.
From environmental hazards to criminal activity, vacant properties become vulnerable in ways that occupied sites are not. That’s why insurers often classify them as high-risk assets and require documented inspections to ensure early detection and intervention.
The table below outlines the most common threats that make vacant properties a liability, and why regular inspections are critical to keeping your insurance valid and your property protected.
| Risk Type | Why It Matters |
|---|---|
| Water Leak / Burst Pipe | Unchecked leaks can cause extensive flood damage in days, leading to costly repairs and claim disputes. |
| Fire Hazards | No one on-site to detect early signs of fire, increasing damage and risk to neighbouring properties. |
| Vandalism / Break-Ins | Vacant sites attract graffiti, copper theft, smashed windows, and long-term security risks. |
| Fly-Tipping | Unauthorised dumping can result in environmental damage, fines, and increased fire risk. |
| Squatting / Trespassing | Legal disputes, property damage, and costly eviction processes can follow if the site isn’t regularly checked. |
| Insurance Disputes | Lack of evidence or inspections may void cover entirely — even in valid claim scenarios. |
Bottom line: Insurers view vacant buildings as ticking time bombs; not because of what’s happening, but because of what isn’t being checked. And if you can’t prove regular monitoring, your policy may not protect you when you need it most.
Average Cost of Incidents: Vacant vs. Occupied Properties
| Incident Type | Occupied Property (£) | Vacant Property (£) |
|---|---|---|
| Water Leak / Burst Pipe | £9,000 | £17,000+ |
| Fire Damage | £21,451 | £30,000+ |
| Vandalism / Graffiti | £800 | £3,000+ |
| Theft / Break-In | £3,896 | £7,500+ |
| Fly-Tipping Cleanup | £1,000 | £10,000+ |
| Squatter Eviction & Repairs | £1,000–£2,000 | £20,000+ |
Notes on Vacant vs. Occupied Property Risk & Cost Estimates
Water Leak / Burst Pipe:
Occupied property claims average around £9,000, according to the Association of British Insurers (ABI). In vacant buildings, the cost can exceed £17,000 due to delayed detection, as reported by MoneySuperMarket.
Fire Damage:
The National Residential Landlords Association (NRLA) reports that typical fire claims in occupied homes can average £21,451. For vacant properties, that figure can easily surpass £30,000 when response is delayed or no fire suppression measures are in place, based on industry commentary.
Vandalism / Graffiti:
Blue Door Property Guardians cite the average cost of graffiti cleanup in commercial buildings at £800. For vacant properties, the cost is estimated to rise to £3,000+, due to repeated targeting, smashed fixtures, and extensive external damage.
Theft / Break-In:
According to Aviva, theft-related claims average £3,896 in occupied homes. In vacant sites, the cost is often £7,500+, factoring in extended access for intruders, stripping of copper/wiring, and damage to entry points.
Fly-Tipping Cleanup:
The UK Parliament notes that the average council fly-tipping removal cost is £1,000 (source). Mitie estimates the figure can climb above £10,000 for commercial or industrial sites left unattended and repeatedly targeted.
Squatter Eviction & Repairs:
While basic eviction costs range from £1,000–£2,000, Live-in Guardians report that the full cost, including legal fees, damage repair, and deep cleaning, can reach £20,000 or more in vacant buildings.
Why These Inspections Are Essential to Maintain Your Insurance Cover
Vacant property inspections aren’t just good practice; they’re often a core condition of your insurance policy. Without them, even a valid claim can be denied. It’s a harsh truth many landlords, property managers, and FM teams discover too late.
Once a property is deemed vacant (often after 30 days of unoccupancy, depending on the policy), your insurer will typically impose stricter conditions. These include everything from maintaining physical security for vacant property and shutting off utilities, to scheduling regular inspections and providing proof they happened.
Failing to meet these terms? It could mean your policy is void, even if the damage itself would have otherwise been covered.
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Real Consequences of Non-Compliance
The cost of working with a professional keyholding company can vary depending on your property type, location, risk profile, and service requirements, but one thing is clear: it’s far more cost-effective than the consequences of poor access control.
From basic key storage and emergency response to fully integrated services including alarm attendance and routine site patrols, keyholding services are typically structured as monthly retainers. This gives you predictable costs and scalable protection, whether you manage a single building or an entire property portfolio.
In the UK, key holding service prices usually start from around £30 per month for basic coverage, with more comprehensive packages including alarm response and patrols ranging from £50 to £150+ per month.
The table below outlines typical pricing tiers and what’s included, helping you make an informed, budget-conscious decision.
| Failure to Comply | Potential Result |
|---|---|
| No regular inspections | Denied claims — “lack of due diligence” |
| No proof of inspection | Lack of evidence to support a claim |
| Missed access point checks | Easy targets for break-ins or squatters |
| Utilities left running | Burst pipes, electrical fires, inflated energy bills |
| No hazard identification | Increased liability — especially in winter or derelict sites |
Why Insurers Require This
Insurers understand that vacant buildings are high risk. When they ask for documented inspections, it’s not just box-ticking, it’s:
- To limit damage by catching issues early
- To prove you’ve taken reasonable preventative measures
- To reduce payout liability in preventable scenarios
- To provide a paper trail for legal or claims review
Quick Tip: Even if your policy doesn’t explicitly demand inspections, many will reject claims on the grounds of negligence or “failure to mitigate risk”, both of which regular inspections can help defend against.
What Your Insurer Typically Requires
Every insurer is different, but there are some common requirements most providers include in their vacant property insurance policies. These requirements are designed to reduce the risk of claims by ensuring proactive property management, and they’re often written into the small print.
Failing to meet just one of these expectations, especially if the property is left unmonitored for weeks, can lead to a claim being reduced or refused altogether.
Here’s a breakdown of the most common requirements:
| Requirement | Why It Matters |
|---|---|
| Regular inspections (e.g. every 7–14 days) | Verifies active management and reduces undetected damage risks |
| Inspection logs or reports | Creates a record for insurers to validate activity in the event of a claim |
| Photographic evidence | Supports the timeline and legitimacy of damage or deterioration |
| Secure access controls | Minimises the risk of unauthorised entry, squatting, or vandalism |
| Check on utilities (e.g. water, gas) | Helps prevent major issues like leaks, burst pipes, or carbon monoxide buildup |
| Fire hazard inspection | Required under many policies to identify and reduce combustible risks |
| Weatherproofing (seasonal) | Ensures heating or insulation is in place during winter months to avoid damage |
| Lock checks and perimeter inspection | Helps prevent theft and confirms the integrity of all access points |
Sample Policy Wording (Typical Clause):
“Where a property is unoccupied for more than 30 consecutive days, the insured must arrange documented inspections at least every 7 days. Failure to do so may invalidate cover in the event of loss or damage.”
(Example adapted from commercial property insurance policy wording)
Key Takeaway
Insurers don’t just expect that you’re keeping an eye on your property, they expect proof. That means regular visits, full reports, and a professional process that can stand up under scrutiny. If you can’t show this, even genuine claims can be lost.
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What Can Invalidate a Claim?
Even the most comprehensive insurance policy can fall apart when it’s time to claim, if the policyholder hasn’t followed the conditions. With vacant properties, insurers are particularly strict. Why? Because most major losses in empty buildings stem from delays in detection, lack of inspections, or unclear accountability.
Here are some of the most common (and costly) mistakes that lead to denied claims:
Top Reasons Claims Are Denied for Vacant Properties
| Failure | Impact |
|---|---|
| Missed inspection frequency | Weekly inspections required, but conducted monthly? That's non-compliance. |
| No documented evidence | Without a log or report, there's no proof of proactive risk management. |
| Informal/untrained inspections | A caretaker or staff member doing a walkaround may not meet insurer expectations. |
| No photographic record | Inability to demonstrate property condition prior to the incident. |
| Utility systems left active | Water left on = burst pipes = large claim = possible rejection. |
| Ignored fire or hazard risks | Fire exits blocked or combustibles present? That could void fire cover. |
| Keys kept on-site or insecurely | Breaches in secure access protocols may be considered negligence. |
Example Scenario: A Costly Holiday Assumption
The Situation:
A commercial landlord owns a small retail unit that’s been vacant since mid-November. It’s insured, secured, and the managing agent checks in “when they can.” As Christmas approaches, the site is left unvisited for just over three weeks during the holiday shutdown.
Unbeknownst to anyone, a pipe in the ceiling void bursts during a cold snap. Water pours through the ceiling overnight and continues dripping into the floor below. Over the next several days, the flooring warps, electrical systems are damaged, and damp begins to spread through the internal walls.
The Discovery:
The issue isn’t found until January 3rd, when a contractor visits the site to install a new fire panel. By then, the cost of damage has exceeded £25,000, including repairs to electrics, flooring, and water-damaged walls.
The Claim:
The landlord submits a claim expecting full coverage, but the insurer reviews the policy and finds two critical issues:
- Inspections were only carried out once per month, despite a 7-day interval requirement in the policy.
- There is no photographic evidence or reports to demonstrate the last inspection’s findings.
The Outcome:
The insurer denies the claim, citing failure to comply with the inspection conditions laid out in the unoccupancy clause. The landlord is left to foot the entire bill, plus manage delays to the re-letting schedule.
The Lesson:
Had a formal vacant property inspection been in place, even just £30/month + VAT, the damage could have been caught early, mitigated, or avoided entirely. And most importantly, the claim would likely have been paid.
What a Compliant Vacant Property Inspection (VPI) Should Include
To meet insurance requirements and truly protect a vacant site, a compliant VPI needs to be more than just a walkaround. It should be systematic, documented, and carried out by trained personnel who know what to look for, and how to report it.
Most insurers expect evidence-based inspections, which means time-stamped reports, photographic documentation, and a clear checklist that aligns with policy wording.
Here’s a breakdown of what a fully compliant VPI should cover:
| Inspection Category | What Should Be Checked |
|---|---|
| External Security | Doors, windows, locks, gates, fencing, and lighting – check for forced entry or wear |
| Access Points | Ensure all doors and entryways are secure; confirm there are no signs of tampering |
| Fire Hazards | Identify flammable materials, blocked fire exits, faulty alarms, and ensure compliance |
| Utilities and Systems | Check for water leaks, heating issues, electricity faults, or systems left running |
| Signs of Intrusion | Look for graffiti, broken glass, forced access, or any evidence of trespassing or squatting |
| Structural Integrity | Visually inspect ceilings, floors, walls, and roof areas for signs of damage or stress |
| Fly-tipping or Dumping | Examine grounds for unauthorised waste, environmental hazards, or fire risks |
| Perimeter Checks | Ensure fences, gates, and external boundaries are intact and secure |
| Weather Damage | Look for signs of storm damage, flooding, blocked drains, or snow accumulation |
| Photographic Documentation | Take timestamped images of all checked areas and any issues found |
| Reporting & Recordkeeping | Complete a checklist and generate a formal report stored digitally and/or sent to client |
Why This Matters
A quick note scribbled on a notepad isn’t enough. In the eyes of an insurer, and often the law, only structured, auditable inspections performed by a professional security provider will stand up in the event of a claim.
Every inspection should be:
- Time and date-stamped
- Backed by photographic proof
- Completed by SIA-licensed professionals
- Logged securely and stored for future reference
Did You Know?
Many insurers now demand evidence of every inspection as part of claim validation. If your report is missing, inconsistent, or looks informal, they may assume the inspection didn’t happen at all.
How Leisure Guard Helps You Stay Compliant
At Leisure Guard, we don’t just tick boxes, we help you stay insured, stay protected, and stay in control.
With vacant properties, the smallest missed detail can have the biggest consequences. That’s why our Vacant Property Inspections (VPIs) are built specifically to meet and exceed the standards expected by UK insurers, facilities managers, and commercial landlords.
We work with property owners, asset managers, FM providers, and insurers across Greater Manchester and surrounding areas to deliver fully compliant, professional-grade inspections, backed by experience, documentation, and trust.
Every VPI Includes:
✅ Scheduled Inspections
Weekly, fortnightly, or custom intervals based on your insurance policy
📸 Full Photographic Reports
Time-stamped images of key inspection points and any identified risks
📝 Audit-Ready Documentation
Detailed checklist and digital report for every visit — available on request or automatically emailed
👮♂️ SIA-Licensed Officers
Trained professionals, not caretakers, carrying out every inspection
🔐 Secure Keyholding (Optional)
We can hold keys in BS7984-compliant facilities to simplify property access during inspections or emergencies
📍 Coverage Across the Northwest
Rapid deployment throughout Greater Manchester, Cheshire, Lancashire, Merseyside and more
Flexible, Transparent Pricing:
Inspections start from just £30/month + VAT — no hidden fees, no long contracts. Custom packages available for portfolios, large sites, or remote properties.
Frequently Asked Questions About Vacant Property Inspections (VPIs)
What is a Vacant Property Inspection (VPI)?
A Vacant Property Inspection is a scheduled check of an unoccupied property to ensure it remains secure, undamaged, and compliant with insurance and safety standards. These inspections typically include checks on security, utilities, fire hazards, and structural issues.
Why do I need a Vacant Property Inspection?
Most insurers require regular inspections to maintain valid cover on vacant buildings. Without documented inspections, claims for damage, theft, or vandalism can be denied. VPIs also help identify problems early, reducing costly repairs.
How often should a vacant property be inspected?
Inspection frequency depends on your insurer’s policy, but most require checks every 7 to 14 days. Some may demand more frequent visits for high-risk sites or in winter months.
Who should carry out a VPI?
VPIs should be carried out by licensed security professionals who understand inspection requirements and can produce formal reports. Informal staff or caretakers may not meet insurer expectations.
What happens during an inspection?
Trained officers check:
Doors, windows, gates and locks
Fire safety (exits, alarms, hazards)
Signs of intrusion or vandalism
Leaks, water damage, or power faults
Grounds for fly-tipping or weather damage
And they produce a photographic, time-stamped report
Is a photographic report necessary?
Yes. A photographic, timestamped report helps prove the property was inspected, secure, and undamaged at the time, which is crucial in the event of a claim.
What kind of properties need VPIs?
Commercial units between tenants
Properties under renovation
Sites waiting for sale or redevelopment
Unoccupied offices, warehouses, or industrial spaces
Residential portfolios during void periods
What if I already have CCTV?
CCTV is useful, but not a substitute for physical inspections. Insurers want proof that someone has physically visited and checked the property regularly.
Do VPIs help with insurance compliance?
Absolutely. Regular inspections with professional documentation are one of the main ways to stay compliant with the terms of vacant property insurance policies.
Can I carry out the inspection myself?
While you technically can, it’s not recommended. Insurers often expect inspections to be carried out by a third-party professional with independent reporting. DIY checks may not stand up in a claim.
What if I miss an inspection?
Missing even one scheduled inspection could put your insurance cover at risk. It’s important to stick to your insurer’s required frequency and keep reliable records.
How much do VPIs cost?
Prices typically start from £30/month + VAT, depending on location, frequency, and service provider. Multi-site or high-risk properties may incur additional costs.
Do VPIs include keyholding?
Some providers (like Leisure Guard Security) offer combined keyholding and inspection services, which streamline access and response times, especially during alarm activations or emergencies.
What if damage is found during an inspection?
You’ll receive a report detailing the issue along with photo evidence. Most providers notify you immediately and can coordinate emergency response or repairs depending on your agreement.
What areas do you cover?
Leisure Guard Security provides VPIs across Greater Manchester, Blackburn, and surrounding areas. If you’re unsure please give us a call to find out more.
Why Choose Leisure Guard Security?
At Leisure Guard Security, we deliver professional, insurance-compliant Key Holding Services that give you complete peace of mind, day or night.
Starting from just £1 per Day per key + VAT, our service ensures your property is accessible, secure, and fully supported 24/7, without placing your staff at risk.
Here’s what’s included:
✅ Secure off-site key storage in BS7984-compliant facilities
🚨 Rapid alarm response and out-of-hours callouts
📝 Detailed attendance reports for insurance and compliance
👮♂️ SIA-licensed officers operating across Greater Manchester and surrounding areas
Let us carry the responsibility, so you can focus on your business, not your keys.
Keyholding Isn’t Just a Service — It’s a Safety Net
Holding keys means holding responsibility — and we take that seriously.
Whether your property is occupied, vacant, or in transition, our Key Holding Services ensure trusted, professional access whenever it’s needed — no delays, no risks, no stress.
To secure your property properly, you need more than a set of spare keys and a staff rota. You need trained responders, secure key storage, and fast, documented attendance, all backed by a team that never sleeps.
Whether you need short-term coverage during a void period or a long-term solution across multiple sites, we’ve got you covered.
Call us on 0800 035 6607
Email info@leisureguardsecurity.co.uk
Or request a free VPI consultation in the form here