Site Inspections: How it works

Site inspections are carried out by both your Property Manager and our roaming Ringley Site Inspectors. You can see Site Reports and the audit trail of the actions we take on the Ringley Gateway online client portal.

Purchase Orders drop into the report templates so you can see that our teams are reviewing works done on site. We take photos of repairs, health & safety issues, and assess cleaning and gardening standards.

The RICS Code of Practice for Residential Managing Agents defines a managing agent’s inspection duty as to: "to inspect without use of equipment, at least at the frequency agreed, such of the common parts of the Property as can be inspected safely and without undue difficulty to ascertain for the purpose of day-to-day management only the general condition of those common parts."

Site inspections do not replace the need to instruct a Chartered Surveyor to diagnose complex leaks, roof repairs or defects or prepare specification for cyclical redecorations say every 5 to 10 years.

Reporting a maintenance issue

We pay £5 to the first person that reports a maintenance issue.

if you see a maintenance issue like:

• light bulbs that need to be changed
• dumped cars
• blown over trees
• dumped fridges or large items

let us know and we will sort it out as soon as possible.

The are 3 ways to report an issue. You can:

1. Photograph it, and email solutions@ringley.co.uk
2. Log onto the Ringley Gateway™ and report it from there
3. Phone your Property Manager and report it to them

If you are the 1st owner to report it, we’ll transfer £5 from our office account to your service charge account to say "thank you". We do this because we believe property management works best when there is a partnership between the owners and the managing agent.

How often do we visit a site?

How often we visit site depends on the size of the site and the fee agreed. Here is our guide:

Planned Preventive Maintenance

Planned Preventive Maintenance or PPM for short refers to a diary (PPM Diary) that shows what plant and equipment needs to be maintained and when.

The importance of this is so that plant and equipment maintenance is not left to chance but managed and checked when due. At Ringley, we share the PPM Diary with all Clients and owners via our Gateway portal. We also have it connected to the asset register and our budget module. This means that if a plant item exists, we cannot forget to budget for it and our PPM Diary links to our procurement module to show the contractor appointed that we have formally instructed them by way of a Works Order.

Customer needs we have implemented

We are always dedicated to improving the experience of our customers. This starts with listening and understanding their challenges and doing what we can to solve them. Below are some of the solutions we have implemented:

• showing works orders raised to the site visit report, so you can see we have inspected works,
• Emailing owners and tenants in advance to let people know we are coming to site in case there is something they want us to look at
• Adding specific schedules for ‘plant rooms’, ‘car park’ areas etc.
• Putting cleaner and gardening specifications on the Ringley Gateway™