Tenancy Audit Policy

21.1    Risks include no access, missed audits, delayed follow-ups, and non-compliance. Mitigation measures involve clear communication, flexible scheduling, escalation procedures, staff training, and compliance monitoring.

21.2    If we cannot complete the Audit
•    We will contact you by letter, phone, or email to arrange a suitable appointment. If the first date doesn't work, we are happy to offer alternatives.
•    If we still cannot access the property after several attempts, we may need to follow our legal processes.
•    We will always keep you informed, and we will only take formal action when all other options have been tried.

21.3    Missed Audits
•    Maintain a rolling audit schedule with alerts for due audits.
•    Allocate sufficient resources and monitor completion rates monthly.
•    Escalate overdue audits to senior management for prioritisation.

21.4    Delayed Follow-Up
•    Set defined timescales for actions (e.g., repairs within 5 working days for urgent issues).
•    Implement escalation procedures for overdue cases.

21.5    Data Protection Breach
•    Ensure all staff follow GDPR and WHBC confidentiality policies.
•    Use secure systems for storing and sharing personal data.
•    Conduct periodic data protection audits and refresher training.

21.6    Safeguarding Oversight
•    Train staff to identify and escalate safeguarding concerns promptly.

21.7    Fraud Detection Failure
We will work closely with our Anti-Fraud Partner to identify and report on potential fraud for their investigation.
•    Train officers on fraud indicators and reporting procedures.
•    Participate in the National Fraud Initiative and share intelligence with relevant bodies.
•    Use data-matching tools to identify anomalies in tenancy records.

21.8    Resource Constraints
•    Review staffing levels and redistribute workloads during peak audit periods.
•    Provide ongoing training to improve efficiency and consistency.