Essential Gas, Fire and Electrical Safety and Compliance Tips for HMO Properties

Welcome back to our blog series on Houses in Multiple Occupation (HMOs) in Bristol. In this post, we focus on the essential safety and compliance tips that every HMO landlord should be aware of. Ensuring that your property meets all legal requirements and maintains a high standard of safety is crucial for the well-being of your tenants and the success of your investment. We’ll cover what is mandated by legislation and what constitutes best practice in the industry. Remember, regulations change and so please consult with your local authority and license provider for the current regs.

Understanding Legal Requirements vs. Best Practices

Before we dive into the specifics, it’s important to distinguish between legal requirements and best practices. Legal requirements are mandatory standards set by legislation that all HMO landlords must comply with and will form part of your license requirements. Failing to meet these can result in severe penalties, including fines and license revocation. Best practices, on the other hand, are recommended actions that go beyond legal compliance to ensure the highest standards of safety and tenant satisfaction. We’re including these as they help to make a property safer, reduce issues and are ways to help based on our experiences.

Fire Safety Regulations

1. Smoke Alarms:
   • Installation: It is a legal requirement to install smoke alarms on every floor of the property. These alarms should be positioned in key locations, such as hallways and landings, to ensure that they can detect smoke early and provide a warning to all occupants.
   • Testing: Smoke alarms must be tested regularly by someone competent to ensure they are functioning correctly. This needs to be done once per week and should be documented as proof of compliance. Tenants should be instructed on how to test the alarms and what to do if an alarm is not working. We advise getting someone like the cleaner to test the alarm as part of their weekly checklist (if you have a cleaner). If not, you could in theory ask a tenant to do this, you agent or do it yourself.
2. Fire Extinguishers and Blankets:
   • Placement: Fire extinguishers should be provided on each floor of the property. Ideally, these should be placed in accessible locations near exits and in communal areas. Fire blankets should be provided in kitchens, where the risk of fire is higher.
   • Maintenance: Both fire extinguishers and blankets must be checked and serviced annually by a qualified professional. This ensures they are in good working order and ready to use in an emergency. Landlords should keep records of these checks.
3. Fire Doors:
   • Installation: Fire doors must be installed with self-closing mechanisms to contain fires and prevent the spread of smoke. These doors should be installed in all high-risk areas, such as kitchens, and in key exit routes. Fire doors are designed to withstand fire for a certain period (usually 30 to 60 minutes), giving occupants more time to evacuate.
   • Inspection: Regularly inspect fire doors to ensure they close correctly and are not damaged. Check that the seals around the doors are intact and that the self-closing mechanisms are functioning properly. Any issues should be fixed promptly to maintain the integrity of the fire protection system. For us, this is part of the inspection process and forms part of our checklist.
4. Escape Routes:
   • Clear Marking: Escape routes must be clearly marked with signs indicating the direction of exit. These signs should be illuminated or made from glow in the dark materials so they are visible even in low light conditions.
   • Obstruction-Free: It is essential to keep all escape routes free from obstructions. Landlords should conduct regular checks to ensure that corridors, stairways, and exits are clear of items like furniture, bicycles, or rubbish. In the event of a fire, blocked escape routes can have fatal consequences. We ask cleaners to update us if they see issues like this starting to appear, so we can remind the tenants before it becomes a habit.
   • Emergency Lighting: Install emergency lighting in corridors and stairways to guide tenants to safety during a power outage. Emergency lights should be regularly tested to ensure they function correctly in an emergency.

• Fire Safety Training:
  • Provide Training: Educate tenants about fire safety, including how to use fire extinguishers, the importance of not tampering with fire safety equipment, and what to do in case of a fire. This training can be part of the move-in process and reinforced with periodic reminders. This tends to be a document on the communal notice board and shown to new tenants joining the property.
  • Emergency Contact Information: Ensure that tenants know the emergency contact numbers for the fire department and property management. Post these numbers in visible locations, include both 999 and the managing agent.
• Fire Safety Signage:
  • Display Instructions: Clearly display fire safety instructions in communal areas, including what to do if a fire is discovered and the location of fire extinguishers and blankets. These instructions should be easy to understand and visible to all tenants.
  • Multi-Language Signs: If your tenants speak multiple languages, consider providing fire safety signage in the most common languages spoken. This ensures that all tenants understand the fire safety procedures.

By adhering to these fire safety regulations and best practices, landlords can significantly reduce the risk of fire-related incidents in their HMOs and ensure the safety of their tenants. Regular maintenance, clear communication, and proactive management are key to achieving and maintaining high fire safety standards.

Gas Safety Regulations

1. Annual Gas Safety Checks:
   • Mandatory Checks: All gas appliances, fittings, and flues must be checked annually by a Gas Safe registered engineer. This annual inspection ensures that the gas system is functioning correctly and safely, reducing the risk of gas leaks, fires, and carbon monoxide poisoning.
   • Scope of the Check: The engineer will check the safety and operation of gas appliances, inspect the condition of pipework, and ensure there is adequate ventilation. They will also test for gas leaks and check that the flues are operating properly to expel combustion gases.
   • Documentation: After the inspection, the engineer will provide a Gas Safety Certificate (also known as a CP12 certificate). This document confirms that the gas appliances have been checked and are safe to use.
2. Gas Safety Certificate:
   • Issuance to Tenants: Landlords must provide tenants with a copy of the Gas Safety Certificate within 28 days of the check. For new tenants, the certificate must be provided before they move in. This ensures that tenants are aware of the safety of the gas appliances in their home.
   • Record Keeping: Landlords must keep copies of Gas Safety Certificates for at least two years. This is important for compliance and in case of any future disputes or inspections by regulatory authorities.

Check Vents and Flues: Regularly inspect vents and flues to ensure they are not blocked or obstructed. Blocked vents can lead to a build-up of carbon monoxide and other dangerous gases.

Tenant Education:

Informing Tenants: Educate tenants on the signs of a gas leak and carbon monoxide poisoning, such as headaches, dizziness, nausea, and shortness of breath. Provide clear instructions on what to do in case of a suspected gas leak or if the carbon monoxide detector goes off. We advise making sure they know that if they smell gas they should open any windows and turn off the gas mains tap. Inform them not to turn on any lights, turn power sockets on and off or use appliances that could cause a spark. Get to safety and away from the house if you suspect a leak.

Emergency Contact Information: Ensure tenants have the emergency contact numbers for the gas emergency services and property management. Display these numbers prominently in the property – the communal notice board is the best place. Also ensure they know they can call 0800 111 999 if they smell gas, this is the National Gas emergency number for leaks, internal and external.

Regular Visual Inspections:

Tenant Reports: Encourage tenants to report any issues with gas appliances immediately, such as unusual smells, noises, or yellow flames (which can indicate incomplete combustion).

Landlord Inspections: Even though annual checks are mandatory, conduct regular visual inspections of gas appliances and pipework to identify any obvious signs of damage or wear. Address any issues promptly.

Gas Appliance Maintenance:

Servicing: In addition to the annual safety checks, consider having gas appliances serviced regularly by a qualified engineer. Regular servicing can help maintain the efficiency and safety of the appliances, preventing breakdowns and extending their lifespan. Boilers and kitchen hobs are good examples of gas appliances to have checked or serviced.

Replacement: Replace old or faulty gas appliances with new, more efficient models. Modern appliances often come with enhanced safety features and better performance. Gas hobs if they’re rusty or wearing out can be replaced for as little as £80 (Screwfix).

Ventilation:

Ensure Adequate Ventilation: Proper ventilation is essential for the safe operation of gas appliances. Ensure that rooms with gas appliances have adequate ventilation to allow fresh air in and combustion gases out.

• Install carbon monoxide detectors near gas appliances to provide an additional layer of safety. These are built into modern smoke alarms that are hard wired into the mains circuit.
• Regularly check for any signs of wear and tear or damage to gas appliances and fittings.

Electrical Safety Regulations: EICRs and PAT Testing

Ensuring electrical safety is paramount to protecting tenants from potential hazards such as electrical fires, shocks, and other dangers. Two key components of electrical safety are Electrical Installation Condition Reports (EICRs) and Portable Appliance Testing (PAT).

Electrical Installation Condition Reports (EICRs)

An EICR is an assessment of the electrical installations within a property. This includes wiring, fuse boxes, sockets, and any fixed electrical equipment. The purpose of an EICR is to ensure that these installations are safe and comply with current electrical safety standards. Once completed, these last 5 years before needing to be renewed.

Legal Requirements:

1. Frequency of Inspection:
   • Five-Year Interval: Under the Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020, landlords must ensure that an EICR is carried out at least every five years. This applies to all private rented properties, including HMOs.
   • New Tenancies: An EICR must be conducted before a new tenancy begins, ensuring that the property’s electrical installations are safe for new occupants.
2. Qualified Personnel:
   • Competent Electrician: The EICR must be conducted by a qualified and competent electrician registered with a government-approved scheme, such as NICEIC or NAPIT. This ensures that the inspection is thorough and complies with industry standards.
3. Report Findings:
   • Addressing Issues: The EICR will categorize any identified issues as follows:
     • C1 (Danger Present): Requires immediate action to remove the danger.
     • C2 (Potentially Dangerous): Requires urgent remedial action.
     • C3 (Improvement Recommended): Indicates improvements that could enhance safety but are not mandatory.
   • Action Plan: Landlords must address any C1 and C2 issues promptly and provide tenants with written confirmation that these have been rectified within 28 days.
4. Documentation and Distribution:
   • Report Copies: Landlords must provide a copy of the EICR to the tenants within 28 days of the inspection. A copy must also be given to the local authority upon request, and the report should be kept for the next inspection. EICR’s are a mandatory part of the documentation you will need to get a HMO license for your property, or if you want to rent out a house or flat.

Best Practices:

• Regular Visual Inspections: Even though EICRs are required every five years, conduct regular visual inspections of the electrical installations to spot any potential issues early. Things like loose, cracked or damaged sockets should be replaced for safety reasons.
• Tenant Communication: Inform tenants about the importance of electrical safety and encourage them to report any electrical issues immediately. Remind them not to overload sockets, or run extension cables off extension cables across rooms.

Portable Appliance Testing (PAT)

While EICRs focus on fixed electrical installations, PAT testing is concerned with the safety of portable electrical appliances provided by the landlord. These include items like kettles, toasters, microwaves, and any other electrical devices that can be plugged into an outlet and moved.

Legal Requirements:

1. PAT Testing Frequency:
   • Regular Intervals: Although not legally required, it is recommended that portable appliances be tested regularly. The frequency of PAT testing depends on the type of appliance and its usage. For example, appliances in high-use areas, such as kitchens, should be tested more frequently.
2. Qualified Tester:
   • Competent Person: PAT testing should be conducted by a competent person who has the necessary training and equipment to perform the tests correctly. This can be a qualified electrician or a trained landlord.
3. Test Results:
   • Labelling: Each tested appliance should be labelled with the test date and the next due date. Appliances that fail the test should be removed from use until they are repaired or replaced.

Best Practices:

• Record Keeping: Maintain detailed records of all PAT tests, including the test results and any actions taken for appliances that failed the test. This documentation is useful for demonstrating compliance and for future reference.
• Tenant Safety: Provide tenants with information on how to use electrical appliances safely and what to do if they suspect an appliance is faulty.

By adhering to these regulations and best practices for EICRs and PAT testing, landlords can ensure that their HMOs meet high electrical safety standards. This not only protects tenants but also helps landlords avoid potential legal issues and enhances the overall quality and safety of their properties.

Gas, Electrical and Fire Safety

Ensuring utility and fire safety and compliance in HMO properties is essential for protecting tenants and maintaining a successful rental business. While legal requirements set the minimum standards, adopting best practices can enhance the living experience for tenants and reduce the risk of issues arising. Regular maintenance, clear communication, and a proactive approach to property management are key to achieving high safety and compliance.