A building access plan should name the rooms and common areas to be inspected, the person who can authorise entry, the key or escort route, occupant notices and the fallback when a space is unavailable. Send the final version to the site contact and technician before the visit.
Build the route around the evidence
Start with the reported location, then add connected spaces that could affect the inspection: adjoining flats, risers, plant rooms, bin stores, roof or basement access and external service routes. Do not request every key in the building without a reason. Mark each area as confirmed, permission pending, unsafe or outside scope.
For occupied homes, record who contacts the resident, what notice is required and whether the resident, agent or concierge will attend. Access rights and notice depend on the setting and agreement; a pest contractor should not be asked to decide a tenancy dispute.
Resolve practical barriers before arrival
Test keys and fobs, book lifts or loading bays, and confirm opening hours. Identify lone-working restrictions, asbestos information, permits, alarms, pets and any room with sensitive operations. If roof, confined-space or electrical access is relevant, confirm which competent contractor owns that access rather than assuming it sits inside pest control.
Provide one site contact who can make decisions during the visit. A phone number for somebody off site is not enough if the technician reaches a locked riser and nobody can authorise entry.
Record what was actually accessible
The visit report should distinguish inspected areas from locked, occupied, unsafe or concealed areas. “No evidence in accessible parts of the bin store” is useful; “building clear” is not when the basement and two flats were unavailable. Carry inaccessible areas into the action log with an owner and revised date.
Send preparation and aftercare only to the people affected, using the current version. If several residents receive different instructions, record which method and room each applies to. Avoid sharing medical or unrelated personal details in the access schedule.
Call 0203 393 2338 to discuss the proposed route, or read the landlord and agent service page.
Frequently asked questions
Should every flat be included?
Only when evidence and the building layout justify it. Record why each additional area matters and obtain the correct access.
Who should hold the master access list?
Nominate one property contact responsible for permissions, keys and the current version of the plan.
What if a room is locked on the day?
Record it as not inspected, decide whether it affects the conclusion and assign a new access action.
Sources and further reading
External references may contain pest or skin photographs.
