Stock Condition Survey Process

As a social landlord, we have a legal and regulatory duty to assess the condition and energy efficiency of all our homes. To meet these obligations, we must undertake a Stock Condition Survey.  

Stock Condition Surveys will help us achieve WHQS 2023 by reevaluating the major elements in our homes and focusing on the decarbonisation of social homes across Wales. This initiative is designed to contribute to the Welsh Government's ambition for the public sector to become carbon neutral.

What is a Survey?

You will be visited by a dedicated in-house Powys County Council Housing Surveyor. The Surveyor will need to view all internal and external areas of your home, including any loft space (they will bring their own ladders and wear shoe covers on request).

The Survey should take on average 90 minutes to complete but this is dependent upon the size of your property. A one bedroom bungalow could take less time compared to a four bedroom home which could take longer.

The surveyor collects information on the condition of your entire home:

• Stock condition - Building fabrics and finishes, all outdoor spaces, all services and landlord provided equipment and the age and condition of all major elements in your home such as the kitchen, bathroom, windows and doors, roof, rewiring and heating system.
• Energy survey - collecting information on features which allow us to calculate how energy efficient your home is.

This survey does not collect information on any outstanding repairs to your home, these need to be reported in the usual way.

Our highly skilled surveyors will take photographs for record purposes. These photos will be used solely for internal documentation and reporting and will be retained only as long as necessary. Any potential sensitive information, such as personal photos, will be redacted. The photos will remain confidential and accessible only to authorised personnel and will not be shared publicly or used for other purposes.

How will I be contacted?

All tenants will receive advanced notification of the project via two letters. The first letter will provide general information about the project, while the second - delivered by hand - will confirm the proposed date for your homes survey.

The schedular will then be in touch with tenants 1-2 weeks prior to the appointment via telephone to confirm appointment date and time and run through some information relevant to the survey. Please ensure that PCC have the correct contact details on file.

The highly skilled surveyor will then contact tenants the day before the agreed survey appointment. This is to introduce themselves and to confirm arrangements made.

How to prepare for the Survey?

To help our surveyors complete the Stock Condition Survey as efficiently and accurately as possible, please take the following steps in advance of the visit:

• Keep an eye out for upcoming letters and communications regarding the survey. Our letters will contain important details, including your scheduled survey date. A schedular will also be in touch to confirm the arrangements directly with you.
• For further updates and information, we encourage you to regularly check our newsletter "Tenant News" visit our Housing Service Facebook page and stay in contact with your tenant representatives. If you have any questions or concerns, please don't hesitate to contact us - the earlier you get in touch, the quicker it will be to address any issues, or make any necessary arrangements.
• Please ensure that a responsible adult - aged over 18 - is available at the property to provide access and facilitate the survey. If the contract holder is unable to attend, you may nominate someone else to be present on your behalf. When we contact you to confirm your appointment, we will request the full name and contact details of the nominated person. At that time, please also inform us of any support needs or special arrangements that may be required to facilitate access or participation.
• We kindly request that reasonable and unobstructed access is provided to all internal and external areas of your home. This includes, but is not limited to, the attic, airing cupboards, shed, outbuilding and any other relevant spaces. If it is safe to do so, please ensure that all internal and external gates, and any locked areas are unlocked and accessible in advance of the scheduled appointment. This will help avoid delays and ensure the survey can be completed in a single visit.
• To ensure the safety of your pets and to allow the survey to be carried out efficiently, we kindly request that all pets are secured in a safe and contained space for the duration of the visit. As the survey will require access to every room within the property, you may need to move your pet accordingly to ensure surveyors can carry out their work without obstruction. Your cooperation in this matter is greatly appreciated and will help ensure the visit proceeds smoothly and safely.
• Our surveyors will be visiting to assess the condition of the property and are not concerned with personal belongings or how your home is arranged. All surveyors are trained professionals who carry out their work with respect and discretion. To help the survey go smoothly and avoid any concerns, we kindly recommend that any personal or valuable items are stored or removed from view prior to the survey.
• If you or the adult who will be at home during the survey have any specific needs to help the visit go smoothly (for example, if you're partially sighted, hard of hearing, or have mobility issues), please let us know. You can tell us when we hand-deliver your appointment letter, or when our scheduler calls to confirm your appointment. We're here to help and want to make sure the survey is as easy and comfortable as possible for everyone.
• Our highly skilled surveyors all carry official identification cards, which should be presented upon arrival. Please take a moment to verify their ID before granting access to your home. If you notice any suspicious behaviour or have concerns about the identity of a visitor, do not hesitate to contact us immediately. Your cooperation helps us maintain a safe and respectful environment for all tenants.

What happens after the Survey?

• All data collected and any photographs will be stored securely and will only be used for the intended purposes and will be deleted once not needed.
• We will use the data we collect—including any challenges to improving energy efficiency—to create tailored energy plans for each home. These bespoke energy pathways are designed to help properties meet the Welsh Housing Quality Standard (WHQS) Energy Target of SAP 92.
• The information we gather during the Stock Condition Survey helps us plan future investment in your home. We use this data to build accurate 30-year programmes for key improvements such as; Kitchens, Bathrooms, Heating systems. This means we can make better decisions about when upgrades are needed. In some cases, this may lead to changes in previously expected renewal dates—but it ensures every home gets the right work at the right time.
•  After your survey you may also be contacted by our Quality Assurance Team either by letter, email or phone call to ensure you are satisfied with the survey and gather any feedback you may have.

How to keep Informed?

Updates and more information can be found on the PCC Housing Facebook page, in Tenant News our newsletter, and our dedicated Powys County Council Stock Condition Survey webpage..