1. Purpose
This guide sets out how Dorset Council classifies temporary accommodation voids to ensure:
- consistent assessment of void works
- clear performance targets and expectations
- efficient prioritisation of resources
Void categorisation supports:
- faster turnaround of low-complexity properties
- effective planning of major repair works
- accurate performance monitoring and reporting
2. Principles of categorisation
Void categorisation is based on:
- property condition at inspection
- extent and complexity of repairs required
- health and safety risks
- estimated time to bring the property to lettable standard
Categorisation will be confirmed following the initial void inspection and may be reviewed if circumstances change.
3. Void categories
Minor void
Description:
- property requiring minimal work and quick turnaround
- routine repairs: no structural issues
Typical findings:
- generally good condition
- no significant damages
- no major compliance issues
- moderate wear and tear
Works required:
- cleaning and waste clearance
- minor repairs
- small replacements
- safety checks
- joinery repairs
- minor kitchen/bathroom works
- redecoration
- fixture replacement
Target timing: Up to 30 days - unless escalated, and/or specialist services required (Plasterers, listed building works etc)
Major void
Description: Significant works required
Typical findings:
- major damage
- structural issues
- H&S risks
Works required:
- full replacements
- electrical/plumbing works
- damp/structural works
- cyclical upgrades
- specialist clearance
Target timing: Up to 45 days – allowance for longer periods if additional departments or untypical practice applies. Examples (not limited to) of insurance claims and planning permissions.
Exceptional void
Description: Property requiring extensive, complex or non-standard works involving multiple stakeholders and/or specialist interventions
Typical findings:
- extensive damage or deterioration
- complex structural failures
- fire/flood/major incident damage
- full property refurbishment or rebuild
Works required:
- specialist fire, asbestos or environmental works
- major structural repairs
Target timing: Typically 60+ days – subject to complexity, statutory approvals, funding, and multi-agency coordination - Review at reasonable periodic timescales.
Timescales may extend significantly depending on planning, legal or insurance requirements. Examples (Not limited to) of community impact reporting, closure orders, dilapidation.
4. Categorisation process
Categorisation will be determined:
- at initial void inspection
- by the appointed schedular or other relevant officer
Categorisation will be:
- to be recorded on huume/relevant housing management system for the relevant property details
- linked to expected timescales and contractor instructions
Re-categorisation may occur where:
- additional defects are identified
- works become more complex than originally assessed upon review and feedback from attending contractors, or revisit from surveyors/housing officers
5. Performance monitoring
Void categories will be used to monitor:
- turnaround times
- contractor performance
- cost of works
Persistent delays or mis-categorisation will be reviewed through:
- weekly performance monitoring
- contract management processes via Dorset Council Assets Management Team
