When arranging viewings, you can either arrange a mutual time with individual prospective tenants as they make an enquiry or conduct block viewings at set times (for example 5.30pm Monday, Wednesday and Friday).
If the property is already occupied, the existing occupier will require at least 24 hours notice (or whatever has been agreed in the tenancy agreement). If the occupier refuses entry after giving the notice, the landlord will not be able to enter without obtaining agreement or a court order. A refusal would however be a breach of the tenancy in most cases and the occupier may be liable to pay the landlord compensation.
More than one person should conduct the viewings together where that is possible.
The Energy Performance Certificate must be available at the viewing (if it has not been given sooner).
If the landlord has a procedure to follow and guidelines for granting a tenancy, a sheet could be given at the time of viewing explaining those procedures and guidelines. In addition, marketing material such as property particulars should be given at the viewing to ensure all ‘material information’ (such as administration fees etc.) have been provided to the prospective tenant.