Dear [Name of tenant]
Re: [Property address]
I would like to visit you to carry out a routine property inspection, as part of our tenancy agreement.
You may wish to be present during the visit, but should you have other commitments, I can use my keys to gain entry to the property.
I have made an appointment for [insert date] at [insert time].
Please let me know within five working days from the date of this letter whether this is a suitable time for you, otherwise I will assume that this is convenient and will visit on the date and time outlined above.
If you have any objections, please contact me as soon as possible to discuss further.
Thank you for your understanding.