3 Types of Property Inspection Checklist Templates

Discover the ultimate resource for property managers! Here are 3 property inspection checklist templates for seamless property management.

Last Updated on February 19, 2024 by Ossian Muscad

Are you in the property rental industry? If so, you might be aware of the importance of rental inspection and having a rental property inspection checklist template during the operation. A rental inspection checklist serves as documentation that records the condition of your rental property. At the same time, it also checks if each room and space are well-maintained and organized.

This article will discuss what a property inspection checklist is and why you should consider getting one. This article is for people who are new to the property rental business and for those who are experienced in the industry.

 

What is a Property Inspection Checklist?

A property inspection checklist is a tool property owners or managers commonly use to ensure the property is in good condition. This checklist is utilized before, during, and after a tenant’s occupation to ensure the property is consistently in tip-top shape. Conducting a property inspection involves a comprehensive visual checkup of the property’s interior and exterior parts, including but not limited to the doors, windows, walls, ceilings, and floors.

 

What to Expect in a Property Inspection?

When you or your property manager is about to conduct a property inspection, it’s essential to notify the tenants in advance. Doing so will give them time to prepare and be in accordance with any applicable local regulations. On the day of the scheduled inspection, you or the property manager will visit and conduct a thorough visual check of the following items:

Living Room

  • Furniture and fixtures 
  • Wall conditions 
  • Electrical outlets 
  • Flooring condition  
  • Window/door screens & windows 

Kitchen

  • Kitchen Appliances 
  • Cabinets/ drawers  
  • Sinks & faucets 
  • Electrical outlets 
  • Flooring condition

Sleeping Quarters

  • Bedroom furniture and fixtures 
  • Closet space 
  • Window/door screens & windows  
  • Flooring condition 
  • Other electrical outlets 

Bathroom

  • Laundry appliances 
  • Countertop & sink/faucet  
  • Toilet condition 
  • Bathtub or shower 
  • Flooring condition

Dining Room

  • Furniture and fixtures 
  • Wall conditions 
  • Electrical outlets  
  • Flooring condition 
  • Windows/door screens & windows

Outside Area

  • Porch/patio 
  • Sidewalks and walkways  
  • Driveways & parking area 
  • Lawn, garden

Other Property Features

  • Exterior walls and roof/ceiling conditions 
  • Fire safety items (smoke detector, fire extinguisher) 
  • The overall security of the property 
  • Utility connections (electricity, gas, and water)

 

Inspecting these areas will ensure the property is safe, secure, and well-maintained. At the same time, it allows you to identify any existing issues that need immediate repair.

 

Why Use a Property Inspection Checklist?

As a property owner or manager, your rental property must always remain in good condition. Managing a property can be tricky—especially when you need to know which of your previous tenants is responsible for any uncovered damages within the unit. At the same time, trying to rent out your property is also a stressful experience.

Failing to pinpoint potential property damage (e.g., chipped wood paneling, missing windows, etc.) can result in an unwanted misunderstanding with the new tenants. That’s why you must use a property inspection checklist to avoid disputes.

A property inspection checklist will help organize your inspection duties, making sure you keep track of your property’s condition. At the same time, it can also help track the liability of all outgoing and incoming tenants.

The property owner and tenant benefit from using a property inspection checklist to ensure that every feature of the unit stays in good condition. At the same time, it also paves the way for good, open communication and relationships between both parties. A property inspection checklist can be created and used digitally via a PDF file or printed and used as a physical document.

 

When is a Property Inspection Checklist Required?

A property inspection checklist is essential before, during, and after a tenant has left the unit. However, in most cases, this type of checklist is used before a tenant occupies the place. The tenant should complete a property inspection checklist immediately after signing the lease agreement. They should log and detail all noticeable damages and defects they come across during their findings. As the landlord or property manager, it’s your task to fulfill the following roles:

Verify the Tenant’s Report

As a landlord or property manager, you must double-check your tenant’s report to confirm the information they have provided and log any additional damages that have gone unnoticed. This is crucial to ensure that your property’s condition is accurately documented.

Sign off on the Checklist

You should also sign off on the checklist to signal that you’ve verified and documented all damages. This is essential to ensure both parties know the property’s condition before the tenant moves in.

Begin Scheduling for Repairs According to Verified Findings

Once both parties have agreed on and signed off on the property inspection checklist, you can start scheduling repairs based on the damages documented in the document. Note that you should schedule repairs as soon as possible to ensure the safety of your property.

Keep a Copy for Reference

Finally, make sure to keep a copy of the property inspection checklist for reference. This is important in case you need to compare or refer to the document in the future. On top of logging noticeable issues within the property, having the tenant photograph each issue is also a great idea.

During the tenants’ stay, you must conduct timely inspections to ensure the property is in good condition. Once the tenant vacates the property, you can reference your previous inspection checklists to determine if any excessive damage was caused throughout the tenant’s stay.

Note that minor damages due to normal wear and tear will always be your financial responsibility as the landlord. However, any repairs that fall outside that definition should be deducted from the tenant’s security deposit.

 

3 Notable Types of Property Inspections

Property inspections are essential for maintaining the quality and value of a rental property. They help landlords and property managers assess the property’s condition, identify potential issues, and ensure tenants adhere to their lease agreements. Here are three common types of property inspections:

Standard Rental Property Inspection

A standard rental property inspection is a periodic check up performed by the landlord or property manager to evaluate the overall condition of the rental property. This type of inspection typically includes checking for structural damages, identifying any maintenance issues, and ensuring the property is safe and habitable for tenants. During a standard rental property inspection, landlords or property managers should:

  • Check for any signs of water damage, leaks, or mold.
  • Inspect the roof, gutters, and downspouts for damage or debris.
  • Examine the exterior walls, windows, and doors for cracks or other issues.
  • Check the property’s heating and cooling systems, plumbing, and electrical systems.
  • Inspect the interior of the property, including walls, floors, and ceilings, for damage.
  • Ensure that all appliances are in good working order.
  • Verify that smoke and carbon monoxide detectors are functioning properly.

Tenant Move-In Inspection

A tenant move-in inspection is conducted before a new tenant occupies the rental property. This inspection allows the landlord and the tenant to document the property’s condition at the beginning of the lease term. It helps protect both parties by providing a baseline against which future changes or damages can be compared. During a tenant move-in inspection, both the landlord and tenant should:

  • Walk through the property together, noting any pre-existing damages or issues.
  • Take photographs or videos of the property’s condition as evidence.
  • Complete a move-in inspection checklist detailing the state of various items and areas within the property.
  • Both parties should sign and date the inspection checklist, acknowledging their agreement on the property’s condition.

Move-Out Inspection

A move-out inspection is conducted when a tenant vacates the rental property at the end of their lease term. This inspection allows the landlord or property manager to assess any damages or changes to the property that occurred during the tenant’s occupancy. It helps determine whether any repairs are needed and if any portion of the tenant’s security deposit should be withheld. During a move-out inspection, the landlord or property manager should:

  • Compare the property’s current condition to the documentation from the move-in inspection.
  • Note any new damages or issues during the tenant’s occupancy.
  • Take photographs or videos of the property as evidence.
  • Complete a move-out inspection checklist detailing the state of various items and areas within the property.
  • If applicable, discuss any findings with the tenant and provide them with an itemized list of any deductions from their security deposit.

 

By conducting these three types of property inspections, landlords and property managers can ensure that their rental properties remain in good condition and that any potential issues are addressed promptly. Regular inspections also help maintain a positive relationship between landlords and tenants by fostering open communication and setting clear expectations for both parties.

 

How to Fill Out a Property Inspection Checklist

A property inspection checklist is a valuable tool for landlords, property managers, and tenants to document the condition of a rental property during inspections. Here’s a step-by-step guide on how to fill out a property inspection checklist:

Step 1: Obtain a template or create your checklist

You can find various property inspection checklist templates online or create customized checklists using word processing or spreadsheet software. The checklist should be comprehensive and cover all aspects of the property, both interior and exterior.

Step 2: Divide the checklist into sections

Organize your checklist by dividing it into sections corresponding to different areas of the property, such as the exterior, living room, kitchen, bedrooms, bathrooms, and utility systems (e.g., heating, cooling, plumbing, and electrical).

Step 3: Include detailed items within each section

List specific items within each section that need to be inspected, such as walls, ceilings, floors, doors, windows, appliances, fixtures, and fittings. Be thorough in your descriptions to ensure a comprehensive inspection.

Step 4: Add columns for the condition and notes

Include columns next to each item where you can record the condition of the item and any notes or comments. You may use a simple rating system, such as “Good,” “Fair,” or “Poor,” or provide more detailed descriptions of the item’s condition.

Step 5: Conduct the inspection

Walk through the property methodically, following the order of the sections on your checklist. As you inspect each item, record its condition and make any necessary notes. Be sure to look for signs of damage, wear and tear, and any maintenance issues to address.

Step 6: Take photographs or videos

Capture visual evidence of the property’s condition by taking photographs or videos of each room and specific items, particularly those with damages or issues. This documentation can be helpful in case of disputes or when comparing the property’s condition during future inspections.

Step 7: Review and discuss the inspection results

After completing the inspection, review the checklist with the tenant (if applicable) and discuss any findings or concerns. Make sure both parties understand the current condition of the property and any required repairs or maintenance tasks.

Step 8: Sign and date the checklist

Both the landlord or property manager and the tenant (if present) should sign and date the completed checklist, acknowledging their agreement on the property’s condition. Keep a copy of the signed checklist for your records and provide a copy to the tenant.

Step 9: Schedule follow-up inspections or repairs

Schedule follow-up inspections or repairs as needed if any issues were identified during the inspection. Regularly conducting property inspections and addressing issues promptly helps maintain the property’s value and ensures tenants a safe and comfortable living environment.

 

Frequently Asked Questions (FAQs)

Q1: Can a property inspection checklist be used for residential and commercial properties?

Yes, a property inspection checklist can be adapted for residential and commercial properties. However, the specific items and areas to inspect may differ, so it’s important to customize the checklist to suit the type of property being inspected. By including a diverse range of items and areas in the checklist, landlords and property managers can ensure a thorough inspection of the property.

Q2: How often should property inspections be carried out?

Property inspections should be conducted annually as a general rule, but more frequent inspections may be needed depending on the age of the property, local regulations, or lease agreements. Move-in and move-out inspections are also essential for each tenant’s turnover. They help document the condition of the property and any changes that occur during a tenant’s occupancy.

Q3: Who is responsible for filling out the property inspection checklist during an inspection?

The landlord or property manager typically fills out the property inspection checklist during an inspection. However, it’s beneficial for tenants to be present during move-in and move-out inspections to ensure agreement on the property’s condition. By involving tenants in the inspection process, they can also point out any damages or issues that may have occurred during their tenancy.

Q4: What should be done if a tenant disagrees with an item on the inspection checklist?

If a tenant disagrees with an item on the inspection checklist, it should be discussed openly to reach a mutual agreement. If the disagreement persists, consider a third-party mediator, and always ensure that communication is documented. That way, if a dispute arises in the future, there is evidence of both parties’ discussions and decisions.

Q5: Is it legally required to perform property inspections using a checklist?

While it may not be legally required in all regions to use a checklist, it’s a best practice that provides documented evidence of the property’s condition and can serve as legal protection in the event of disputes. If a tenant makes a complaint about the property’s condition, having a completed and signed checklist can support any claims or decisions made. Therefore, it’s highly recommended to use a checklist during property inspections.

Q6: How should emergency repairs be handled during the tenancy in relation to the inspection checklist?

Emergency repairs should be addressed immediately to maintain safety and comply with local housing codes. They should be documented and noted on the inspection checklist during the subsequent inspection to record the property’s maintenance history. At the same time, ordinary repairs and maintenance should also be addressed promptly to prevent further damage or deterioration of the property.

 

Create Property Inspection Checklist Templates with DATAMYTE

DATAMYTE is a quality management platform with low-code capabilities. Our Digital Clipboard, in particular, is a low-code workflow automation software that features a workflow, checklist, and smart form builder. This tool lets you create digital property inspection checklist templates customized according to your unique requirements and preferences.

DATAMYTE also lets you conduct layered process audits, a high-frequency evaluation of critical process steps, focusing on areas with the highest failure risk or non-compliance. Conducting LPA with DATAMYTE lets you effectively identify and correct potential defects before they become major quality issues.

With DATAMYTE, you have an all-in-one solution for your property inspection and quality management needs. Save time, improve efficiency, and ensure compliance with our user-friendly platform. Book a demo now to learn more.

 

Conclusion

Implementing a thorough property inspection process is invaluable for property managers, landlords, and tenants alike. It ensures that properties are well-maintained, encourages prompt repair of issues, and helps avoid disputes by documenting the condition at various points during the tenancy. A detailed checklist facilitates a systematic inspection approach and serves as a critical record that can provide legal support if necessary. Ultimately, conducting regular property inspections is a best practice that can significantly contribute to the longevity of the property’s value and the safety and satisfaction of its occupants.

 

 

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