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3 Types of Property Inspection Checklist Template

3 Types of Property Inspection Checklist Template

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.

In this article, we will discuss what a property inspection checklist is and why you should consider getting one. We’re targeting people who are new to the property rental business and would like to acquire as much information as they can. 

What is a Property Inspection Checklist?

A property inspection checklist is a tool that property owners or managers commonly use to make sure the property is in good condition. This checklist is utilized before, during, and after a tenant’s occupation to ensure that the property is consistently tip-top shape. Conducting a property inspection involves a comprehensive visual checkup of the property’s interior and exterior parts.

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
  • Kitchen
  • Sleeping quarters
  • Bathroom
  • Dining room
  • Outside area
  • Other property features (e.g., porch, parking areas, HVAC system, etc.)


Inspecting each of these areas will make sure that the property is in good condition and well-maintained by the occupying tenants.

Both 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 to good, open communication and relationships between both parties. A property inspection checklist can be created and used digitally via PDF file or printed and used as a physical document.

Why Use a Property Inspection Checklist?

As a property owner or manager, your rental property must remain in good condition all the time. 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, the effort of trying to rent out your property is also a stressful experience. 

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

When is a Property Inspection Checklist Required?

A property inspection checklist is essential before, during, and after a tenant has left the unit. However, this type of checklist is used before a tenant occupies the place in most cases. 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.
  • Sign off on the checklist.
  • Begin scheduling for repairs according to the verified findings.


On top of logging noticeable issues within the property, it’s also a great idea to have the tenant photograph each issue.

During the tenants’ stay, you must conduct timely inspections to ensure that 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 Types of Property Inspections

Landlords and property managers use property inspection checklist templates during a rental inspection to ensure that essential areas of the property are checked and in good condition. To give you an idea of which template you should use, here are three of the most common types of rental inspections that you will need to perform, as well as the key areas you should focus on during a property inspection:

Standard Rental Property Inspection

A rental property inspection will check the overall condition of your rental property to determine whether or not it’s fit for living. This tool helps check every aspect of the property thoroughly and take note of potential damages and hazards such as a broken roof, holes in the ceiling, damaged doorknobs, broken window frames, etc.

Tenant Move-In Inspection

This type of property inspection checklist is conducted with the tenant who will occupy the space. This inspection documents any damage present before the tenant occupies the space. The results of this property inspection can be used to compare with the ‘Move Out Inspection,’ which will be discussed in the next section. 

Move Out Inspection

A move-out inspection is conducted after the tenancy period is over. This inspection serves to review the property’s condition. The details and information gathered during this inspection can be included in the formal agreement between the tenant and landlord. The move-out inspection will guarantee accountability for damages found (if any) that were not present during the move-in inspection.

How To Fill Out the Property Inspection Checklist

At DATAMYTE, we’ve made it completely hassle-free for you to create a property inspection using our checklist tool (More about DATAMYTE later). Once you’ve given the tenants the keys to the property, you should do the following:

  • Provide them with a copy of the rental inspection checklist you created.
  • Have them walk through the property, listing down any problems they may encounter.
  • Ask them to deliver the checklist by the end of the day — or as soon as possible.


The rental inspection checklist that you create should divide each dwelling into the following sections:

  • Entry
  • Kitchen
  • Living Room
  • Dining Room
  • Bedroom
  • Bathroom
  • Outdoor area


You can also include other features like a garage section in your property inspection checklist for condominiums or other single-family houses. When talking through the rental unit, the tenant should take note of the various aspects of each room, such as the flooring, mirror, walls, etc.

Make sure you confirm that their findings are true before filing a copy of the rental inspection checklist in the tenant’s account.


DataMyte Digital Clipboard is one of the world’s leading checklist and workflow applications. As a landlord or property manager, you can use this platform to create and perform paperless property inspections using any portable device (laptop, smartphone, tablet, etc.). 

Some key benefits of using DataMyte Digital Clipboard for property inspection include the following:

  • Full customization of property inspection checklists according to your property type (residential home, apartment, condominium, duplex, studio, etc.)
  • An intuitive platform with all the tools you need to create the perfect inspection checklist.
  • Comprehensive reports creation; you can include detailed notes and even photo evidence!
  • Generate reports on any device you use.
  • Respond to any problem with the measures for items that need action and immediate resolution.
  • 24/7 customer support.
  • And more!


Visit our DATAMYTE website to learn more about digital clipboard and other DataMyte products.



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