As a landlord, conducting inspections is an important part of your business. Without these, you’ll never truly know what’s going on within your property, which can get you into potential trouble down the road.
What is a rental property inspection?
A rental property inspection is a thorough inspection of a rental unit. You assess the condition of the property and identify any issues that need to be addressed. These inspections are typically performed before a tenant moves in, periodically during the tenancy, and when the tenant moves out.
Regular inspections help you maintain your property, ensure tenant satisfaction, and avoid costly repairs.
Why inspections are crucial for landlords
Inspections are vital to landlords as they help maintain the value of the property and ensure the leasing process goes smoothly. Other advantages include:
- Catch problems early: Find problems before they become expensive repairs.
- Maintain property value: Regular maintenance protects your investment.
- Ensure tenant compliance: Verify tenants are complying with the lease agreement.
- Improve tenant satisfaction: A well-maintained property will keep tenants happy.
- Legal protection: Document conditions to avoid disputes and potential litigation.
Types of Rental Property Inspections
There are four different types of rental property inspections.
Check-in
A move-in inspection ensures that the property is in good condition before a new tenant moves in.
This process protects you and the tenant, sets clear expectations and prevents damage disputes during the tenancy.
move-out inspection
A move-out inspection assesses the condition of the property when the tenant leaves. You can compare this to the move-in report to determine if there is any damage beyond normal wear and tear. This can help you determine if you need to deduct money from the security deposit and prepare it for the next tenant. A move-out inspection also ensures that your property is properly prepared and cleaned for the next tenant.
Routine inspection
Conduct regular routine inspections during the tenant’s tenancy. Through these inspections, you can check for maintenance issues, ensure the property is well cared for, and resolve any issues your tenants may have. Regular inspections help maintain property value and tenant satisfaction.
Tip: Here is a property management checklist to focus on during a property tour.
drive-by inspection
A drive-by inspection involves a quick visual inspection of the property from the outside. You assess exterior conditions, looking for signs of neglect or damage. These inspections help you monitor the maintenance of your property without disturbing your tenants, and can help identify potential problems early.
Rental Property Checklist
It’s a good idea to have a rental property inspection checklist to guide your walkthrough. Here’s a good starting point:
Internal checklist items
- living room: Check floors, walls, windows and lighting fixtures.
- kitchen: Check appliances, cabinets, countertops and plumbing.
- bedroom: Check walls, floors, windows and closet doors.
- bathroom: Assess fixtures, pipes, tiles and ventilation.
- Other indoor areas: Look in hallways, stairs and storage rooms.
External checklist items
- Roof and Gutters: Check for leaks, damage and obstructions.
- Siding and Paint: Check for cracks, peeling paint and damage.
- Base: Check for cracks, shifting and water damage.
- Landscaping and outdoor areas: Evaluate lawns, pathways, fences and outdoor lighting.
Mechanical and Systems Checklist Items
- HVAC: Make sure heating and cooling systems are functioning properly.
- pipeline: Check for leaks, water pressure and drainage.
- electric: Check wiring, outlets and circuit breakers.
- Electrical appliances: Test the operation and condition of all equipment.
Legal and Ethical Considerations for Rental Property Inspections
When conducting a rental property inspection, it is critical to understand the legal and ethical considerations.
Landlord-tenant laws vary by location, but generally require landlords to provide proper notice before entering a rental unit. Generally, you must give the tenant 24 to 48 hours’ notice before the inspection, unless it is an emergency.
Respecting tenant privacy is crucial. Always conduct inspections at reasonable times and with the tenant’s knowledge. Avoid checking the property too frequently as this may be considered harassment. Make sure any entry is for legitimate reasons, such as maintenance, safety checks or responding to tenant concerns.
Documentation is essential. Keep detailed records of all inspections including date, time and results. This helps protect you and your tenants in the event of a dispute. Additionally, be aware of fair housing laws to ensure inspections are conducted uniformly and without discrimination.
Remaining professional and courteous during inspections promotes a positive landlord-tenant relationship. Clear communication and transparency about the inspection process can help alleviate tenant concerns and promote collaboration, ensuring a smooth, respectful inspection experience.
Record inspection results
Both landlords and tenants must thoroughly document inspection results. Detailed records can help you track the condition of your property over time, identify maintenance needs and prevent disputes. During the inspection, note any problems, take photos, and record the date and time. This document serves as evidence in the event of a disagreement regarding damage or repairs.
Clear, comprehensive reporting protects you legally, ensuring you have evidence of the condition of your property before, during and after tenancy. Effective documentation promotes transparency and trust, promotes positive landlord-tenant relationships and ensures accountability from both parties.
Normal wear and tear and damage caused by tenants
It’s crucial for landlords to understand the difference between normal wear and tear and damage caused by tenants.
Normal wear and tear is the gradual deterioration of a property from daily use, such as fading paint, minor wear and tear on carpets, or loose doorknobs. These are expected and generally not the tenant’s responsibility. However, damage caused by tenants is caused by neglect or misuse and includes issues such as broken windows, large holes in walls, or stains from spills.
For example, wear and tear on a carpet from daily walking would be considered normal wear and tear, but burn marks on the carpet from a dropped iron would be damage caused by the tenant.
Distinguishing between the two helps with fair assessment and appropriate deductions for security deposits.
Communicate with tenants about inspections
Effective communication with tenants about inspections will help maintain a positive landlord-tenant relationship.
Start by setting expectations upfront in your lease agreement, detailing the frequency and purpose of inspections. This helps tenants know what to expect and reduces potential conflicts.
As required by law, appropriate notice must be provided prior to inspection, usually 24 to 48 hours. Schedule inspections for tenants at a convenient time to ensure cooperation.
Immediately following the inspection, follow up with a detailed report of the findings and outlining any necessary repairs or maintenance. This demonstrates your commitment to property maintenance and tenant satisfaction.
Handling a difficult tenant situation requires patience and professionalism. Listen to tenants’ concerns, treat them with respect, and seek to resolve issues amicably. A consistent approach to communication and collaboration can help resolve conflicts and ensure a smooth inspection process.
final thoughts
Rental property inspections are really as important as they sound. Even if you trust your tenants are taking care of the property, regular inspections are part of being a responsible, professional landlord.
Save time and money with this refreshing guide to managing your own property.
exist self-managed landlordAmelia McGee and Grace Gudenkauf share tips for efficient property management, tenant screening and onboarding, and scaling your business, all to help you escape the 9-to-5 drudgery and create lasting wealth through real estate.
Notes on BiggerPockets: These are the opinions written by the author and do not necessarily represent the views of BiggerPockets.
