Inspections for Rental Properties: The Landlord Guide

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As a landlord, conducting inspections is a big part of your business. Without these, you never truly know what’s happening inside your property—and that’s setting you up for potential trouble down the road. 

What Is a Rental Property Inspection?

A rental property inspection is a thorough examination of a rental unit. You assess the property’s condition, identifying any issues that need fixing. These inspections typically occur before a tenant moves in, periodically during the lease, and when the tenant moves out. 

Regular inspections help you maintain the property, ensure tenant satisfaction, and avoid costly repairs.

Why Inspections Are Crucial for Landlords

Inspections are crucial for landlords because they help maintain the property’s value and ensure a smooth rental process. Other advantages include:

• Identify issues early: Spot problems before they become costly repairs.
• Maintain property value: Regular upkeep preserves your investment.
• Ensure tenant compliance: Verify tenants follow lease agreements.
• Enhance tenant satisfaction: A well-maintained property keeps tenants happy.
• Legal protection: Document conditions to avoid disputes and potential lawsuits.

Types of Rental Property Inspections

There are four distinct types of rental property inspections. 

Move-in inspection

A move-in inspection ensures the property is in good condition before a new tenant moves in. You document the state of the unit, noting existing damages. 

This process protects both you and the tenant, setting clear expectations and preventing disputes about damage during the tenancy.

Move-out inspection

A move-out inspection assesses the property’s condition when a tenant leaves. You compare it to the move-in report to identify any damages beyond normal wear and tear. This helps you determine if deductions from the security deposit are necessary and prepares the unit for the next tenant. A move-out inspection also ensures that your property is properly prepared and cleaned for the next tenant.

Routine inspection

Routine inspections occur periodically during a tenant’s lease. These inspections allow you to check for maintenance issues, ensure the property is being cared for, and address any concerns the tenant may have. Regular checks help maintain the property’s value and tenant satisfaction.

Tip: Here’s a property management checklist to focus on during property visits.

Drive-by inspections

Drive-by inspections involve a quick visual check of the property from outside. You assess the exterior condition, looking for signs of neglect or damage. These inspections help you monitor the property’s upkeep without disturbing the tenant and can help identify potential issues early.

Rental Property Inspection Checklist

It’s good practice to have a rental property inspection checklist to guide your walkthrough. Here’s a good jumping-off point:

Interior checklist items

• Living room: Check floors, walls, windows, and lighting fixtures.
• Kitchen: Inspect appliances, cabinets, countertops, and plumbing.
• Bedrooms: Examine walls, flooring, windows, and closet doors.
• Bathrooms: Assess fixtures, plumbing, tiles, and ventilation.
• Other interior areas: Look at hallways, staircases, and storage spaces.

Exterior checklist items

• Roof and gutters: Check for leaks, damage, and blockages.
• Siding and paint: Inspect for cracks, peeling paint, and damage.
• Foundation: Look for cracks, shifts, and water damage.
• Landscaping and outdoor areas: Assess lawn, pathways, fences, and outdoor lighting.

Mechanical and system checklist items

• HVAC: Ensure heating and cooling systems function properly.
• Plumbing: Check for leaks, water pressure, and drainage.
• Electrical: Inspect wiring, outlets, and circuit breakers.
• Appliances: Test the operation and condition of all appliances.

Legal & Ethical Considerations for Rental Property Inspections

When conducting rental property inspections, understanding legal and ethical considerations is crucial. 

Landlord-tenant laws vary by location, but generally require landlords to provide proper notice before entering a rental unit. Typically, you must give tenants 24 to 48 hours’ notice before an inspection, unless it’s an emergency.

Respecting tenant privacy is paramount. Always conduct inspections at reasonable times and with the tenant’s knowledge. Avoid inspecting the property too frequently, as this can be seen as harassment. Ensure that 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 dates, times, and findings. This helps protect both you and your tenant in case of disputes. Additionally, be aware of fair housing laws to ensure inspections are conducted uniformly and without discrimination.

Maintaining professionalism and courtesy during inspections fosters a positive landlord-tenant relationship. Clear communication and transparency about the inspection process can help alleviate tenant concerns and promote cooperation, ensuring a smooth, respectful inspection experience.

Documenting Inspection Findings

Thoroughly documenting inspection findings is a must for both landlords and tenants. Detailed records help you track the property’s condition over time, identifying maintenance needs and preventing disputes. During inspections, note any issues, take photos, and record the date and time. This documentation serves as evidence if disagreements arise regarding damage or repairs. 

Clear, comprehensive reports protect you legally, ensuring you have proof of the property’s state before, during, and after tenancies. Effective documentation fosters transparency and trust, promoting a positive landlord-tenant relationship and ensuring accountability for both parties.

Normal Wear & Tear vs. Tenant-Caused Damage

Understanding the difference between normal wear and tear and tenant-caused damage is crucial for landlords. 

Normal wear and tear refers to the gradual deterioration of a property due to everyday use, such as faded paint, minor carpet wear, or loose doorknobs. These are expected and generally not the tenant’s responsibility. Tenant-caused damage, however, results from negligence or misuse and includes issues like broken windows, large holes in walls, or stains from spills. 

For example, worn carpets from regular walking is normal wear and tear, but a burn mark on the carpet from a dropped iron is tenant-caused damage. 

Distinguishing between the two helps in fair assessment and appropriate deductions from security deposits.

Communicating with Tenants About Inspections

Effective communication with tenants about inspections will help maintain a positive landlord-tenant relationship. 

Start by setting expectations upfront in the lease agreement, detailing the frequency and purpose of inspections. This helps tenants understand what to expect and reduces potential conflicts.

Always provide proper notice before an inspection, typically 24 to 48 hours, as required by law. Schedule inspections at convenient times for tenants to ensure cooperation. 

After the inspection, promptly follow up with a detailed report of findings, and outline any necessary repairs or maintenance. This demonstrates your commitment to property upkeep and tenant satisfaction.

Handling difficult tenant situations requires patience and professionalism. Listen to tenant concerns, be respectful, and seek to address issues amicably. Consistent communication and a cooperative approach can help resolve conflicts and ensure smooth inspection processes.

Final Thoughts

Rental property inspections are every bit as important as they sound. Even if you trust that your tenant is taking care of the property, conducting regular inspections is part of being a responsible, professional landlord.

Note By BiggerPockets: These are opinions written by the author and do not necessarily represent the opinions of BiggerPockets.