Landlords/Property Managers - What is a reasonable time frame to schedule regular inspections on an occupied rental?

Question

After spending money fixing up a property, I obviously want to make sure the tenants occupying it are not damaging or tearing anything up....whether accidentally or deliberately......or worse still, using my property as a front for some shady illegal activity    (take your pick on that one....the illegal activity that is).

I also want to make sure I am on top of the stuff that will break down due to normal wear and tear and stuff that needs regular maintenance.

I also want to make sure the tenants are doing their part in up keeping the property as necessary....mowing lawns, shoveling snow from sidewalks and generally maintaining a reasonably clean interior and exterior for their own good and mine.

If and when the tenants do tear something up, or something breaks down due to no fault of their own, unless it adversely affects their daily routine, I would think that they most likely would not report it. In a case like this, a small issue can develop into a major cash flow draining repair.

Therefore, taking a preemptive strike, I would make regular inspections a requirement in writing within the lease and make sure that this  requirement is specifically discussed up-front before any potential tenant signs the lease.

For the landlords/property managers out there, what is a reasonable, recurring schedule to do regular inspections on a rental or occupied property?

Account Closed · Answer

We inspect all of our properties about every 6 months. We call it a "Maintenance Check", instead of calling it an "Inspection". Sounds less intrusive that way. We also do drive-bys frequently just to see the outside condition of the house. It is written in the lease that we will do these checks.

The biggest problem we have ever found is extra people and pets living there that were not on the lease.

The biggest problem we have ever found is extra people and pets living there that were not on the lease.

Pam R. · Answer

Our lease states that we can check smoke detectors monthly to ensure they are working. Same premise as @Udayabagya Halim - they are by (or in) the bedrooms, so they give you visibility to pretty much the whole property. However, we've never exercised this clause. For one reason or another, the hubby is usually inside each of our 4 units quarterly, and from spring to fall is mowing grass 3-4 times a month. So he's keeping an eye on things.

Just tonight my husband was saying he's going to schedule an inspection for one of our units - it's probably been 5 months since he's been inside. In the last few weeks a towel has replaced the front curtains, and we've now asked the tenant has been twice to get rid of the trashy-looking towel and hang curtains or blinds (he says he has blinds, hasn't had time to hang them). So it's time to get inside and see if everything else is still in working order.

That being said, we encourage our tenants to call us about things that break, no matter whose fault. And they have. We're reasonable about what they have to pay for, and the time frame for paying us back (e.g - broken screens we'll fix today, you pay us within the next 2 months). I don't want them to be scared to call us. Our biggest surprise at move-outs has been drawer slides being broken, or a screen door not latching.

Account Closed - Just write into your lease a monthly maintenance review to check mechanicals/electrical/smoke alarms/safety items. However you want to word it. Then utilize it as frequently as you see fit. Very few people are going to balk at it. They know landlords can come into their apartment. Give 24-hour notice of the visit.

Bryan N. · Answer

Account Closed

Just call it a smoke detector and HVAC filter check.  Tell the tenant you will inspect every 90 days and if there is never a problem with them it will increase to 180 days.  Of course, that is if they are maintaining the place.  If they aren't then keep it at 90.

Account Closed · Answer

@Brian Wojcik Bryan N.

Thanks for your responses and sharing your tips.

Account Closed · Answer

Michelle Na

I see. Thanks for your responses.

Account Closed · Answer

Michelle Na

Thanks.

As a PM, I assume you have your own copy of keys to a subject property for a "Maintenance Check."

That said, do you out of courtesy give the tenant a heads up and set an appointment on a specific day, at a specific time and request that the tenant (or at least somebody over the age of eighteen whose name is on the lease) be there in person during the "Maintenance Check",

OR

do you just show up unannounced, knock on the door/ring the bell loud enough to be heard and let the tenant let you in and then proceed with the "Maintenance Check",

OR

show up unannounced, knock on the door/ring the bell loud enough to be heard and if nobody is home, or nobody answers, let yourself in, announce yourself loudly once inside and once confirmed that nobody is home proceed with the "Maintenance Check"?

Account Closed · Answer

@Sam Leon @Udayabagya Halim

Good ideas to actually achieve the objective without being "intrusive".

Have you ever found any totally unexpected surprises inside the properties from new tenants that looked good on paper after they have settled in for a couple of months?

Account Closed · Answer

@Dawn Anastasi

I also do not want a tenant to feel like they are being "watched", but I want them to understand that this is my policy.

You want to rent my property, great but I reserve the right to come inside to inspect the property every so often. This is a discussion we would have up front before they sign the lease.

If they do not like it or agree with it, that is ok, they can take their business somewhere else.

I agree with you on driving by and dropping by periodically with an excuse but I also want to get inside the property within reason.

How often do you see the inside since you mentioned that you do so periodically?

Account Closed · Answer

@Lisa  Doud

Thanks.

For the non subsidized tenants, If the tenant has a 12 month lease, do you just trust them for 11 months and not check on them and the property at all for the entire 11 months?

Account Closed · Answer

We are required by law to give 24 hours notice. So, we set up a time and tell them they can be there or not, their choice. We have a key and will go in if they are not there. But, they almost always will be there.

Landlords/Property Managers - What is a reasonable time frame to schedule regular inspections on an occupied rental?

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