Walk me through a maintenance check/rental inspection

[S. Perry]

I need some guidance involving what to do for a maintenance check. Tenants have been in the home for 1 year (2 yr lease). We have been in the home on a few occasions for various issues but have never done a specific check. I am fully aware we should have done this sooner however they are high maintenance tenants and we would have ended up with a list a mile long of things they found fault with. They complain about everything and to be honest we just didn't want to deal with their drama. We have taken care of everything they have asked for minus insulating the entire home (it already has sufficient attic and wall insulation per a home inspection). Every appliance and plumbing fixture was new when they moved in. New flooring in the entire home. New furnace and new AC and hot water tank. New WALLS! New electrical everything.....still they find fault with imaginary things. Last week they complained about the insulation AGAIN and that water was accumulating on the ceilings and dripping on their furniture. It was near zero degrees here at the time and they had their thermostat set too low. Too much humidity was the culprit (they don't run bathroom fans and had turned off the dehumidifier we provided which states in lease it must remain on). I digress.

We NEED to get in the house as we suspect they have moved in their grandson and wife with Pit-bull (no pet lease but they bring in daughters dog often--another post). They mentioned they might need to allow these people to move in and we sent them info about increasing rent, having to change the lease to reflect dog (didn't know breed at the time), adding them to lease and that we would require a non-refundable pet fee. Never heard another word regarding this. 

Earlier this week my hubby drives by and spots a moving truck in the driveway. Calls tenant to inquire and was told they were finally moving their stuff in. Been there a year and for real never moved in 90% of their furniture. We believed the tenant only to spot someone shoveling the patio today. Not the tenants.....looked like the wife of the grandson. Hubby thinks we have been "had". 

So I am letting them know we are coming for an inspection. Any good pointers? Please don't attack me for not having done the inspection prior. Beating ourselves up enough over it. Had a PM originally but had to fire them.

[Marcia Maynard]

Hopefully you have a rental agreement or lease that is solid and has clauses with consequences for unauthorized occupants and unauthorized pets... we charge $50 for each such violation, per person or per pet. If not, consider amending the lease at your next opportunity.

We do regular maintenance inspections (every three months or six, depending on the property). If we get behind and a year passes, then it takes more time. Otherwise, we can focus on some things in the spring and other things in the fall. 

Whenever we suspect a lease violation, we schedule an extra inspection. We serve the legal notice to do so, and call it a "maintenance inspection". We use our scoping skills and bring a camera and 12 inch ruler, checklist and notepad, pen, flashlight, and disinfectant wipes. If the tenants have been difficult to work with or have known lease violations, be sure to have at least two people present for the inspection. This is good not only to have a witness, but you can get more done in a shorter amount of time. Also, one person can distract the tenant, while the other is taking quick photos of the overall appearance of the dwelling.

We use our "scoping skills" not only on the day of the inspection, but prior too. If they are hiding something, they will scramble to cover up what is going on and sometimes movement can be seen a day or two prior to the official inspection. See what goes into the garbage can.

When we arrive, we ask the tenants for information... "How is everything working for you?" and "Any damages since you moved in?" and "Any thing not working or needing maintenance?" If there are children around, they will often spill the beans even if their parents are not telling.

We check all the systems... plumbing, electrical, HVAC. We also check all locks on doors and windows (while doing this we look for window screen tears or broken window glass and at the condition of the weather stripping), egress pathways, smoke/co detectors, and appliances (kitchen appliances, laundry appliances, hot water heater, furnace). We look for grease and dirt build up on the range hood and bathroom exhaust fans. We photograph the model/serial numbers on the appliances and in doing so have a quick look into and under appliances. We vacuum the back of the refrigerator coils and clean the evaporation pan. We clean out the dryer vent. If there is a fireplace, we look into the firebox too to make sure they are not burning prohibited materials and that they are keeping the firebox clear of ashes.

When entering a room, we look around in a clockwise manner and down/up too. We look behind doors for door knob holes and damage to the back of doors. We look for signs of pests (insects/rodents). We look for unsanitary conditions and unsafe conditions.

If we spot damage, we will point to it and use the phrase "What happened here?" Then we let the tenant tell us their story without interrupting them. Then we tell them, "Well, that's damage. It's unfortunate that happened. As per your rental agreement, you're responsible for paying for damages, so we will need to settle up with you on that." Then I take out my camera (and ruler if I need to show the size of something) and take a photo of the damage. We charge for damages as they occur or as we discover them. If you wait until move-out it is not likely the security deposit will be enough. Some damage needs to be repaired right away, other damage can wait until move-out.

Specific to unauthorized pets... look under the kitchen appliances for a build up of pet hair. Pull up the floor register in the kitchen or any other room that might have had a pet, and look into the air ducts too for pet hair and bits of pet food. Look for pet supplies and pet dishes/food. Also, pay attention to scratch marks on the woodwork and floors. Also window blinds that have been damaged by pets.

Specific to smoking... look for yellow nicotine in the furnace air filter, use a cleaning wipe to wipe around outside door jambs and window frames. Look for cigarette butts and cigarette burns. If you arrive and you smell incense or air freshener, they are probably trying to hide a tell-tale odor, such as that of tobacco or marijuana.

Specific to humidity... bring with you a humidity meter. For moisture... bring with you a moisture meter. Other tools to have with you, a step stool and a tool box. Blue shop towels too. These are especially handy when checking for moisture leaks under sinks and behind toilets, because when the blue shop towel picks up water it changes the color of the paper and can readily be seen. I use the flashlight to look into dark places and into floor resisters.

Lastly, don't forget to check the exterior of the home. Pay special attention to gutters and drainage. Ask your tenant about anything they notice when it rains. Walk around all buildings, look under all decks, crawl spaces too (once a year).

If you don't already have a good homeowner's maintenance checklist, find one.

Hope this helps! Shoot! I just noticed the length.. should have written a blog!