The ultimate rental checklist for routine inspections

Protecting your property for damage and wear and tear is time-consuming to organize when you have multiple properties in your roster. Without a standardized process, some homes could be entirely overlooked, or some inspections could be ineffectual and miss key issues that result in significant business expenses, including high tenant churn or even legal action.

A routine rental inspection checklist will help you make sure your property is safe and well looked after so you can manage costs over time, avoid unsuitable living conditions, and mitigate the risk of accidents occurring because of a wobbly step or faulty appliance.

In this article, we look at:

• Why you need a rental inspection checklist
• What a routine inspection looks like
• A template checklist
• How to care for your property with Minut
  

What is a routine rental property inspection and why do I need a checklist?

Property managers carry out routine rental inspections to make sure renters have kept the property in good shape and kept to the house rules that were set out at the start of their tenancy.

It’s an opportunity to mitigate against the risk of damage beyond normal wear and tear, identify issues early on before they become problematic and unnecessarily expensive—such as leaks or mold growth—maintain property value, and help ensure a positive relationship between you and the tenant.  

Rental property inspections happen before a new tenant moves in and periodically throughout their tenancy, usually every three to six months. 

Using a rental inspection checklist means you won’t miss any important details and will be able to effectively follow up on any issues as they occur. Also, it helps you implement a reliable and scalable process across your portfolio that your team and tenants can easily follow. 

What other types of inspection are there?

Apart from routine inspections, the three main types of inspections are:

• Move-in inspections —  Property managers carry out these inspections at the beginning of a new tenancy. The landlord and tenant walk through the property together and take note of any damages. This is also when both parties agree on who is responsible for repairs. 
• Drive-by inspection — The meaning is in the name. Drive-by inspections are quick inspections that happen from outside the property and check on things like how clean the property appears, the use and condition of trash bins, yard tidiness, and clear walkways. This kind of inspection doesn’t require you to enter the property.
• Move-out inspection — When a tenant is moving out, bring along the move-in checklist you created at the beginning of the lease and compare what you recorded then with what you see now. Both landlord and tenant should be present. 

What does a routine rental inspection checklist look like?

Below is an example of what your rental inspection checklist could look like. Be sure to include key living areas of the property such as the kitchen, living room, bathrooms, and bedrooms where damage is most likely to occur. 

Take note of the condition of the walls. Should they be repainted? Are all the lights working as they should be? Are all the appliances still in good working condition? Is the fire extinguisher easily accessible and up to date? Identify anything that could be a cause for long-term damage such as a leaky ceiling, blocked pipes, or malfunctioning appliances. 

For example, you and your team should:

• Check for any signs of water or mold stains on ceilings, walls, and floors.
• Inspect windows and doors for proper sealing and drafts.
• Verify that all electrical outlets and switches are clean and working correctly.
• Ensure that all detectors are functioning and have fresh batteries.
• Test plumbing fixtures for leaks, proper drainage, and water pressure.
• Examine HVAC systems, ensuring filters are clean and the system is operating efficiently.
• Look under sinks and around toilets for any signs of leaks or water damage.
• Check for pests or signs of pest infestations in all areas, including basements and attics.
• Inspect exterior areas such as the roof, gutters, and siding for blockages or wear.
• Assess the condition of flooring, including carpets, tiles, and hardwood.
• Examine any outdoor spaces, ensuring that landscaping is maintained and there are no hazards like broken paving.

Be sure to note down the details of your current tenants and who is responsible for repairs and maintenance issues.  

Routine rental inspection template

We've used the information in this guide to build you a rental inspection tempate. Covering each area of the property, and editable for multiple properties, our template will ensure you never miss or forget a maintenance task again. Download it below, or click here.

Adapt your checklist as you see fit, depending on the layout of your property. If you have a large portfolio of several rental units, you might need different checklists for different types of properties or even various individual properties.

8 Routine inspection tips for property managers

As a property manager, you have a right to inspect your property to ensure that it’s being kept in good condition. However, bear in mind that your property is someone else’s home. Here are some tips for carrying out a respectful routine rental inspection and ensuring ongoing property safety:

1. Provide advance notice
   ‍Advise your tenants in advance that you’ll carry out a property inspection on a certain date so they can choose to be there or not. It’s a good idea for your tenants to be present if they’re comfortable with it so you can have a transparent inspection process and build trust. 

2. Don’t be overly intrusive  
   Stick to a reasonable inspection schedule — every six months to a year, for example. Any more than this and you risk coming across as disruptive and overbearing. 

3. Share your inspection checklist
   Provide a copy of your checklist with your tenant so you can agree on the condition of each item (and know what to continually take good care of). Make sure to ask your tenant to sign the checklist at the end of the inspection, indicating that you both agree on the condition of the property. 

4. Know your legal obligations
   ‍Check your state and local rental inspection laws. You don’t want to get caught out breaking any laws about the frequency of inspections. 

5. Use proptech to minimize risk
   Install a monitoring device that detects cigarette smoke and the risk of mold at your property. This will allow you to stay ahead of any potential issues on your property and act before any drastic repairs are needed. 

6. Use security systems
   Install a motion-activated home alarm system that reassures you and your tenants that their home is safe and any usual activity is reported.

7. Document everything
   ‍Take detailed notes and photos during the inspection for both maintenance purposes and to resolve any future disputes.

8. Follow up
   ‍After addressing any issues found during the inspection, follow up with your tenant to ensure that the repairs were satisfactory and that there are no further problems.

Pro tip: Consolidate your tech stack with a privacy-safe monitoring device that includes multiple home protection solutions. For example, the standalone Minut sensor:

• Gives you early warning and proof of excessive noise
• Detects cigarette smoke
• Monitors for crowds to prevent unauthorized parties
• Tracks temperature and humidity
• Provides mold-risk reports
• Is a home alarm
• Integrates with multiple property management software tools

Caring for your property and your tenants 

Routine inspections are a vital part of property management, helping you maintain the condition of your properties and build trust with your tenants. By following a consistent and respectful inspection routine, you can catch minor issues before they become major problems, ensuring your properties remain in good shape and your tenants are satisfied.

Implementing a standardized checklist streamlines the inspection process, making it easier to manage multiple properties and reducing the risk of overlooking important details. 

Using technology, such as a monitoring solution like Minut, consolidates multiple home-protection solutions, enhances your ability to respond promptly to issues, provides you with proof of rule-breaking, and acts as a deterrent to behavior that can damage your properties and disturb neighbors.

Ultimately, regular inspections not only safeguard your investment but also demonstrate your commitment to providing a safe and well-maintained living environment for your tenants. This proactive approach can lead to lower maintenance costs, higher tenant retention, and a more positive rental experience for everyone involved.

Frequently asked questions about routine rental inspection checklists

What is a rental inventory checklist?

A rental inventory checklist is a list of all of the items in a property. Property managers and hosts use them to ensure that everything that is listed is still in the rental unit after a lease has ended and to make sure that everything is restocked before the next lease begins.

Compare this with a routine inspection checklist, which you use to conduct periodic inspections of your properties to catch issues before they develop into serious safety or business risks.

What are some red flags in a home inspection?

Some red flags to watch out for during a home inspection are:

• Water damage, such as stains on ceilings, walls, and floors, as well as any signs of mold or mildew.
• Structural issues, including cracks in the foundation, walls, or ceilings, which can indicate significant structural problems.
• Plumbing problems, like leaks, slow drainage, and water pressure issues, which can be signs of underlying plumbing issues.
• Electrical hazards, such as exposed wiring, flickering lights, and outdated electrical systems, which can pose safety risks.
• Roof damage, including missing or damaged shingles, leaks, and poor drainage, which can lead to costly repairs.
• Pest infestations, indicated by signs of pests like droppings, nests, or damage to wood, which can suggest an infestation problem.

Any one of these could be a sign that there is a larger underlying issue in your rental unit that could incur significant costs to repair.