Comprehensive Rental Inspection Checklist

Comprehensive rental inspection checklist

Maintaining a rental property can be challenging, but it is critical in ensuring it

remains in good condition for current and future tenants. One way to manage this process is with a rental inspection checklist. In this article, we’ll provide you with the must-haves to include and provide additional tips for working with renters so they don’t become frustrated.

Keep reading for a complete rental property inspection checklist that covers everything you’ve thought of and more.

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What is a rental inspection?

Rental inspections are detailed walk-throughs that allow landlords or property managers to note a property’s condition. It includes wear and tear, repairs, and even the cleanliness of the unit.

Making this part of your routine helps prevent surprise expenses and maintains the property’s condition. Most landlords inspect their property before and after the renter moves in to update their rent roll sheet.

Of course, if your tenants are living in your property for an extended period of time, you should conduct a walk-through at least once a year to make any necessary repairs and possible pet damage. Depending on the property type and the harsh conditions, you may want to perform these more often.

Why are rental inspections important?

Rental inspections are a great way to plan for your property upgrades — especially if you manage multiple properties. Regular inspections allow you to identify things that could become future issues. Examples include appliances in need of service or inspecting the roof to determine if there’s a need for repairs. Being proactive helps you budget for maintenance.

Rental inspections also provide a way to check in on tenants and how they’re caring for the property. There are likely rules and provisions in the lease about this.

Documenting the state of your property offers a way to locate tenant-caused damage they would be responsible for replacing.

These inspections are just as beneficial for the tenant to find out about their concerns or repairs for you to address to ensure the property is comfortably livable. Ultimately, rental inspections protect both parties’ investments and best interests.

How to conduct a rental inspection

If it’s time for a rental inspection, then you first want to notify any involved parties. If there are no current tenants, you may tour the property by yourself. If a tenant is renting the property, you should contact them well in advance so they know you’re coming. Invite them to tour with you so you can discuss any necessary repairs or damage as you uncover them.

While touring the rental, thoroughly check the inside and outside of the property. Things like poor drainage, broken window locks, or driveway cracks are all easy-to-miss details you’ll want to catch. Prepare a rental inspection checklistto take with you.

Once the rental inspection is complete, file any notes you took and share them with everyone involved. If any major repairs are needed immediately, it’s time to schedule those services. Otherwise, note the repairs you anticipate in the future and arrange for those to be made sooner rather than later.

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What to include in your rental inspection checklist

A rental property inspection checklist should cover every part of the home or apartment. From bathtub drainage to a dying shrub in your landscaping, it’s all critical.

Some issues may not need immediate attention, but using a rental home inspection checklist covers all your bases. Using the same one each time also helps you track conditions. In the big picture, you’re looking for:

• Damage to walls, flooring, or baseboards
• Condition of appliances and needed repairs
• Security, including functional window and door locks
• General cleanliness of the property
• Odors from animals, smoking, must, or waste
• Lighting fixtures damage and working condition

These primary items cover living areas, bedrooms, and kitchens. For more specifics, let’s look at the checklist criteria for each room or area.

Detailed checklists for each room/area

Add these to your rental inspection checklist. For each item, mark it as good, needs maintenance, or poor.

Exterior

• Mailboxes: Is it working correctly?
• Lawn and garden: What’s the status of the grass, rocks, other hardscapes, plants, trees, and shrubs? Is there debris anywhere?
• Driveway and walkways: Are there any cracks or safety issues?
• Fencing: What’s the condition?
• Exterior lighting: Are they functioning? Is anything broken?
• Window and screens: Are any cracks or peeling noticeable? How’s the sealing? Are screens intact? Are they operable?
• Walls and siding: Are cracking or peeling present? If painted, what’s the condition? Do areas need caulking or sealing? Is there any insect damage?
• Roofing: Are there any present leaks, discoloration, holes, or loose gutters? Are shingles or tiles missing?
• Doors: What’s the exterior condition? Do any doors need new paint or hinges? Are all locks functional?
• Patio or porch: Are any cracks present? If steps and railing are present, are they sturdy?

Kitchen

• Cabinets: What’s the condition, and are they functioning? If painted, are there any knicks or scratches?
• Countertops and backsplash: Are these areas clean and sealed?
• Sink/faucets: Are there any leaks? Is draining working as it should?
• Pantry: Are shelves sturdy?
• Exhaust fan: Is it working and not making any loud noises?

Stairs

• Steps: Any hazards or loose places?
• Railings: Are they secure and not missing spindles?

Bathrooms

• Toilets: Do they flush? Are any leaks occurring?
• Sinks: How is the drainage? Are faucets working?
• Shower/bathtub: Is the water pressure normal? Any issues with hot water? Do they drain as they should? Is any mold present?
• Mirrors: Are they damage-free?

Utility areas

• Washer/dryer: Are both working optimally? Any leaks or debris?
• Water heater: Is there any visible damage or leaks?
• HVAC: Are the heat and air conditioning working? Do filters need to be replaced? Does the system need any fluids?

Garage

• Garage door opener: Is it working properly?
• Shelving and storage: Are these in good condition and usable?

Other

• Smoke and carbon monoxide detectors: Are they up to code? Are the batteries working?
• Fire extinguishers: Are these working and accessible?
• Electrical outlets: Are these functioning? Do any outlets need repair?

You can also have specific checklists for seasonal.

Seasonal inspection checklist

Depending on the climate of your region, you may need to make seasonal inspections part of your schedule. Any area where inclement weather can cause damage would fall into this bucket. Some seasonal items to add to your rental home inspection checklist include:

• Looking for damage to the exterior, roof, driveways, and walkways from snow and ice
• Reviewing areas of siding that could buckle or crack due to excessive heat
• Checking HVAC systems prior to cold and hot weather
• Assessing landscaping before winter and spring

Types of rental inspections

You’ll use these checklists in a variety of different inspections.

Move-in rental inspection

The move-in inspection protects you and your tenant from surprise and costly repairs. These usually happen after a lease is signed but may also be part of the prospecting process. Touring the property together lets you document damages and create a plan to resolve them before the move-in date. It sets a positive tone for your relationship and covers maintenance expectations for your property.

Once you’ve toured the property and made notes of any concerns, everyone should sign the rental inspection checklist and receive a copy of all damages prior to moving in. If you’re completing any repairs, list the date of completion and confirm with your tenant.

Move-out rental inspection

The move-out inspection reviews the property’s condition with the leaving tenant. Bring a copy of your move-in inspection or any other one performed while they lived there. You can compare these to the move-out checklist to identify any damage caused by the tenant for which they would be responsible.

It’s a good idea to complete this inspection before the lease officially ends. It gives tenants the chance to mend any concerns found during the visit.

Of course, you can retain money from their security deposit to make any repairs. While some damage may be normal wear and tear, comparing your move-out and move-in checklists and any other inspections could help avoid any potential disputes.

Routine rental inspections

In addition to the inspections before and after the tenant moves in, check in every so often to make sure the property is in good shape. A routine inspection every 3 to 6 months is advisable. It’s a good way to ensure your tenant cares for your property as expected and review seasonal maintenance needs. Always notify your tenants ahead of time and invite them to join you.

These inspections aren’t as thorough as the others, but they’re just as crucial for the upkeep of your property. Bringing your previous checklists to compare for new damage or check on previous repairs is still a good idea.

Drive-by inspections

Many owners and property managers like to swing by their rentals to do a quick check-in on their property from the outside. These aren’t as thorough as other inspections, but they help you understand your rental's exterior condition. You’ll want to check the yard, siding, roofing, walkways, and porches.

How to document rental inspections

You can use your rental property inspection checklist to make all necessary notes. You should also include photographs and videos if this would be helpful. Take descriptive notes.

You can also define the action items to take based on the inspection and the anticipated timeframe. Calling out maintenance failures by tenants is useful, too, because it could indicate a lease violation.

Communicate all the findings to tenants regarding the identified problems, what steps need to happen next, and who is responsible for each item.

Technology tools for efficient inspections

Your smartphone or tablet is essential for photos and videos. If you have a drone, it would be very useful to view the roof and hard-to-inspect areas. Moisture meters come in handy to check for leaks.

There are also apps designed just for rental inspections that would be beneficial for property managers or owners. Examples include zInspector, HappyCo, and RentCheck.

State-specific legal requirements for inspections

Another consideration is any legal requirements for inspections. Some states require a notice of 24 to 48 hours. In some cases, the notice may need to be in writing. Also, make sure there are no issues with putting inspection provisions in the lease.

Tenants do have a right to privacy in most cases, and they may have the ability to refuse an inspection if it’s at an unreasonable time.

You should review state statutes or speak with legal counsel to determine any other legal obligations.

Tips for managing relations during inspections

Rental inspections are integral to your property maintenance schedule. They can be a chance to protect everyone involved. It starts with communication and providing lots of notice and different options for when the inspection can occur. You don’t want to make unreasonable demands, which could sour relations.

Always be respectful of their privacy and property. Inspections shouldn’t involve anything not part of the property. As you tour the house or apartment, take care not to disturb their things.

This is also a time for tenants to address any concerns about maintenance and repairs and should be part of the report. These records ensure that you and your renters are tracking every part of the property’s condition.

Download the rental inspection checklist for landlords

Here is a printable rental inspection checklist to use for your properties.