Rental Property Inspection Checklist Template

Capture photo evidence of property condition
Perform efficient rental inspections anytime, anywhere

Published 24 Jun 2022

What is a Rental Inspection Checklist?

A rental inspection checklist is a tool used by landlords or property managers to ensure that rental properties are in good condition before, during, and after the tenant’s occupation. Conducting a rental inspection involves a thorough visual check of the property’s rooms and exterior.

This article discusses:

Click here to download and customize your free rental inspection checklist templates.

What Should I Expect From a Rental Inspection?

The tenant should expect to be notified in advance according to applicable local regulations before a routine rental inspection is to be conducted by a property manager. The property manager will visit and conduct a visual check of the following to ensure that the rental property is in good condition and maintained by the tenants according to the rental agreement:

  • Living room
  • Kitchen
  • Dining room
  • Bathroom
  • Bedroom
  • Other features of the property such as heating/cooling systems, parking areas, porch, etc.

Both the tenant and the property inspector can benefit from using a rental inspection checklist (that can be printed as PDF if needed) to ensure that every feature of the property stays in good condition.

How to Use the Rental Inspection Checklist

When conducting a rental inspection, it is critical to use a highly-configurable platform that allows for easy data-entry using portable devices such as mobile phones or tablets. It is also ideal to use readily available documents that include all the property areas that inspectors need to check so as to avoid missing anything during the process.

Steps to Using the Rental Inspection Checklist

An efficient rental inspection checklist follows these steps:

  1. List down all the items – Assess all the items listed under each property area. These areas commonly include the living room, kitchen, dining room, bathroom, bedroom, and others. If there’s a missing item that needed checking, modify them as needed to conform to the property to be inspected.
  2. Declare the status of each item – This is the part where inspectors can highlight whether the property is in a good shape or not. Emphasize the condition of each listed item by choosing between the options of Good, Needs Action, or N/A.
  3. Attach photo/video as evidence – Since rental inspections are particularly visual, it is essential to add photos or videos as tangible proof of good condition, issues, or repair needs so that they are all well-documented.
  4. Indicate an action – If an inspection item needs immediate countermeasure, create an action and describe what should be done to improve the condition of that specific property area.
  5. Complete the report – Finalize the inspection by completing the report with a digital signature from the landlord, property manager, or other inspectors.

3 Types of Property Inspection

Property managers and landlords use rental inspection checklist templates during rental inspections to ensure that key areas of the property are checked and in good condition. Here are the three most common types of rental inspections a property manager will perform and the key areas of focus during the inspection:

1. Rental Property Inspection

A rental property inspection checks the overall condition of a rental property to determine whether it’s livable or not. Thoroughly check every aspect of the property and take note of potential damages such as scratches/ marks on walls or floors, holes in the ceiling or walls, damaged window sills, door frames, etc. Conducting rental inspections on a quarterly basis is an effective way to show the commitment of property managers and landlords in maintaining the good condition of rental spaces.

2. Tenant Move-in Inspection

A tenant move-in inspection is conducted with the presence of the tenant. Performing this inspection documents any damage present before occupancy and can be used as reference to compare during the end of tenant’s occupancy. The items in this checklist cover the same as a regular rental inspection checklist but will be signed by both landlord and tenant.

3. Move out Inspection

A move out inspection is done after the tenancy period is over to review the property’s condition. Information collected using a rental inspection form can be included in the formal agreement between the landlord and tenant that assures accountability for damages found (if any) that were not present during the move-in.

Creating an Inspection Checklist with iAuditor

iAuditor is the world’s most powerful checklist app. Landlords and property managers can use this to perform paperless rental inspections using either a smartphone or tablet device. Key benefits include the ability for you to:

  • Customize your rental inspection checklists according to property type (e.g house, apartment, duplex etc)
  • Create comprehensive reports by including photo evidence and detailed notes
  • Generate reports on your device and instantly share with multiple recipients
  • Assign corrective measures for items that need action and immediate resolution
  • Gather electronic signatures for agreement and legal purposes

SafetyCulture Content Specialist

Jai Andales

Jai Andales is a content writer and researcher for SafetyCulture since 2018. As a content specialist, she creates well-researched articles about health and safety topics. She is also passionate about empowering businesses to utilize technology in building a culture of safety and quality.

Jai Andales is a content writer and researcher for SafetyCulture since 2018. As a content specialist, she creates well-researched articles about health and safety topics. She is also passionate about empowering businesses to utilize technology in building a culture of safety and quality.