Yearly rental inspection checklist template

You can add property-specific sections based on unique features like pools, HVAC systems, or specialized appliances. Feel free to also modify the existing sections to reflect the specific components in your properties while maintaining the core structure that ensures consistent documentation across your entire rental portfolio.

Schedule inspections during moderate weather seasons when property components are accessible and visible. Many property managers choose spring to identify winter damage or fall to prepare for cold weather. The key is consistency: conduct inspections at approximately the same time each year for accurate condition comparison.

Take detailed photos of any problems identified during the inspection and attach them to the corresponding checklist items. Note specific observations rather than general statements, including measurements where applicable. This creates a clear record for maintenance planning and potential discussions with tenants.

While not required, having tenants present during inspections can be beneficial. It allows immediate discussion of any issues discovered, creates transparency in the process, and gives tenants an opportunity to point out concerns they’ve noticed. Consider offering flexible scheduling options to accommodate tenant availability.