Property inspections are crucial for maintaining your rental in good condition, but for a smooth process, you must follow an accepted procedure. Missing a few key steps is harmless at best, but could turn into costly mistakes at worst. Knowing how to conduct inspections correctly will not just retain your property value but also encourage tenant satisfaction. So, how do you do it?
Steps to Follow:
Send a Formal Notice to Your Tenant
You are required to send a property notice of inspection at least 24 hours before conducting it, but the best practice is to provide one 48 hours in advance. This demonstrates that you respect your tenant’s schedule, allowing them to be present during the inspection process. Your notice should be clear, meaning that it should contain the date and the time when the inspection will take place.
Prepare a Checklist
The last thing you want is to miss an aspect of inspection and have to return to check it. It will not only inconvenience you, but also the tenant. Prepare a checklist that covers the interior, exterior, appliances, safety devices, cleanliness, and damages that need to be addressed. It will even help you document everything.
Gather the Tools You Need for Documentation
You may need a camera or phone to document your inspection, which will help you in case your tenant refuses to cover any damage they caused. It will also be useful when explaining to vendors what they need to repair when the issue is something you need to fix. Of course, you need to inform the tenant that you will be taking photos or videos out of courtesy.
Conduct the Inspection
Remember that the rental unit is your tenant’s home, and you need to be respectful when conducting the walkthrough. Taking your shoes off, for instance, when they don’t use outdoor footwear inside the unit. Follow your checklist carefully and look for the smallest issues, like signs of water damage or pest infestations. Check the HVAC, electrical, and plumbing systems for any damage and schedule repairs immediately if found.
Document Problematic Areas
If you find damage or a faulty system, take photos or videos of the issue, preferably with a timestamp included. You can also record notes for later use, or when the tenant provides additional information about the problems. These will come in handy later for the repairs or when you need to deduct damages from the security deposit.
Discuss Your Findings
Inform your tenant about any damage or other issues you have found, and clarify who will be responsible for covering the repair costs. If the tenant is liable to pay for it, explain why it is considered excessive damage beyond normal wear and tear, and how you intend to charge the tenant. This allows them to voice their concerns so you can find common ground before scheduling repairs.
Afraid of Missing Something? Let Someone Experienced Handle It
Missing key aspects or mishandling inspections is a valid concern for landlords, and it simply means that you want what’s best for your tenants and your investment property. The help of a professional property manager can help your business boom, even if you can handle it yourself.
What companies like Investment Safe Property Management can bring to the table includes resources, such as our trusted vendor network, as well as expertise in the rental industry. We can give you the peace of mind you never thought you’d need.
Discover what we can do for you—Call us today!