Property Risk Assessment Checklist

Confirm each extinguisher is mounted at the correct height, has a current annual service tag, and the gauge reads in the green. NFPA 10 requires a monthly visual check and an annual inspection by a licensed servicer — note any units past the 6-year teardown or 12-year hydrostatic interval.

Test every detector with the manufacturer's button and a smoke/CO test aerosol. Replace 9V batteries and log the test date on each unit. Most states require working detectors at every unit and treat a missing or dead detector as a habitability defense if a fire or CO incident occurs.

Swap out any unit that failed the test, log the new install date, and re-run the button test. Photograph the replaced device and file the photo with the unit's tenant file as proof of working detector at the time of inspection.

Check that exit signs are illuminated, emergency lighting batteries hold under the test button, and handrails are tight and continuous. Loose handrails and dark stairwells are common slip-and-fall claim drivers.

For any unit built before 1978, confirm a current lead-paint disclosure is in every tenant file and review the EPA RRP records for any disturbance work. If suspect asbestos materials (popcorn ceilings, vinyl tile, pipe wrap) are present, do not disturb — engage a licensed inspector before any renovation scope.

Engage a state-licensed abatement contractor — not the regular maintenance vendor. Confirm their COI lists the property as additional insured and that the scope includes proper containment, disposal manifests, and post-abatement clearance testing. File the manifests with the property record.

Place short-term test kits in ground-floor and basement units for the EPA-recommended 48-96 hours. Action level is 4 pCi/L. Several states (PA, NJ, IL, ME) have additional rental disclosure requirements — check the current state rule before sending results to tenants.

Confirm dumpster placement meets fire-code separation, recycling signage matches the local hauler's accepted streams, and any on-site hazardous waste (paint, batteries, fluorescent tubes from make-ready) is staged for proper disposal — not in the regular dumpster.

Verify common-area locks engage, fobs and key cards work for current residents only, and pedestrian gates self-close and latch. Pull the access log and flag any cards belonging to former tenants — deactivating those at move-out is the discipline most missed.

Walk every camera view on the NVR and confirm no obstructed angles, working IR at night, and that the recorder retention period meets the firm's 30/60/90-day standard. Several states require notice signage where cameras record common areas.

Do this walk after sunset, not during the day. Note any out parking-lot poles, dark stairwell sconces, and dim entry vestibules — inadequate lighting is the most common premises-liability theory in tenant-on-tenant assault cases.

Load HVAC filter changes, water heater anode checks, backflow tests, elevator inspections, and dryer-vent cleanings into AppFolio or Buildium PM tasks with vendor assignments. Backflow and elevator certs are jurisdiction-mandated — missing the renewal triggers a fine and a posting.

Look for ponding, missing flashing, blocked downspouts, and grading that pitches water back toward the foundation. Water intrusion is the #1 driver of mold claims; catching a clogged scupper now prevents a $20K interior repair later.

Flag trip hazards over 1/4 inch on sidewalks, faded ADA stall striping, missing wheel stops, and damaged speed bumps. Photograph and ticket each finding so the make-good has a date and vendor attached.

Reflect any unit, hallway, or stairwell changes from the year. Posted evacuation maps belong on every floor near the elevator lobby; high-rise jurisdictions (NYC, Chicago, Boston) have specific posting requirements under the local fire code.

Update on-call maintenance numbers, after-hours dispatch (Latchel, Lessen), the fire/water mitigation vendor, the elevator company, and the property insurer's claims line. Print a copy for the leasing office and post in the maintenance shop.

Replace expired first-aid contents, AED pads and battery (typical 2-5 year shelf life), flashlight batteries, and any spill kits. Note the next replacement date on the inventory log so it lands on next year's assessment.

Walk the property and liability declarations page line by line. Confirm replacement-cost valuation tracks current construction costs, business-income limits cover at least 12 months of GPR, and any coastal/wildfire/earthquake endorsements are still in force. Update ordinance-or-law coverage if the local code has tightened.

Pull the vendor list and check each COI for current GL, workers comp, and the property listed as additional insured. A lapsed COI on the file leaves the firm exposed for any vendor injury or third-party damage on the premises.

Email each lapsed vendor with the firm's COI requirements: minimum GL limits, workers comp, property named as additional insured, and 30-day notice of cancellation. Suspend dispatch until the new certificate is on file.

Confirm the rental license is current with the city (NYC HPD, LA RSO, Boston ISD, and many CA cities require annual or biennial renewal). Operating without a current registration can void leases and bar eviction filings.

Cover evacuation routes, the emergency-only after-hours number, the work-order intake channel, and the tenant's responsibility to test their own detectors monthly. Send via the tenant portal so delivery is timestamped in the resident file.

Pull the last 90 days of tickets from AppFolio or Buildium. Flag any habitability-class tickets (no heat, no hot water, no power, leaks) that took more than 24 hours to dispatch — those are the ones that escalate to rent-withholding or city housing complaints.

Check fall-zone surfacing depth, equipment for sharp edges or pinch points, and pool fence/gate compliance with state pool code. The Virginia Graeme Baker Pool & Spa Safety Act requires anti-entrapment drain covers — confirm and photograph the current cover certifications.

The regional manager reviews findings, open remediation items, and the COI/permit status before sign-off. Attach the consolidated PDF to the property's annual record and route any high-severity findings to the asset manager for capex consideration.