Rental Property Inspection Checklist

Most state landlord-tenant statutes require 24-48 hours written notice before a non-emergency inspection. Confirm the lease's notice clause, send the notice in writing (text + email is typical), and note whether the tenant will be present. Skipping this is the most common reason an inspection gets contested later.

Compare the prior move-in or annual inspection report so you walk in knowing what was already documented. Open work orders in AppFolio / Buildium / Propertyware should be cross-checked — a fresh inspection finding for an already-ticketed item creates duplicate work and confused vendors.

Phone camera plus a $20 outlet tester and a pin-style moisture meter cover most findings. Bring the lockbox code or supra access; verify the lockbox before driving out.

Photograph from grade — do not climb. Note missing or curled shingles, sagging fascia, gutter separation, and any debris. Drone shots are useful only if you have permission and the property allows; otherwise the ground-level photo log is the audit trail.

Look for soft spots, paint failure, mortar gaps, and pest entry points around dryer vents and utility penetrations. Document with wide and close-up photos so a contractor can scope from the report.

Hairline cracks under 1/8" are usually cosmetic; horizontal cracks, step cracks, or efflorescence warrant a structural referral. Run the moisture meter at the base of any wall showing staining.

Every exterior door must lock and deadbolt; every bedroom window must open as an egress route per most local codes. Stuck windows, missing screens, and broken sash locks are the most common findings here.

Distinguish normal wear (nail holes, scuffs) from tenant-caused damage (drywall punches, unauthorized paint, water staining from upstairs leak). Photograph each finding with a wide shot for context plus a tight shot for scope.

GFCIs are required in kitchens, baths, garages, laundry, and exterior outlets per current NEC adoption in most jurisdictions. Trip-test each one with the outlet tester. A GFCI that won't reset is a billable fix before the next tenant moves in.

Run hot and cold at every fixture for 30 seconds. Feel the trap and supply lines for active drips and the cabinet floor for swelling — a slow leak that nobody reports is the most expensive finding on this checklist.

120°F is the standard safety setting; higher creates scald liability, lower allows Legionella growth. Confirm the T&P discharge line terminates correctly and there's no rust at the base of the tank.

Drop the thermostat 5° below ambient for cooling and raise 5° above for heating; verify the system kicks on, the supply registers blow, and no error codes display. Replace the filter if it's visibly loaded — a $5 filter saves a $400 service call.

Run the refrigerator, dishwasher, range, microwave, washer, and dryer through one cycle each. Check the lease for which appliances are landlord-provided vs. tenant-owned — repairing a tenant-owned appliance is not the manager's obligation and creates precedent.

Press and hold each detector's test button until it chirps. Check the manufacture date stamped on the back — smoke detectors expire at 10 years, CO detectors at 5-7. Most states impose strict liability on the landlord for a non-functioning detector at the time of a fire.

Swap any failing unit on the spot — keep spare 10-year sealed-battery smoke detectors and combo CO units in the truck. Retest, photograph the new manufacture date, and log the replacement in the unit's maintenance history before leaving the property.

Where the lease or local code requires an extinguisher (multi-family is the common trigger), confirm the gauge needle is in the green and the inspection tag is current. Recharge or replace at 12 months past the last service tag.

Loose fence boards, broken gate latches, and heaved walkway pavers are slip-and-fall claims waiting to happen. Pool fencing requires self-closing self-latching gates in most jurisdictions — failures here are a code citation.

Look for dead limbs over the structure or driveway, root heave near the foundation, and overgrowth blocking sight lines from the street. The lease typically assigns routine yard maintenance to the tenant; tree work and irrigation repair stay with the owner.

Where the unit has access to HOA or building amenities, confirm posted occupancy signs, current pool inspection placard, and working emergency phone or rescue equipment. HOA-managed amenities still reflect on the rental experience and on owner liability if obvious hazards go unreported.

Assemble photos by room and by finding. Distinguish wear-and-tear (no charge) from damage (chargeable to deposit at move-out). State your overall verdict so downstream work-order routing branches correctly — a 'Major repairs needed' verdict pulls in the property manager, not just a vendor dispatch.

Open one work order per trade in AppFolio / Buildium / Propertyware so vendors can be dispatched in parallel. Attach the relevant photos to each ticket. For a 'Major repairs needed' verdict, loop in the property manager before dispatching — owner approval thresholds usually apply.

Send the report via the tenant portal or e-sign tool. The acknowledged report is the baseline that move-out condition will be measured against — without it, deposit deductions are far harder to defend. If the tenant disputes a finding, capture their dispute in the notes rather than removing the line.