Property Inspection Checklist

Most states require 24-48 hours written notice to enter an occupied unit except in emergencies. Send via email plus the method specified in the lease and document the timestamp. Routine inspections without proper notice can be challenged as a privacy violation and undermine any deductions later.

Review the move-in inspection, the prior annual inspection, and any open work orders. The move-in walk-through is your baseline — anything new is something to document today. Note any pet, occupant, or alteration approvals already on file so you don't flag them as violations.

Open the property in HappyCo, zInspector, or the AppFolio inspection module on the field tablet. Pre-loading the unit floor plan and the prior report saves 20-30 minutes on site and ensures photo metadata ties to the right unit.

Photograph siding, trim, foundation, and visible roof areas. Flag any new cracks, soft fascia, missing shingles, or staining that suggests a roof leak. For multifamily, walk the perimeter and the parking surface; for SFR, include the fence line and detached structures.

Verify weatherstripping, caulking, and that all locks engage. Sliders should track without lifting; deadbolts should throw fully. Note any glass cracks — small chips become tenant-hazard claims.

Document irrigation, drainage, tree limbs over the roof, and any trash or stored items the lease prohibits in common areas. In HOA-managed properties, exterior storage and unapproved décor are the most common compliance items.

Look for water staining on ceilings (a leak signal even if dry today), drywall punctures beyond normal wear, and pet stains on flooring. Compare against move-in photos before flagging — pre-existing damage is the most common dispute at move-out.

Run every sink, tub, and shower for 60 seconds and check the cabinet below for drips. Flush each toilet and verify it stops running. Slow drains and supply-line drips caught at inspection cost $20 to fix; missed for a year they cause cabinet rot and mold claims.

If the lease puts filter changes on the tenant, photograph the existing filter for the file. A black filter is not just dirty — it's evidence to defend any future HVAC failure deduction. Carry replacements and swap on the spot when feasible.

Press-and-hold the test button on every detector; replace 9V batteries from your kit as needed. Most states require working detectors throughout occupancy, and a missing or chirping unit is a habitability defense if any fire or CO incident occurs later. Log the test date in the unit file.

For multifamily common areas, NFPA 10 requires annual professional servicing and a current tag. Check pressure gauge in the green and pin/seal intact. Photograph the tag — the AHJ inspector will ask for it.

Stairwells, hallways, and emergency exits must be clear of stored items, strollers, and trash. Test illuminated exit signs and emergency lighting battery backups. Blocked egress is the highest-liability finding on any inspection — clear it the day you find it.

Run heat for 5 minutes and AC for 5 minutes; verify supply temperature differential at the closest register (roughly 18-22°F split for cooling). A weak split flagged in spring beats an emergency call in July when the tech rate is double.

Cycle the dishwasher, run a stovetop burner and the oven on bake, and confirm the refrigerator interior temp is below 40°F. For in-unit laundry, check the dryer vent for lint accumulation — the leading cause of unit fires.

Press the test button on every kitchen, bath, laundry, and exterior GFCI; it should kill power to the outlet. Open the breaker panel cover and look for double-tapped breakers, scorching, or aluminum branch wiring (pre-1972 builds). Flag any of these for an electrician — they are not DIY items.

Photograph any painted walls outside the approved palette, mounted shelving, hardware swaps, or satellite-dish installs. The deduction conversation at move-out is much easier when the issue was documented and dated mid-tenancy rather than discovered at the walk-through.

Look for litter boxes, food bowls, scratch damage, nicotine staining on ceilings, mail addressed to unlisted names, or extra toothbrushes. Service animals and ESAs with a letter on file are not violations — confirm against the tenant file before flagging.

Summarize what you saw and whether anything rises to a lease violation requiring a cure notice. Keep this factual — observations and dates, not characterizations of the tenant.

Export the photo-stamped report from HappyCo or your inspection app, attach work orders opened during the visit, and save to the unit folder in AppFolio or Buildium. The owner statement should reference any chargeable repairs in the next month's owner draw.

Use your state's required notice form and language verbatim — pet, smoking, and occupant violations all have specific cure periods that vary by state. Serve via the method the lease specifies (often certified mail plus posting). Do not use your own wording; courts dismiss eviction filings premised on improperly worded notices.

Set the reinspection for the day after the cure period ends so you confirm compliance (or document non-compliance) immediately. Send a fresh entry notice 24-48 hours ahead per the lease. If non-compliant at reinspection, escalate to the eviction workflow.

Save the signed report, photos, work orders, and any cure notices to the tenant file. Retain per state document-retention rules (typically 3-7 years post-lease-end). This file is your defense in any deposit dispute or habitability claim.