Property Maintenance Inspection Checklist

Walk the roofline from the ground or pitch a ladder where safe. Note granule loss in gutters, lifted or curling shingles, damaged flashing around vents and chimneys, and any compromised ridge cap. Photograph anything questionable so it lands on the work-order list rather than the next-quarter problem list.

Clogged gutters back water under shingles and rot fascia — among the most preventable claim sources on a managed property. Run a hose through each downspout to confirm flow and that water discharges well away from the foundation.

Look for peeling paint, cracked caulk at window frames, and soft trim around door jambs. For properties built pre-1978, any disturbed peeling paint triggers EPA RRP requirements — flag to the owner before authorizing repair work.

Water staining on a ceiling is the leading indicator of roof, plumbing, or HVAC issues that will become claims at the next inspection. Photograph any discoloration and compare against the prior quarter's photos in the property folder.

State landlord-tenant codes typically require a working detector at every bedroom and on every floor; carbon monoxide detectors are required wherever there is a fuel-burning appliance or attached garage. Replace 9V batteries on the standard interval and replace any detector older than 10 years outright.

Swap the 1-inch return filter and any media filters; write the install date on the filter housing in marker. Confirm the thermostat schedule matches the lease's utility-pay arrangement — programmable schedules from a prior tenant are a common source of unexpected utility-bill disputes.

Focus on the high-traffic zones tenants and prospects actually see: door glass, mats, stair nosings, and elevator tracks. Curb appeal in common areas drives renewal decisions as much as in-unit condition.

Pull the most recent state elevator inspection certificate; confirm it is posted in the cab and unexpired. Photograph the service log inside the cab as proof you verified — a routine point of citation in multifamily inspections.

Walk the perimeter looking for trip hazards, sprinkler heads encroaching on walkways, and dead branches overhanging walks. Curb appeal on a vacant rental directly drives days-on-market — note anything the landscaping vendor missed since the last visit.

Run each zone for 30 seconds from the controller; note broken heads, geysers, and dry zones. In freeze states, flag a winterization work order on the calendar before first frost — burst irrigation lines are an avoidable claim every year.

Walk the property at dusk if your schedule allows; otherwise pull the photocell to confirm fixtures fire. Burned-out exterior lighting is both a liability issue and, in most municipalities, a minimum-lighting code violation.

Open every cabinet under a sink, run the tap for 20 seconds, and feel the supply lines and trap. Also check around toilet bases and at washing-machine connections. Slow undercabinet leaks are the single most common insurance-claim source on managed property.

Every outlet within six feet of a water source requires GFCI protection per NEC. Press TEST and confirm the outlet kills power, then RESET. Any outlet that fails to trip needs replacement by a licensed electrician — do not have a handyman swap GFCI devices.

Each breaker should be labeled with the circuit it controls in legible writing. Unlabeled panels are a code citation in many jurisdictions and a real hazard during a tenant emergency. Re-label any worn or missing entries from the legend on the panel door.

Open a work order with the brokerage's preferred licensed electrician — not a handyman. Capture the electrician's license number on the work order and require a lien waiver on any repair invoice over $500 before owner reimbursement.

Extinguisher tags must be current within twelve months of last service. Confirm exit signage is illuminated and that egress paths are unobstructed by tenant storage — blocked egress is a routine multifamily citation and a real fire-marshal escalation in most jurisdictions.

Post management's after-hours number, local fire and police non-emergency lines, and the locations of the gas and water shut-offs. Refresh whenever a new vendor takes over plumbing or HVAC service so tenants reach the right contractor in an emergency.

Summarize what passed, what needs routine attention, and what is urgent. This sign-off is the document of record if the owner challenges the management fee, the tenant disputes a security-deposit deduction at move-out, or the brokerage gets a complaint to the state real estate commission.

Generate a separate work order per repair with priority, assigned vendor, and target completion date. Routine items should resolve within 14 days; urgent habitability issues — no heat, no hot water, active leak — within 48 hours per most state landlord-tenant statutes.