What Is Property Inspection?

Why Property Inspections Are Non-Negotiable

Property inspections serve two critical purposes. First, they catch maintenance issues before they become expensive emergencies. A small roof leak spotted during an annual inspection costs $200 to fix. That same leak ignored for 6 months costs $5,000 in water damage repairs.

Second, they protect you in security deposit disputes. Without a documented move-in inspection, you have no baseline. When the tenant moves out and the carpet is stained, they will claim it was already like that. Without photos and a signed condition report from move-in, you have no way to prove otherwise.

Every dollar you spend on inspections saves you five to ten dollars in avoided repairs, legal disputes, and deposit losses.

Types of Inspections

Move-in inspection. Done before or on the day the tenant receives keys. Walk through every room with the tenant. Document the condition of walls, floors, appliances, fixtures, windows, and doors. Take photos of everything. Both you and the tenant sign the report. This is your baseline for the entire tenancy. See our move-in checklist for what to cover.

Routine / periodic inspection. Done every 6-12 months during the tenancy. You are looking for unreported maintenance issues, lease violations (unauthorized pets, extra occupants), and early signs of problems (water stains, pest activity, HVAC issues). Provide 24-48 hours notice as required by your state.

Seasonal inspection. Focused on weather-related preparation. Before winter: check furnace, weatherstripping, pipe insulation. Before summer: check AC, clean gutters, inspect exterior. This is basically preventive maintenance with a walk-through component.

Move-out inspection. Done after the tenant vacates and returns keys. Compare the current condition to the move-in report. Document any damage beyond normal wear and tear. This inspection directly determines your security deposit deductions. Use a move-out checklist for consistency.

Drive-by inspection. A quick exterior check when you are in the area. Look for obvious issues: overgrown landscaping, trash accumulation, visible damage, unauthorized vehicles. No notice required since you are not entering the unit.

How to Conduct a Thorough Inspection

Step 1: Schedule and notify. For occupied units, send written notice 24-48 hours in advance (or whatever your state requires). Include the date, approximate time, and reason for inspection. Be respectful of the tenant's schedule.

Step 2: Use a checklist. Go room by room with a standardized checklist. For each room, document: walls (scuffs, holes, stains), floors (scratches, stains, damage), ceiling (stains, cracks), windows (operation, locks, screens), doors (operation, locks), outlets and switches, light fixtures, and any built-in appliances or fixtures.

Step 3: Take photos. Take photos of every room, every notable issue, and every appliance. Use your phone's camera with timestamps enabled. For move-in inspections, take 50-100+ photos. You cannot take too many.

Step 4: Check systems. Test all faucets (hot and cold), flush all toilets, run the HVAC (heating and cooling), test all smoke and CO detectors, check electrical outlets in every room, and run the dishwasher and garbage disposal if applicable.

Step 5: Document and sign. Write up the inspection report, note any issues found, and have the tenant sign at move-in and move-out. Email a copy to the tenant for their records. Keep your copy for at least 3 years after the tenancy ends.

Real Example: How an Inspection Saves $2,400

During a routine 6-month inspection of a $1,500/month unit, you notice a water stain on the bathroom ceiling. The tenant never reported it. You investigate and find a slow leak from the upstairs unit's toilet wax ring. Repair cost: $150 for a plumber to replace the wax ring and $200 to patch and paint the ceiling. Total: $350.

If you had not inspected for another 6 months? That slow leak would have caused mold growth in the ceiling, rotted the subfloor, and potentially damaged the bathroom vanity below. Estimated repair cost: $2,800. The inspection saved you $2,450 and a serious habitability issue.

Common Mistakes

Skipping the move-in inspection. This is the biggest mistake. Without a baseline, every damage dispute becomes your word against the tenant's. Courts side with tenants when there is no documentation.

Not taking enough photos. "The walls were in good condition" on a checklist is vague. A photo showing clean, undamaged walls is concrete evidence. Take photos of everything, even things that look fine.

Entering without notice. Entering a tenant's unit without proper notice violates their right to quiet enjoyment and can result in legal action. The only exception is a genuine emergency (active water leak, fire, gas leak). Always follow your state's notice requirements.

Not inspecting during tenancy. Many landlords only inspect at move-in and move-out. A lot can go wrong in 12 months. At least one mid-lease inspection catches problems early and reminds tenants you are paying attention.

Frequently Asked Questions

How often should I inspect my rental property?

At minimum: move-in, move-out, and once during the tenancy. For longer leases or older properties, every 6 months is ideal. Always provide proper notice for occupied units.

What if a tenant refuses an inspection?

Check your lease and state law. Most leases include a right-of-entry clause allowing inspections with proper notice. If the tenant still refuses, document your notice attempts and consult an attorney. Do not force entry except in genuine emergencies.

Should I hire a professional inspector?

For routine inspections, no. You know your property and can spot issues yourself. For pre-purchase inspections or if you suspect major structural or environmental issues (mold, lead, asbestos), hire a licensed professional.