Why Landlords Perform Property Inspections: Protecting Your Asset Like a Pro
At ExpertPM, we treat real estate like a business—because it is. As a landlord or property manager, one of the most powerful tools at your disposal is the property inspection. In this post, we’ll break down why inspections matter, the types of inspections you should be doing, how to conduct them legally, what to look for, and how to follow up properly.
Why Property Inspections Matter
Inspections protect your asset. You’ve worked hard to acquire your properties—don’t let neglect eat away at their value. Routine inspections:
- Document the condition of your property (creating a paper trail).
- Reduce liability by catching issues early.
- Justify non-renewals or lease enforcement if needed.
- Ensure you’re running your portfolio like a business, not a hobby.
Types of Property Inspections
Move-In Inspections
These set the foundation. Never allow a tenant to move in unaccompanied. Walk the unit with them. Use a move-in checklist, have the tenant sign off, and note any pre-existing issues. This protects both you and the tenant when move-out time comes.
Routine Inspections (Every 3–6 Months)
These are easy to forget—but critically important. Routine inspections help you:
- Catch unreported leaks or appliance issues.
- Confirm only approved tenants are living in the unit.
- Verify pet policies are being followed.
- Identify any unsafe conditions early.
Always give legal notice (typically 24–48 hours depending on state law).
Drive-By Inspections
These are informal and don’t require tenant notice. Just drive past the property and look for red flags: broken windows, excessive trash, or exterior damage. If anything looks off, schedule an interior check.
Event-Based Inspections
Triggered by a tenant comment, neighbor report, or maintenance request that doesn’t sit right. These are great for identifying potential hidden issues. Don’t say you’re suspicious—just say you’re checking on a few items.
Legal Guidelines for Scheduling Inspections
Check your local laws! Some states require 24-hour notice, others 48. No matter what, always:
- Notify tenants in writing (email, text, posted notice).
- Time-stamp your communication.
- Use your property management system (like DoorLoop) to automate reminders.
Proper notice isn’t just polite—it’s legal protection.
What to Look for During a Property Inspection
When you’re walking a unit, bring a checklist. Key things to watch for include:
- Water Leaks: Especially in multi-floor units. Unreported leaks can destroy entire buildings.
- HVAC Filters: Check for cleanliness and proper replacement.
- Smoke and CO Detectors: Test them—these are code violations waiting to happen.
- Wall Damage: Compare to the move-in checklist.
- Unauthorized Occupants or Pets: Always be specific in your leases—names, breeds, weights.
- Signs of Smoking or Illegal Activity: Enforce lease terms about where smoking is allowed.
- Trash and Hoarding: Excessive clutter can lead to code violations.
- Gutters and Exterior Maintenance: Water misdirection can cause major damage.
- Window Screens: Tenants often damage these—especially cat owners.
Remember, your goal isn’t to nitpick—it’s to protect the asset and make sure the tenant has a safe home.
Inspection Etiquette: Communicating With Tenants
Inspections can make tenants nervous. Ease the tension by:
- Explaining the reason for the inspection.
- Walking through the checklist with them.
- Being respectful—this is their home.
- Reassuring them the goal is safety, not punishment.
Tenants often appreciate transparency and honesty. A calm, respectful approach goes a long way.
After the Inspection: Document and Follow Up
Your job isn’t done when you leave the unit. Here’s what to do next:
- Send a Summary: Include both good and bad findings.
- Follow Up on Issues: Provide written documentation for any lease violations.
- Update Your CRM: Track issues for future reference and compare over time.
- Use Tools Like ZInspector or HousingCheck: These help streamline documentation with timestamps and photo logs.
Consistency Across Your Portfolio
Whether you have one property or 500, the goal is the same: run them all the same way. Train your team to follow inspection protocols to the letter. Consistency is key to scaling and protecting your business.
Final Thoughts: Inspections Are Evidence
Inspections create evidence. For good tenants, for bad tenants, and for legal protection. They are how you stay ahead of problems, reinforce your leases, and operate like a professional.
Want a free downloadable inspection checklist? Visit ExpertPM.com and grab one of our ready-to-use templates to start improving your inspection process today.
Use this checklist during move-in, move-out, and mid-lease inspections to document a rental unit’s condition. It is organized by area (rooms, exterior, systems) and covers every part of the property from appliances to floors and For each item, mark its condition as Good (no issues), Fair (normal wear), Poor (damaged or not working), or N/A (not present or not applicable). Checkboxes are provided for each item to tick off as you inspect, and you may include a comments section for notes on any damage or needed repairs. This structure can be used to create a fillable PDF form or spreadsheet.
