Property inspections are a critical component of effective property management. They serve as a proactive measure to maintain the value and integrity of rental properties while ensuring a safe and habitable environment for tenants. Whether you’re a seasoned property owner or a new renter, understanding what property managers look for during a property inspection is essential. This comprehensive guide from Rhino Property Management will delve into the intricacies of the inspection process, the types of inspections performed, tenant rights, and the various aspects that landlords and property managers assess during these crucial onsite evaluations.
What is a Property Inspection?
A property inspection is a systematic assessment of a rental unit’s condition inside and out, conducted by the landlord or property manager. These inspections aim to identify existing or potential issues, ensure compliance with the lease agreement and local laws, and document the state of the rental unit for future reference. They are not merely about checking for cleanliness; they encompass a thorough evaluation of the property’s structural, mechanical, and safety aspects.
Tenant Rights and Responsibilities During an Inspection
Tenants play a significant role during property inspections. Understanding their rights and responsibilities can foster a smoother and more transparent process.
- Right to Proper Notice: Tenants have the right to receive proper notice prior to a routine rental property inspection. This notice should be in writing and specify the date and time of the inspection, complying with local regulations.
- Right to Be Present: While not always mandatory, tenants often have the right to be present during the inspection. This allows them to address any concerns or questions directly with the landlord or property manager.
- Responsibility to Maintain the Property: Tenants are responsible for maintaining the cleanliness and general condition of the rental unit. This includes promptly reporting any maintenance issues or damages beyond normal wear.
- Respecting Personal Belongings: The landlord or property manager should respect the tenant’s personal belongings and avoid unnecessary intrusion.
Proper Notice Prior to Rental Property Inspections
Providing proper notice is not just a courtesy; it’s a legal requirement in most jurisdictions. The notice period varies depending on local laws and the lease agreement, but generally, 24 to 48 hours’ notice is considered standard. This allows tenants sufficient time to prepare for the inspection and address any immediate concerns. In Utah, unless it’s stated differently in the lease agreement, a landlord or property manager must give at least 24 hours prior notice before entering a rental unit.
- An inspection notice should be in writing, whether it’s an email, letter, or posted notice.
- All inspection notices should clearly state the date, time, and purpose of the walk-through.
- The inspection notice should also include contact information for the landlord or property manager if the tenant has any questions or needs to discuss rescheduling.
Rental Inspection Checklist
To ensure a comprehensive evaluation, property managers typically follow a detailed checklist. Here’s a breakdown of key areas covered during rental inspections both outside and inside the property:
Exterior Inspection Checklist
- Roof condition: Checking for leaks, damaged shingles, or other signs of deterioration.
- Siding and gutters: Inspecting for damage, rot, or blockages.
- Windows and doors: Ensuring proper sealing, functionality, and security.
- Landscaping: Assessing the condition of the yard, trees, and shrubs.
- Foundation: Looking for cracks, signs of settling, or pest infestation.
Interior Inspection Checklist
- Walls and ceilings: Checking for cracks, water damage, or mold.
- Floors: Assessing the condition of carpets, tiles, or hardwood floors.
- Plumbing: Inspecting for leaks, drips, and proper drainage.
- Electrical: Testing outlets, switches, and lighting fixtures.
- HVAC: Evaluating the functionality of heating and cooling systems, including vents and filters.
- Appliances: Testing the operation of refrigerators, ovens, dishwashers, and other appliances.
- Smoke and carbon monoxide detectors: Ensuring they are working and properly placed. Batteries will be checked at least once every six months by either the landlord or the tenant (according to what’s dictated in the lease agreement).
- Bathrooms: checking for mold, caulking issues, and proper ventilation.
- Kitchen: checking for cleanliness, appliance operability, and pest control.
Safety Inspection Checklist
This may only apply to multi-unit buildings, and not single-family rental properties.
- Fire extinguishers: Ensuring they are charged and accessible.
- Emergency exits: Verifying clear and unobstructed pathways.
- Security systems: Testing alarms and locks.
What Can Landlords Inspect in Your Rental?
Landlords and property managers have the right to inspect the entire condition of the property, but they must adhere to legal limitations and respect tenant privacy.
- Structural Integrity: They can inspect the building’s structure, including walls, floors, ceilings, and foundation.
- Mechanical Systems: They can assess the functionality of plumbing, electrical, and HVAC systems.
- Safety Features: They can check smoke detectors, carbon monoxide detectors, and fire extinguishers.
- Compliance with Lease Agreement: They can verify that tenants are adhering to the terms of the lease, such as restrictions on pets, unauthorized alterations, smoking violations, or too many tenants dwelling in the property.
- Damages Beyond Normal Wear: They can identify and document any damages beyond normal wear, which may be the tenant’s responsibility to repair.
However, landlords cannot:
- Inspect tenants’ personal belongings without a valid reason or warrant (i.e. opening dresser drawers).
- Enter the rental unit without proper notice, except in emergencies.
- Harass or intimidate tenants during the inspection.
What to Do With Pets During Property Inspections
For tenants with pets, preparing for a property inspection involves a few extra considerations. While the primary focus remains on the condition of the rental unit, ensuring the safety and comfort of your furry (or feathered, or scaled) companions is equally important. What do property managers look for during a property inspection when pets are involved? How can you prepare to keep your pet safe during an inspection?
Primarily, they’re assessing if the pet has caused any damages beyond normal wear, if the property is being kept clean, and if the pet is compliant with the lease agreement.
Here’s a guide on what to do with pets during a property inspection:
Secure Your Pet
- Remove from the Inspection Area: The safest option is to remove your pet from the rental unit or yard during the inspection. This prevents any potential accidents or disruptions. Consider taking your pet for a walk, to a dog park, or to a friend or family member’s house.
- Confine to a Separate Room: If removal is not feasible, confine your pet to a separate room or area of the house with you during the inspection. Ensure the room is secure and comfortable, with access to water and any necessary amenities. As needed, move into another room when the inspector needs to address the space you’re currently in.
- Crate or Carrier: If your pet is crate-trained, confining them to a crate or carrier can be a safe and effective option. Make sure the crate is placed in a quiet area and that your pet has access to water.
Prepare the Property
- Clean Up Pet Hair and Messes: Thoroughly clean up any pet hair, droppings, or other messes before the inspection. Pay particular attention to carpets, rugs, and furniture.
- Address Odors: Pet odors can be a concern for some landlords. Use air fresheners or odor eliminators to neutralize any lingering smells.
- Repair Pet-Related Damage: If your pet has caused any damage to the property, such as scratches on doors or walls, attempt to repair it before the inspection. If repairs are not possible, be upfront with the landlord or property manager. This will help prevent any surprises and potentially mitigate security deposit deductions.
- Secure Pet Supplies: Neatly organize and store pet supplies, such as food bowls, toys, and litter boxes. This will help create a tidy and organized appearance.
Inform the Property Manager
- Communicate Pet Information: Let the landlord or property manager know about your pet before the inspection. This will help them prepare and avoid any unexpected encounters.
- Provide Pet Details: If your pet is confined to a specific area, inform the property manager. This will prevent them from accidentally entering the area and potentially causing distress to your pet.
- Alert to Pet Behavior: If your pet has any behavioral issues, such as anxiety or aggression, inform the property manager. This will help them take appropriate precautions.
Tenant Responsibilities
- Lease Agreement Compliance: Ensure your pet complies with the terms of your lease agreement, such as breed restrictions or pet size limitations.
- Damage Liability: Remember that you are responsible for any damages beyond normal wear caused by your pet.
- Cleanliness: Maintaining a clean and sanitary environment is crucial, especially when pets are involved.
Why is This Important?
Why should you be open and honest about your pet in your rental property?
- Safety: Keeping your pet safe during the inspection ensures s/he won’t be accidentally injured or escape.
- Respect: It shows the landlord or property manager that you respect their time and the property.
- Lease Compliance: It shows you are following the terms of your lease, and avoiding potential fines or eviction.
- Property Condition: It allows the landlord or property manager to accurately assess the condition of the property without pet-related distractions.
By following these guidelines, tenants with pets can contribute to a smooth and successful property inspection.
Can Landlords Take Photos During an Inspection?
It is common practice for the landlord or property manager to take photos and videos of a unit during all inspections. This ensures that the condition of everything is documented visually as well as in writing.
As a tenant, you can also make a record of the condition of the property when you take occupancy. This can help protect you against being held liable for damages that may have already existed when you moved in. It can also be helpful when submitting maintenance requests for any issues you experience, as it will pinpoint the exact problem you’d like addressed by the landlord or property manager.
Common Types of Property Inspections
Understanding the different types of inspections can provide clarity on their purpose and frequency.
- Move-In Inspections: Conducted before a new tenant moves in, these inspections document the initial condition of the rental unit. This serves as a baseline for comparison during move-out inspections.
- Periodic Inspections: These regular inspections, typically conducted every few months, allow property managers to identify potential issues early and ensure ongoing maintenance.
- Move-Out Inspections: Conducted after a tenant vacates, these inspections assess the condition of the rental unit and determine if any deductions from the security deposit are necessary.
- Seasonal Inspections: These inspections, often conducted before winter or summer, focus on preparing the rental properties for seasonal changes, such as checking HVAC systems or weatherproofing.
- Emergency Inspections: Conducted in response to urgent issues, such as leaks, floods, or fire hazards. These inspections prioritize immediate safety and damage control.
How often these inspections occur should be stated clearly in the lease agreement. Typically, landlords or property managers will plan for an inspection once a quarter, twice a year, or annually. Of course, if there’s unexpected turnover in a unit, it will require a move-out inspection regardless of when the last one was conducted.
Property Inspections From Rhino Property Management
Rhino Property Management offers the following types of periodic inspections to property owners of single-family and multi-unit properties:
- Move-In Inspection (prior to a new tenant taking residence)
- Scheduled Inspection (interior and exterior walk-through)
- Drive-By Inspection (exterior inspection only)
- Move-Out Inspection (after a tenant has vacated)
Learn more about what we specifically look for in our inspections by visiting our Property Inspections page.
Damages Beyond Normal Wear vs. Wear and Tear
Distinguishing between wear and tear and damages beyond normal wear is crucial for fair security deposit deductions.
- Wear and Tear: Refers to the gradual deterioration of a rental unit over time due to normal use. Examples include faded paint, worn carpets, or loose door handles. Landlords are typically responsible for addressing wear and tear.
- Damages Beyond Normal Wear: Refers to damage caused by negligence, abuse, or accidents. Examples include broken windows, holes in walls, or stained carpets due to spills. Tenants may be held responsible for these damages.
Can Tenants Be Asked to Perform Repairs?
Every lease agreement should state who is responsible for what types of repairs in a rental property. In general, it’s common to see tenants being responsible for upkeep, such as:
- Changing interior lightbulbs when they burn out
- Changing a furnace filter
- Mowing the lawn
If a tenant has caused significant damage, such as breaking an appliance, ruining flooring, causing a flood, etc, they can be held financially responsible for the required repairs. A property manager will typically contract a professional to perform the work to ensure it’s done properly and up to regulations.
In some cases, a tenant may work with a landlord or property manager to make improvements to a property in exchange for discounted rent. If this is going to be the case, it should always be documented in writing and the work should be approved beforehand by all parties involved.
Things Landlords and Property Managers Should Keep in Mind
To conduct effective and fair property inspections, landlords and property managers should:
- Document Everything: Take detailed notes and photos of the condition of the property before, during, and after inspections. This documentation can be invaluable in resolving disputes.
- Be Consistent: Apply consistent standards across all rental properties to ensure fairness and avoid discrimination.
- Communicate Clearly: Maintain open communication with tenants throughout the inspection process. Address any concerns or questions promptly and professionally.
- Adhere to Local Laws: Stay informed about local laws and the lease agreement regarding inspections, notice requirements, and security deposit deductions.
- Maintain Professionalism: Conduct inspections in a respectful and non-intrusive manner.
- Use a Checklist: Utilizing a checklist ensures no areas are missed during rental inspections.
- Address Potential Issues Proactively: Identifying and addressing potential issues early can prevent costly repairs and maintain tenant satisfaction.
Property Management companies can handle all of these steps, and take the stress of property inspections, as well as subsequent maintenance and repairs, off of the landlord’s shoulders.
The Importance of Professional Property Management
For landlords seeking to streamline their rental inspections and overall property management, partnering with a reputable property management company like Rhino Property Management can offer significant benefits. Our professionals bring expertise in:
- Conducting thorough and compliant property inspections.
- Maintaining detailed documentation and records.
- Ensuring compliance with local laws and the lease agreement.
- Handling tenant communication and dispute resolution.
- Providing proactive maintenance and repairs.
By understanding what property managers look for during a property inspection, both landlords and tenants can contribute to a successful and harmonious rental experience. Regular, thorough, and compliant rental inspections are essential for protecting the investment, ensuring tenant safety, and maintaining the value of rental properties.
Property Inspections FAQs
Who performs a property inspection?
Landlord, property manager, or designated facilities manager.
How long does a property inspection take?
The length of time required depends on the size of the property, its condition, and the type of inspection. Plan for at least 30 minutes and up to an hour or two.
Can a tenant refuse a landlord inspection?
While you may be able to suggest an alternate day/time, you cannot refuse an inspection altogether.
Can tenants fail a property inspection?
If your rental isn’t up to the standards set in the lease agreement, as a tenant, you could be held responsible for the cost of repairs and additional inspections to follow up on the work required.
Can landlords fail a property inspection?
If a homeowner isn’t providing a habitable environment for tenants, tenants may be allowed to break their lease if terms are not met in the specified timeframe required for repairs.
Are surprise inspections legal?
While unannounced entry to a rental unit is permitted in the event of an emergency (fire, flood, etc), it is not permissible to enter for an inspection without prior notice.
Do tenants have to be present at property inspections?
Unless it is stated in the lease agreement, tenants usually don’t have to be present at a property inspection.