Regular property inspections are part of every landlord’s routine responsibility. Not only can frequent checkups hold tenants accountable for maintaining their rental, but they also help property owners maximize their profit. Knowing when and how to effectively monitor a rental property will help landlords make the most of every inspection.
What is a Rental Inspection?
As the name implies, rental inspections are regular checkups conducted by landlords or property managers in a unit occupied by a tenant. The primary purpose of these inspections is to verify the property's condition at crucial moments in the rental cycle, such as move-in, move-out, or mid-lease. Frequent inspections ensure no ongoing damage to the property and encourage tenants to treat their unit with care.
What Should Landlords Look for?
Knowing what to look for when you enter your property will help keep your visit professional and concise. A general inspection should ensure everything is in working order and complies with safety regulations. A few items on your rental checklist include:
- Functioning smoke detectors
- Signs of water damage
- Clean air filters
- Pests or infestations
- Well-kept floors, walls, and windows
- Signs of lease violation (i.e., smoking, pets)
Remember a tenant’s personal property is off-limits. While you can peek inside the fridge or scan the bedroom for wear and tear, going through a renter’s closet or dresser drawers, for example, is a legal violation of privacy.
When to Conduct an Inspection
Landlords typically conduct rental inspections at key points in the rental cycle. Three essential inspection times include move-in, mid-lease, and move-out:
- Move-in inspections prepare a rental unit for incoming tenants and ensure quality property condition
- Mid-lease inspections guarantee tenants are upholding their end of the leasing agreement and caring for the unit
- Move-out inspections evaluate the state of a rental before the previous tenant receives a security deposit refund
Other periodic inspections are performed for fire safety, pest control, or general maintenance. The timing and frequency of rental inspections are up to individual landlords and property managers if they adhere to local laws.
Reasons to Inspect Your Rental
One of your top priorities as a landlord is to maintain the pristine state of your investment property. Regularly checking in with your tenant, staying on top of repairs, and looking out for any lease violations will help you catch damage early and boost your profit. Consider the following reasons to inspect your rental:
Maintenance and Repairs
Keeping up with the state of your rental is a valuable part of preserving its condition. Tend to any repair needs immediately. When your tenant submits a maintenance request, find a mutually agreed upon time to inspect the issue. If you are the one that discovers the repair need, alert your tenant, and give them notice you will be coming by to inspect. If you use Apartments.com Rental Tools, tenants can submit maintenance requests online. We notify you when you have a request, and you can easily update your tenants as the repair progresses. You can even attach receipts, upload notes, and track expenses for the repairs. You and your tenants can even share images and videos. Keeping everything in one place makes it easy to keep track of repairs
Alterations or Improvementstenants
Although aesthetic alterations and improvements are not vital to the habitability of your rental, they are still valid reasons to visit the property. If you are considering installing new light fixtures or flooring, let tenants know you want to come by to assess the unit. Suggest a reasonable time and allow renters to prepare for your arrival.
Showings
If you are preparing to show your property to prospective tenants, an inspection may be necessary to ensure it is suitable for visitors. Notify your tenant 24-48 hours before you intend to come by to give them the chance to clean up or leave the unit.
Lease Violations
A tenant is expected to uphold their end of the leasing agreement. If landlords suspect renters are housing unwelcomed guests or unpermitted pets, they are within their rights to schedule an inspection. Although it can be tempting to address an infraction immediately, property owners must give reasonable notice before arriving.
Extenuating Circumstances
Other circumstances in which you might need to conduct an inspection are health violations, property abandonment, court orders, or any other conditions that jeopardize your tenant’s or property’s safety. In the case of emergencies, such as burst pipes or fires, landlords have permission to enter without notice.
What to Remember During a Rental Inspection
Since rental inspections are part of a landlord’s routine duties, you must know how to conduct them efficiently. While you have the right to inspect your property, knowing what to look for and how to respect your tenants’ privacy will make the experience easier for all parties involved.
Give Prior Notice
One of the first steps in preparing for a rental inspection is to notify your tenant ahead of time. State laws outline expected proper notice - most states mandate a written or verbal notice 24-48 hours before inspection. In addition to these timely alerts, many landlords choose to outline inspection information in the leasing agreement. In doing so, tenants agree to a landlord’s right to inspection upon signing the lease. However you choose to outline your inspection policy, ensure you and your tenant mutually agree on when and why these inspections will occur.
Document All Inspections
Staying organized is a critical part of maintaining your investment property. One way to do so is by keeping records up to date. During an inspection, document your reasons for the visit and your findings. Keep records of any repair costs.
Respect Tenants’ Right to Quiet Enjoyment
Tenants are legally entitled to quiet enjoyment of their rental unit. Simply put, this is the right to undisturbed use of the property in exchange for rent. While the right to quiet enjoyment does not negate a landlord’s freedom to enter their property, it prevents the following behaviors:
- Frequent entry without proper notice
- Investigation of private property
- Harassment, either in person or over the phone
Do not overstep your tenant’s legal rights when conducting a rental inspection. Even if you suspect poor property maintenance or illegal activity, give your renter the privacy they were guaranteed upon signing their leasing agreement.
Frequently Asked Questions
How long should an apartment inspection take?
Apartment inspections should be concise and professional. The duration will differ based on the type of inspection but should generally be no longer than thirty minutes to an hour. Remember to give your tenant a timeframe estimate, so they know how much time to devote to the event.
Can a landlord let themselves in?
It is only acceptable for a landlord to enter a rental without notice during an emergency. A landlord may enter without permission if there is a fire, flooding, or another possible tenant endangerment.
Can a tenant refuse a landlord inspection?
No. Inspections are a legal right granted to all landlords and property owners. While tenants are allowed to request a different inspection date, they cannot continually decline landlord requests to inspect their unit.
