Rental Property Inspection: Complete Guide

Key takeaways

• Regular inspections protect your investment: They help catch issues (like leaks, pests, or damage) early before they become costly problems, preserving your property’s value and condition.
• Multiple inspection types: Landlords should conduct move-in and move-out inspections every tenancy, and routine mid-lease inspections (biannual or quarterly) to ensure the property stays in good shape and lease terms are respected.
• Always follow the rules: Provide proper notice (typically at least 24 hours in advance) before entering, and consider having the tenant present for transparency. Use checklists and photos to document everything for your records.‍
• Bottom line: Routine inspections lead to safer, happier tenants and fewer emergencies – a small time investment that can save money and reduce tenant turnover.

Owning and managing rental property means you’ll be performing regular property inspections to maintain your units. If you’re not sure where to start, this complete guide will explain what rental property inspections are, why they’re important, the different types, and how to conduct them step-by-step. 

We’ll also cover whether you should hire someone to do inspections on your behalf and what tools can help streamline the process.

What is a rental inspection?

A rental property inspection is a scheduled check of a rental unit’s condition, conducted by the landlord or property manager, often with the tenant present. The goal is to assess and document the property’s state – noting any maintenance issues, lease violations, or needed repairs – to ensure the home remains in good condition throughout the tenancy.

Inspections are typically done at key points:

• Before move-in and after move-out: to document starting and ending condition for security deposit purposes.
• Periodically during the lease: to catch problems early and verify the tenant is caring for the unit.

Tip: It’s helpful to have the tenant present during an inspection. They can point out any issues they’ve noticed, and you can show them any minor concerns to watch for. This collaborative approach keeps everyone on the same page and fosters trust.

Legally, landlords have the right to conduct regular inspections, but you must follow local laws and the lease. Nearly all states require giving advance notice to the tenant (usually 24–48 hours) before entering. 

Always check your state and city regulations and include clear inspection clauses in your lease. As long as you provide proper notice, you’re allowed to inspect the property even if the tenant isn’t enthusiastic about it – but a courteous heads-up and good communication go a long way.

Why are rental inspections important?

Your property is a major investment – if its condition declines, so does its value. Performing regular inspections is crucial for maintaining the property’s condition and value throughout a tenant’s lease.

Here’s why inspections should be a top priority:

• Prevent costly damage: Routine inspections let you discover issues early, such as pest infestations, damaged flooring, structural problems, broken windows, plumbing leaks, or malfunctioning appliances. Finding and fixing these promptly prevents small issues from snowballing into major repairs that cost thousands.
• Protect habitability and safety: As a landlord, you have a legal responsibility to provide a habitable home. Regular check-ups ensure the unit meets health and safety standards (for example, that smoke detectors and locks work, no mold or hazards), so you avoid violating any housing codes. Keeping the property safe and livable helps you avoid legal action from tenants over unaddressed issues.
• Preserve your investment’s value: Consistent maintenance through inspections keeps your property in top shape, supporting strong rental income and long-term appreciation. It’s far cheaper to maintain than to repair or rebuild value lost to neglect.
• Reduce emergency repairs and costs: Inspections can dramatically cut down surprise breakdowns. For example, landlords who conduct routine mid-lease inspections report 30% fewer emergency maintenance issues and spend about 40% less on emergency repairs on average. Stopping that small leak now might save you from a burst pipe bill later.
• Improve tenant satisfaction: Tenants appreciate a well-maintained home. By checking in and fixing things proactively, you show you care about the property and their comfort. This leads to happier tenants who are more likely to renew their lease, reducing vacancy. (One survey noted regular inspections correlated with a 25% higher tenant retention rate!). Plus, tenants living in a clean, safe environment tend to take better care of it themselves.
• Legal Responsibility for Habitability: Keep in mind that various state and local laws protect tenants from unsafe or unhealthy living conditions. By conducting inspections and promptly addressing issues, you ensure your property remains up to code and habitable, which shields you from potential fines or lawsuits for negligence. Proactive inspections are key to meeting your obligations as a landlord.

In short, regular inspections protect both your property and your tenants. They safeguard your finances by catching problems early and demonstrate to tenants that you’re committed to providing a quality home – a win-win scenario.

Reassuring tenants before inspections

When informing tenants of an upcoming inspection, it’s important to approach the communication thoughtfully. Tenants may sometimes feel like they’re being accused of doing something wrong. To avoid this, reassure them that the inspection is a routine part of maintaining the property and ensuring a safe living environment for everyone.

You can also give tenants time to address any minor issues they’ve noticed before the inspection, so they feel more comfortable. Clear communication can help foster trust and cooperation, making the inspection process smoother for both parties.

6 types of rental inspections

Not all inspections are the same. Landlords can conduct several different types of rental property inspections at various times. Understanding each type will help you schedule the right inspections and know what to focus on during each. 

Here’s a quick overview of the main types of inspections:

As you can see, inspections range from scheduled, in-depth reviews to quick drive-by glances. Move-in and move-out inspections bookend each tenancy and are critical for managing security deposits. Routine (bi-annual or quarterly) inspections during the lease help maintain the property and catch problems early.

Even a simple drive-by can offer insights without being intrusive. And if you ever transition management, a fresh change-of-ownership inspection sets the stage for proper oversight.

How to do a rental inspection

Now that you know a bit more about the types of inspections you can perform, let’s talk about how to actually do a rental inspection.

Let’s take it step-by-step:

1. Review local laws and the lease agreement

Both your local state and city laws and the lease agreement in place are important to know, particularly when it comes to scheduling a property inspection.

Typically, you’ll need to give your tenant a specific amount of advance notice when scheduling the inspection based on your local laws.

That’s often 24-72 hours, but it all depends on the laws in place in your area. So, don’t assume and instead make sure to review your local policies.

It’s also important to make sure you’re always following the lease agreement, whether it’s yours or your client’s lease if you’re a property manager.

You don’t want to breach your lease agreement in any way while scheduling or performing your inspection only to have a tenant complain or file a suit against you, as rare as it may be for that to happen.

2. Schedule the tenant to be there during the inspection

Next, make sure to inform the tenant that they should be there during the inspection.

This isn’t necessary, but it is suggested. Especially if you’re only doing annual or bi-annual inspections, as you’ll want them to walk you through any issues they might be having.

If you’re doing more frequent quarterly inspections, it’s really not required they be there. So, you can give them a choice if you don’t feel it’s necessary.

On a related note: make sure it’s clear to them why you’re doing the inspection in the first place.

If you did this when you signed the lease with them, then they’ll already understand the purpose of the inspections.

If not, take the time now to explain that your goal is simply to maintain the condition of the property and that you’d like to check to make sure there aren’t any problems with the unit.

3. Document everything with a checklist

A checklist is your best friend during regular inspections, as it allows you to do two things:

• Keep track of everything you need to check during your inspection so you don’t forget anything, and
• Helps you document the inspection itself for your records

With a good checklist in hand, you’re easily guided through the inspection process from beginning to end.

But more important than that is documentation.

Documentation is everything when it comes to inspections, as you need recorded documentation of the condition of the unit during an inspection in case there is ever a dispute.

It doesn’t happen often, but if a tenant tries to claim they weren’t aware of such-and-such damage at the time of moving out, you’ll need documentation to prove it to get the amount you’re owed from their security deposit.

4. Take photos

Even if you just take quick snaps with your smartphone, it’s important to document everything both in writing and with photos.

Photos are especially powerful as it’s easy to lie on paper, but virtually impossible to fake an image– and during an inspection which your tenant is on record having attended.

This is all stuff you never want to have to use, but it is stuff you need to cover yourself in the event of a difficult tenant.

How often should you inspect your rental property?

How often you inspect your properties is up to you. However, landlords and property managers typically prefer to perform inspections:

• Bi-annually, or
• Quarterly

Both methods generally offer frequent enough inspections to catch problems before they become major issues and generally keep tabs on everything.

Another common option is to check more frequently for newer tenants and less often for those that have been with you for a while.

The longer a tenant has been with you, the more likely they are to know your expectations and have proven their ability to keep up the unit to your liking.

Should you hire a rental property inspector?

Whether you should hire a property inspector is a question mostly of whether you should hire a property manager or not.

Typically, if you hire a full-service property manager or property management company, they'll handle everything regarding the day-to-day management of the property.

That usually includes regular inspections, though you can hire a property manager to only handle certain specific tasks.

Hiring a property manager comes with certain pros and cons, namely:

• Pro: Save time and headache managing tenants, and often results in more efficient management of your properties.
• Con: It will cost you, typically in the form of a percentage of your rental income.

If you're at a point where you have several properties and you need help managing them so you can focus more on investing, it may be time for a property manager.

If you're not or your profit margin can't justify the additional expense, it may be a good idea to wait.

Bottom line

Regular rental property inspections are crucial for long-term success as a landlord. By staying on top of your property’s condition, you’ll prevent small maintenance issues from turning into expensive disasters, keep your tenants safe and satisfied, and ensure your investment retains its value. Think of inspections as proactive maintenance: a little effort every few months can save you a lot of trouble and money down the road.

To learn more about how DoorLoop can help streamline the rental process, schedule a demo today.