What Can a Landlord Look at During an Inspection? Everything You Need to Know

If you're a landlord, regular property inspections are important for maintaining the value and condition of your rental properties.

But what can a landlord look at during an inspection? These evaluations help identify maintenance issues, ensure lease compliance, and address potential safety hazards, all of which protect your investment.

Whether you’re an experienced landlord or new to the business, understanding what to examine during these inspections will help you keep your properties in top shape.

In this guide, we’ll walk through the key areas to focus on during property inspections and provide tips for conducting them effectively while respecting tenants' rights.

What is an inspection?

A rental property inspection is an essential tool in a landlord's property management arsenal. It's a systematic evaluation of your rental property, typically conducted at regular intervals or during specific milestones during the tenancy.

As a landlord, when you perform an inspection, you're essentially conducting a comprehensive check-up of your investment. During this process, you or your property manager will examine various aspects of the property, including the following:

1. The overall condition of the property
2. The functionality of major systems and appliances
3. Any potential maintenance or repair needs
4. Compliance with lease terms and property rules
5. Adherence to safety standards and local regulations

These inspections serve multiple purposes:

• They help you maintain the value and integrity of your property
• They allow you to identify and address issues before they become major problems
• They ensure that tenants are adhering to the terms of their lease
• They provide documentation that can be valuable in case of disputes

Regular property inspections are a proactive measure that can save you time, money, and headaches in the long run. By staying on top of your property's condition, you can maintain its value, ensure tenant satisfaction, and protect your investment for years to come.

Rights and responsibilities during the inspection

State laws determine the guidelines for rental property inspections. Brush up on your local laws to make sure that everyone's rights are respected. A few common laws you'll find across the states include the following:

1. Notice requirements

Landlords must inform tenants in advance before inspecting, usually with a written notice. This notice gives the tenant time to prepare and know when the inspection will happen.

2. Privacy rights

Tenants have the right to privacy in their rented space. Property managers must have permission granted by the tenant to look through their belongings or enter their living areas for apartment inspections.

3. Frequency of rental inspections

A rental inspection should only happen every now and then. Inspections typically occur when a tenant moves in or moves out, or if an issue arises during the lease. Frequent and unnecessary inspections are illegal, so make sure inspections only occur for valid reasons.

4. Emergency inspections

Landlords can enter without notice in emergencies, such as when the running water breaks or a gas leak occurs, to fix the issue urgently and protect the unit and the building.

5. Fair treatment

Landlords must treat all tenants equally when it comes to apartment inspections. They cannot single out specific tenants based on race, religion, or family status, as mandated by fair housing laws. Doing so would qualify as illegal discrimination.

Fair housing laws keep the apartment inspection fair and respectful for everyone. Consult with a legal expert or reference local tenant-landlord guidelines if you have any inspection questions.

Use a rental inspection checklist

Diligent landlords and property owners use a rental inspection checklist as a helpful tool to assess the condition of a rental property during an inspection. A checklist can help validate that the landlord and tenant are on the same page regarding any damages or issues.

Preparing for a rental property inspection

Here are some steps to prepare for a rental property inspection to ensure a smooth and successful process.

Reviewing local laws and the lease agreement

As we discussed above, before conducting a rental property inspection, it's important to review local laws and the lease agreement. This clarifies your rights and responsibilities as a landlord or property manager — as well as the tenant’s rights and responsibilities.

Familiarize yourself with the laws and regulations regarding rental property inspections in your area, including the required notice period and the tenant’s right to privacy. This ensures that the inspection is legal and respectful, avoiding any potential conflicts.

Scheduling the inspection with the tenant

Schedule the inspection with the tenant in advance, providing them with proper notice as required by local laws. It's a good idea to schedule the inspection at a time when the tenant is present so that they can point out any issues or concerns they may have.

Make sure to provide the tenant with a clear understanding of the inspection process and what to expect. Clear communication helps build trust and ensures that both parties are on the same page, making the inspection process smoother and more efficient.

What can landlords inspect in your rental?

During an inspection, landlords can examine certain areas in your rental unit. However, they must follow the law and respect your rights as a tenant. Here's what they can typically inspect:

Interior areas

• General condition: Landlords have the right to inspect the overall condition of a rental unit. They want to make sure it's in good shape and well-maintained. Aspects of the overall condition include checking if the walls, floors, and ceilings are in good condition, as well as conducting a mold inspection to verify that the property is free from harmful mold growth.
• Safety hazards: Landlords can inspect for issues that pose a threat to the health and safety of their tenants. For example, they can check if there are problems with electrical wiring that could cause a fire or if the locks on doors and windows work properly.
• Appliances and fixtures: Landlords can verify that appliances like the stove, refrigerator, or dishwasher are working properly. They want to confirm that you have access to the basic things you need for daily life.

Exterior areas

• Yard and landscaping: If the rental property has a yard or garden, the landlord can inspect it. They want to confirm that the outside area is maintained because it's part of the property. Things they might check for include overgrown weeds or broken fences.
• Structural integrity: Landlords also have the right to check the main structure of the building. It means they can look for signs of damage, like cracks in the walls or a leaky roof.
• Common areas: In buildings with shared spaces, like apartments or condos, landlords can inspect areas such as hallways, staircases, or laundry rooms to verify that these areas are clean and safe for all tenants.

Lease compliance checks

• Rent payment: Landlords can validate that a tenant is paying rent on time as they agreed to do in the lease agreement. If the tenant is behind on rent payments, they might talk about it.
• Pets: The landlord can check that tenants don't have any pets on the property if the lease prohibits pets. They want to confirm that everyone follows the same rules to keep the rental property in good shape.
• Subletting: Sometimes, leases say you can only sublet or let someone else live in your place with permission. For this reason, the landlord or property manager is permitted to verify that others only move in with their knowledge.
• Other lease terms: The lease agreement may specify other rules, like no smoking, quiet hours, or maintenance responsibilities. Landlords can see if you follow these rules during a rental inspection, as they are part of your rental agreement.

Remember, landlords must respect your privacy and follow proper procedures when conducting inspections. They're responsible for maintaining the property, but they must also follow tenant rights laws.

Common types of rental property inspections

Landlords may conduct several different types of inspections. Some common types include the following:

Move-in inspections

This inspection happens when a tenant first moves into the apartment. Landlords will go through the property with the new renter to document its condition. Both parties should take pictures or notes during this inspection to protect themselves from being held responsible for pre-existing issues.

Routine inspections

Landlords may conduct routine inspections periodically, usually once or twice a year. Inspections check the property's overall condition and identify any maintenance or safety concerns that need attention. The landlord will provide notice in advance before conducting a routine inspection.

Move-out inspections

When a tenant decides to move out, the landlord will conduct a move-out inspection. They will compare the apartment’s condition to the initial move-in inspection to determine if there are any damages beyond normal wear and tear, which is important for assessing the tenant's security deposit.

The move-out inspection is conducted to determine the return of the tenant’s security deposit.

Conducting a rental property inspection

Now that we've discussed what areas landlords can inspect and the types of inspections, let's focus on how to conduct a thorough and effective rental property inspection. Here are key steps to follow.

Documenting the inspection with photos and videos

Documenting the inspection with photos and videos provides a clear record of the property’s condition. Take photos and videos of every room, including the walls, floors, ceilings, and any appliances or fixtures.

Make sure to document any damages or issues you find during the inspection. This will help to prevent disputes when the tenant moves out and will provide a clear record of the property’s condition at the time of the inspection.

It's also a good idea to use a rental property inspection checklist such as the one we've provided in this article to ensure that all areas of the property are inspected and documented. The checklist should include the following:

• Walls and ceilings
• Floors and carpets
• Appliances and fixtures
• Plumbing and electrical systems
• Pest and rodent infestations
• Mold and mildew

By following these steps, you can ensure a successful rental property inspection that will help maintain the condition of the property and prevent disputes with tenants. Regular and well-documented inspections are important for effective property management and tenant satisfaction.

Things landlords should keep in mind during inspection

Here are some things that landlords should remember during an inspection:

• Provide notice: Landlords must give tenants advance notice before conducting an inspection. This allows tenants to prepare and make necessary arrangements for the inspection.
• Document findings: During the inspection, document any damages, maintenance issues, or violations. Take photos or notes to have a record of the condition of the rental unit.
• Provide feedback: Landlords should give feedback to the tenants after the inspection. This includes discussing any concerns and providing guidance on addressing them.
• Respect tenant rights: Landlords should respect tenants' rights during inspection. This includes not going through personal belongings or invading their privacy.
• Follow up on repairs: If the inspection uncovers any necessary repairs or fixes, landlords must address these issues within a reasonable amount of time.

How Azibo can help streamline rental inspections

Managing rental properties and conducting inspections can be overwhelming, but Azibo offers a solution that simplifies these processes for landlords. Azibo’s property management platform provides the tools you need to stay organized, ensuring that your rental inspections are thorough and compliant with legal requirements.

Here’s how:

1. Centralized documentation: Azibo enables landlords to store important documents such as lease agreements, inspection reports, and maintenance records in one place. This allows you to keep track of inspection dates, tenant communications, and any repair needs that arise during inspections.

2. Maintenance requests: Tenants can easily submit maintenance requests through Azibo’s platform, and landlords can track and manage these requests. This ensures that any issues discovered during inspections are promptly addressed, maintaining property value and tenant satisfaction.

3. Financial tracking: In addition to inspections, Azibo offers a suite of financial tools that allow you to track rent payments, security deposits, and maintenance expenses. This ensures that you have a complete overview of your rental property’s financial health.

By using Azibo, landlords can streamline the entire inspection process — ensuring compliance, addressing maintenance issues efficiently, and keeping accurate records — all while reducing the stress of managing multiple properties.

Ready to simplify your rental property management? Sign up for Azibo today and discover how our platform can help you stay organized, compliant, and stress-free when managing inspections and much more.

What can a landlord do during an inspection?

Regular, thorough property inspections are part of successful property management. For a landlord, these inspections serve several purposes. They allow you to maintain the value and condition of your property, identify and address maintenance issues early, ensure tenant compliance with lease terms, and document the property's condition over time.

Remember, conducting inspections isn't just about protecting your investment — it's about fostering a positive landlord-tenant relationship. By following proper procedures, respecting tenant rights, and maintaining clear communication, you create a win-win situation that benefits both you and your tenants.

Ultimately, well-executed property inspections lead to better-maintained properties, happier tenants, and a more profitable rental business. By incorporating the strategies and tips outlined in this guide, you'll be well-equipped to conduct effective, lawful, and respectful inspections that serve the best interests of all parties involved.

With these tools at your disposal, you're ready to approach property inspections with confidence and professionalism.

What can a landlord look at during an inspection FAQs

What happens if you fail an inspection?

If you fail an inspection, the landlord will list the identified problems or violations. You will receive a timeframe to fix these issues.

Failure to address the problems within the given time frame can lead to penalties, such as fines or deductions from your security deposit, and repeated failures can lead to eviction.

Can a tenant refuse a landlord inspection?

No, a tenant cannot refuse an inspection. Landlords and property owners have the legal right to conduct inspections if they provide proper notice and have a valid reason.

How long should an inspection take?

Inspection may take from 30 minutes to a couple of hours. The property's size, the complexity of the inspection, and the specific areas under scrutiny determine the time required.