It’s a good idea to have regular rental inspections as a property manager or landlord, because if it’s not done enough, you might be missing big problems. But there has to be balance. Doing them too much can cause mistrust in your tenants towards you or your staff, and not doing them often enough can lead to serious issues. On top of that, there is a wide range of things to inspect when you go, but what do you focus on?
First of all, spell it out
It’s important to make sure your lease agreement has a clause about property inspections. In that clause you can easily set yourself up for success. You will be able to set the timing, frequency, and style of inspections, and the types of items you will be checking. Doing this will not only help your tenants know what to expect, it will give you a framework from which you can work.
Key to successful inspections is scheduling them regularly. This can depend on many factors, but most professionals agree this should be no less than twice per year. You also need to make sure your tenants are aware of when your coming. Give them time to prepare and clean the home. Showing up unannounced can be frustrating for tenants, and in some states, against the law. Calling and arranging a time, then posting a notice with the tenant can help keep everyone informed of what’s taking place and when. Most time this requires at least 24 hours’ notice prior to doing the inspection.
Sometimes schedules just won’t line up, and you’ll need to do the inspection without the tenant at home. Rather than just forgetting the inspection, make sure it happens, but take extra precaution when entering the home alone. Announce your arrival prior to entering the home and each room. You never know if someone is home sleeping.
Make and stick to a plan
Showing up unannounced is bad. Showing up without a plan is just as bad. Take some time to think through your rental(s) and what systems, items, fixtures, etc., you want to inspect and why. Create a checklist from that to help keep the inspection short, but powerful and informative. Print that checklist or take a digital copy with you when you go to have as a reference when you walk through the property. This can help keep tenants at ease because the will see you as prepared and thorough.
It’s important to note that, while tempting, do not go through your tenants’ personal items. Fixtures, such as cabinets, are free to open and inspect, but furniture, like tables, desks, dressers, etc., are off limits. Those contain personal items, and you should never touch a tenant’s personal property, especially if you are in the home alone.
What should you inspect?
Essentially you want to check for any type of damage or issues that are above and beyond normal wear and tear. That can include, but is not limited to, things like:
- Carpet
- Flooring
- Appliances
- Windows
- Doors
- Paint
- Toilets
- Sinks
- Faucets
- Heat Pump/Air Conditioner
- Showers/tubs
- Smoke/CO Detectors
What if?
What do you do if you find something out of the ordinary? Get it fixed! Don’t wait to fix an item, and don’t negotiate with the tenant. Remember to think in terms of long-term value over short-term profits. If the tenant caused the damage, they’ll need to pay for it. If it was caused by age of the property, it’s up to you as the landlord to fix it. But don’t hesitate. Finding and ignoring a problem can open you up to more risk down the road.
And what if you find someone is living there that shouldn’t be? Get it fixed! Remember not to react impulsively, but take action. Let your tenants know the unauthorized tenant should not be there. Tell them why it’s important to know who is all living there. It’s not just for you, the landlord, but it’s for them as well. They’ve opened themselves up to additional risk by allowing it. If they want to move out, let them. Set a hard date to have them gone, and schedule another inspection to follow up. If they want to stay, let them know they need to go through the application process and meet all the same criteria other tenants must meet. The standard won’t change just because they’re already there. Have them fill out the application, pay the fees, and do a background check. If they pass, great. If not, let them know, your tenant and the applicant, they’re in violation of the lease agreement until the individual moves out.
Don’t hesitate: inspect!
At the end of the day, one of the most important things you can do for your property and for your tenant is to regularly inspect the property. It can save you time, energy, and money down the road. It will help you be a better landlord and have better tenants.
For more information, watch our vlog about screening tenants:
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