Being a landlord isn’t just about collecting rent – it’s about protecting your investment and making sure your tenants are happy, safe, and settled. One of the simplest, most effective ways to stay on top of your responsibilities? Regular property inspections.
But how often should they be done, what should you check for, and how can you make the process smooth and stress-free for both you and your tenants? Let’s explore everything you need to know.
Related: The ultimate guide to property management
Types of property inspections
There are a few different types of inspections landlords should be aware of – each with its own purpose and checklist.
- Move-in inspection
This happens before your tenant moves in and sets the benchmark for the condition of the property. Using a move in inspection checklist ensures you record the state of everything from the walls to the white goods. It helps avoid disputes later on and protects both parties.
- Routine inspection
Usually carried out every 3–6 months, routine inspections are designed to check the general upkeep of the property. They help you spot any damage, ensure your tenants are caring for the space, and identify repairs early. Using a landlord inspection checklist can make this process consistent and reliable.
- Move-out inspection
When tenants leave, a move out inspection helps compare the property’s condition to the move-in report. This step is key for deciding whether deductions from the deposit are fair.
- Drive-by inspection
This is a quick check from outside the property – ideal if you live nearby. While it won’t give you the full picture, it can highlight obvious issues like overgrown gardens or signs of neglect.
Related: How to be a good landlord: the ultimate checklist
Preparing for a rental property inspection
A bit of preparation goes a long way in making inspections easy and effective.
Start by giving your tenant at least 24 hours’ written notice – it’s a legal requirement and helps maintain a respectful relationship. Always aim to book the visit at a reasonable time, ideally mid-morning or early afternoon.
Before you go, have your rental property inspection checklist ready. This should include everything you want to check – from plumbing and electrics to locks and outdoor areas. Let your tenant know what you’ll be looking at, so they’re not caught off guard. The more transparent and respectful you are, the smoother things will go.
What to look for during an inspection
Inspections aren’t about catching tenants out – they’re about ensuring everything is safe, functional, and well looked after.
Here are the essentials to check, using your rental property maintenance checklist:
- Any signs of damp, mould, or leaks
- Condition of walls, floors, and ceilings
- Working smoke and carbon monoxide alarms
- Kitchen appliances and plumbing
- Locks, windows, and doors
- Evidence of pets or unauthorised occupants
- General cleanliness and upkeep of outdoor spaces
A friendly, professional approach will encourage tenants to share any issues – which is a win for everyone.
Documenting and reporting findings
After the inspection, it’s time to create a property inspection report. This doesn’t have to be complicated – just make sure you clearly record what you found, along with the date and time.
Include photos of anything that might need attention and note down any maintenance requests from your tenant. Then share a copy of the report with them. This keeps things transparent, avoids future confusion, and gives you a handy reference for the next visit.
Handling maintenance and repairs post-inspection
Spotting an issue is only helpful if you follow up on it. Whether it’s a leaky tap or a faulty light switch, acting quickly shows your tenants that you care and helps prevent small problems becoming bigger ones.
Use your rental property maintenance checklist to stay organised and prioritise tasks. Urgent jobs – like heating or structural issues – should be dealt with straight away. Less pressing repairs should still be scheduled promptly.
Always keep your tenants in the loop about what work is happening and when. Good communication goes a long way in building trust.
Legal considerations for landlords
Landlords have a legal right to inspect their property – but only within reason. You must give at least 24 hours’ written notice and ensure inspections are done at a reasonable time of day.
It’s also important to understand that tenants can refuse access, even with notice. This might feel frustrating, but a calm and respectful approach is key. If your relationship with the tenant is strong and professional, issues like this are unlikely to arise.
Inspections should never be so frequent that they feel intrusive. Overstepping can breach your tenant’s right to quiet enjoyment of their home.
Best practices for a smooth inspection process
Inspections don’t need to be awkward. Here are a few tips to keep things easy and stress-free:
- Bring a detailed landlord inspection checklist to stay on track
- Be polite, punctual, and professional throughout
- Avoid personal comments or criticism – focus on the property, not the tenant’s lifestyle
- Encourage open communication – this helps spot and solve problems early
- Take photos with the tenant’s permission, and write everything down
The aim is to protect your property while keeping the tenant relationship positive and respectful.
Common mistakes landlords should avoid
Even experienced landlords can make a few missteps during inspections. Here are some to avoid:
- Skipping inspections altogether – this can lead to expensive surprises
- Over-inspecting – visiting too often can annoy tenants and damage trust
- Not following up on issues – your tenant will feel unheard if repairs aren’t made
- Poor documentation – without a solid property inspection report, disputes are harder to resolve
- Lack of communication – surprises and uncertainty make everyone uncomfortable
Related: How to avoid tenancy frauds
In summary…
So, how often should you inspect your rental property? The general advice is every three to six months, with move-in and move-out inspections bookending the tenancy. This approach keeps your property in great shape, ensures your tenants are comfortable, and helps you catch small issues before they turn into big ones
At Martin & Co, we help landlords stay on top of property care with professional support and local expertise. Get in touch with your local Martin & Co branch today.
