Property inspection best practices

Gemma Nettle

By Gemma Nettle

19 August 2025

Property managers should conduct regular, thorough property inspections to maintain property value, ensure tenant safety, and identify maintenance needs early. These are not just a compliance checkbox but a best practice and have several functions, such as safeguarding assets and ensuring tenant wellbeing. 

Property inspection best practices

 

Scheduling and notice

A predetermined inspection schedule, such as quarterly or semi-annually, should be created and followed. This consistency helps in maintaining the property's condition, ensuring compliance with tenancy agreements, and creating a good relationship between the landlord and the tenant. Deviating from a set schedule can lead to oversight and sometimes more costly repairs down the line. 

Respecting a tenant's right to privacy is paramount and legally required, so tenants must receive adequate written notice before each inspection. This notice period can range from 24 to 48 hours, as stipulated by the tenancy agreement. This allows tenants sufficient time to prepare for the inspection, ensuring the property is tidy and accessible. Failure to provide proper notice can lead to disputes and legal repercussions. It could also mean there is no access to the property because no one is in and therefore wastes the time of the inspector. The notice needs to clearly state the date, time, and purpose of the inspection. 

Inspections should always be scheduled at reasonable times, ideally during daylight hours.
This is the best way of respecting the tenant's time but also makes for a thorough inspection process. Doing it during the daytime also allows the inspector to identify any potential issues or maintenance needs more easily. Scheduling inspections outside of reasonable hours can be disruptive to the tenant and create an unnecessary burden on them. It can also likely lead to extra costs for the agent or inspector who is working outside of normal business hours. Weekday business hours are generally preferred, avoiding weekends or late evenings unless absolutely necessary and agreed upon by both parties.

 

Preparation and documentation

Create a detailed checklist to ensure everything is thoroughly inspected, covering plumbing, electrical systems, appliances, and more. Make sure to document everything. Making detailed notes and taking photographs of any observed issues, damage, or areas of concern will make the process easier. 

Property managers could also consider integrating property management software to help optimise the inspection process and maintain accurate records. This is where Arthur comes in to save the day!

 

During the inspection

Always maintain a professional and polite demeanour with tenants. Discuss any issues or concerns and answer their questions. An inspection is your chance to conduct a thorough walkthrough, looking at the property from room to room, both inside and out. Check for maintenance issues, looking for signs of wear and tear, leaks, damage, and safety hazards. Ensure to confirm compliance, checking tenants are adhering to the lease agreement when it comes to matters such as pets and modifications.

 

Post-inspection

Once the inspection is complete, share the report with the tenant, detailing any required repairs or actions. Promptly address all identified maintenance or repair needs, keeping the tenant informed of the progress.

 

Tenant relationships

Maintain open and transparent communication with tenants throughout the inspection process. By listening to their feedback and addressing concerns promptly and professionally, property managers can build trust and positive relationships.

 

Final thoughts

By following a structured process, property managers can ensure tenant safety, and address maintenance issues before they become major problems. This approach not only protects investment but strengthens relationships with tenants through clear communication and a professional demeanour.

Heard enough? Book your demo for Arthur now! 

 

Gemma Nettle

When Gemma is not writing at work, her main hobby is writing at home. Entertainment is her bag, lapping up every new film and TV series with ferocity. She is always on the lookout for a new pastime, having experimented with dance, baking and bass guitar.

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Gemma Nettle

By Gemma Nettle

19 August 2025

 

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