Property Inspection Checklist

Who this is for

A periodic inspection on one page. Tick through each area of the property, then record anything that is less than good in the condition table with what is to be done about it and by whom, so the visit produces a list of actions rather than a vague impression.

Landlords and agents carrying out routine inspections during a tenancy, and tenants who want to walk the property themselves before the landlord does.

What this helps you track

• Every area checked on the same day, in the same order, every visit
• Anything below good condition written down with its location
• Who is to deal with each item — landlord, tenant or contractor
• A dated record to set alongside the last inspection and the next

How to use it

1. Fill in the property, the date and who is present at the top.
2. Walk the property in the order of the lists and tick each item as you look at it, not from memory afterwards.
3. Anything that is not in good condition goes in the condition table with a note and the action to take.
4. Photograph anything you put in the table and note the photo reference beside it.
5. Give the tenant a copy, and keep yours with the previous inspections for that tenancy.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How often should a property be inspected?

That is between you, the tenancy agreement and the rules where the property is. The sheet is dated so that whatever interval you choose is on record.

Do I need the tenant's permission to inspect?

Notice and access rules differ by country and by agreement, so check them where the property is. The sheet has a line for who was present, which is useful whatever the rules.

What counts as fair wear and tear?

There is no fixed definition here. Describe what you see — a scuff, a stain, a broken hinge — rather than labelling it. The move-out inventory is where wear and damage are compared against the start of the tenancy.

Is this the same as the inventory?

No. The inventory lists every item and its condition at the start and end of a tenancy. This is a shorter check made during it, to catch problems early.