Landlord Periodic Inspection Report

What this sheet is for

Record a mid-tenancy inspection properly, separating what you need to repair from what the tenant needs to address, with the notice you gave written at the top.

Who it is for

Landlords, letting agents and anybody responsible for inspecting a let property.

How to use it

1. Record the notice given and how you gave it, before anything else.
2. Photograph everything you write down and note the reference.
3. Keep 'needs repair' and 'for the tenant' in separate columns — confusing them is what makes the deposit discussion difficult later.
4. Give the tenant a copy and record that you did.
5. Act on the repairs, and date them when done.

What is on the sheet

The layout is fixed at a size that fits both A4 and US Letter, so the A4 and Letter files are visually identical and print at full size on either. Rows are set at a height that an adult can actually write a date and a few words into with a pen — most printable tables are built in a word processor and never tested with one.

Questions

How often can I inspect, and how much notice do I have to give?

That differs by country and often by region within one, and this sheet prints no figure for either. Check what applies where the property is and write it in the box provided. Getting this wrong is one of the more common ways landlords end up in trouble over an otherwise reasonable inspection.

Is this a deposit deduction schedule?

No. It records condition during a tenancy. A deduction at the end has to be measured against the inventory taken at the start, and against fair wear and tear as it is defined where you are.