Rental property · RP-04

Landlord Periodic Inspection Report

A free printable landlord inspection checklist — room by room with condition, photo references, repairs needed and items for the tenant, plus the notice you gave.

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2 pages. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.

Print it and write on it

A4 58 kB US Letter 58 kB

Fill it in type and save

A4 160 kB US Letter 160 kB

The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.

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

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

What is on the sheet

2 pages, in this order:

Page 1

Printed under the title: A room-by-room record of the property's condition during a tenancy, with the actions it generates and who is doing them.

Notice and frequency are set where you are, not here. No inspection frequency, notice period or condition standard is printed on this sheet. How much notice a tenant must be given, how often a property may be inspected and what condition it must be kept in differ by country, and often by region within one. Check what applies where the property is, and write it at the top.

How to use this sheet

Record the notice given and how, before anything else on the sheet.
Photograph anything you write down, and note the reference here.
Separate 'needs repair' from 'tenant to address' plainly — confusing the two is what makes deposit discussions difficult later.
Give the tenant a copy, and record that you did.

Write-on lines: Property · Tenant · Inspection date · Inspected by · Notice given on · How notice was given · Tenant present · Rules that apply here

Safety items seen

Smoke alarms present and tested
Carbon monoxide alarm where needed
No obvious damp or mould
Escape routes clear
Heating and hot water working
No visible electrical damage
Windows and locks working
Garden or outside area maintained

Ruled lines: General observations, and anything discussed with the tenant

Page 2

Room by room

Table, 18 rows: Room or area · Condition and what was seen · Photo ref · Repair needed · For tenant to address · Action by

Write-on lines: Copy given to tenant on · Next inspection · Signed

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.