Routine inspections help you with three essential tasks:
- Identifying and addressing maintenance issues early
- Ensuring health and safety compliance
- Maintaining positive tenant relationships
In this way, you should see them as a critical aspect of your responsibility as a landlord. This guide will walk you through the process. We’ll highlight:
- What to look for during an inspection
- How to prepare for an inspection
- How to handle any issues that arise
What Is a Routine Inspection?
A routine inspection is a scheduled visit to your rental property to check its condition. You use it to check whether everything in the property is in decent condition.
The ‘routine’ is deliberate. You should carry out an inspection at regular intervals, often agreed upon within the tenancy agreement.
Consider inspections a proactive measure to protect your investment and ensure the property’s safety for tenants. After all, it’s worth remembering these inspections are mutually beneficial since they give peace of mind to both parties that the property isn’t falling into disrepair.
Damage to the property would be inconvenient to both tenant and landlord; see inspections as a solution to help prevent this.
We should also address the elephant in the room, the notion from the tenant’s perspective that inspections are a way for landlords to stick their noses into their business. These inspections aren’t about catching tenants out; you’re not looking for a ‘gotcha’ moment to accuse a tenant of a lack of care.
Instead, always approach inspections collaboratively using the mutually beneficial framing outlined above.
Preparing for a Routine Landlord Property Inspection
It’s important to do some groundwork before a routine inspection. This preparation includes creating a checklist to help guide your visit. Your checklist should cover:
- Checking the property fixtures – Ensuring all fixtures are in working order (note these refer to residential fixtures, commercial fixtures may vary):
- Light fittings
- Window coverings
- Built-in cabinets
- Taps
- Appliances (washers, dryers, AC units, ovens)
- Curtain rods and towel racks
- Some landscaping elements (trees, bushes, etc.)
- Check for leaks around windows and in the roof space. Also check the basement if there is one
- Your checklist should also include the key elements of the property that together make up its general condition. You’re checking for any cracks, stains and other signs that could indicate structural damage or some other threat to the property.
- Walls
- Floors
- Ceilings
- The exterior
- Look for any signs of pests, such as droppings or damage caused by rodents or insects.
Another aspect of your preparation is giving notice. Depending on where you are in Australia, you have to provide a minimum notice period before an inspection. You should give the notice in writing, and it should outline the date, time, and purpose of the inspection.
In Queensland, you can carry out the first routine inspection at any time after the tenancy agreement starts as long as you provide a minimum of 7 days’ notice for entry. You can also only carry out one inspection every three months.
Conducting the Inspection
Either the landlord or a property manager can perform the inspection.
The person inspecting the property should be thorough but still respectful of the tenant’s privacy. It’s a good idea to view the task as you entering the tenant’s space, even though it’s your legal right to an inspection.
During the inspection, you should:
- Take notes and photographs to record the condition of the property. This documentation might be important as evidence if any disputes arise later.
- Ensure that the property is in health and safety compliance. This means checking smoke alarms and making sure exits aren’t blocked. Look for other potential hazards while you’re assessing the property. As mentioned in the checklist above, some potential hazards might include:
- Potential trip hazards
- Blocked ventilation
- Damaged electricity outlets
- Bowing or leaning walls
- Sagging floors or ceilings
- Check for any maintenance issues. If there are broken appliances or anything you know needs repairing, make a note and set a plan to fix them.
Beyond these critical steps, you can also assess the general cleanliness of the property:
- Are the tenants doing general upkeep?
- Are they keeping things tidy?
- Is it messy in a way that is potentially harming the property?
This can be a subjective assessment; remember that tenants have the right to live comfortably, and this isn’t a housework inspection. The property does not need to be in perfect condition during the inspection.
You can be the judge if you need to address any issues regarding the upkeep of the property.
Addressing Maintenance Issues
We mentioned addressing maintenance items that may arise when inspecting the property. Maintenance can be as banal as fixing a dripping tap, or it could involve scheduling more significant repairs.
It’s important to differentiate between expected wear and tear and considerable damage you must repair:
- Immediate repairs – Carry out repairs as soon as possible if the issue poses any risk to health and safety. Broken locks or exposed wiring would fall into this category.
- Planned maintenance – Use the inspection to identify future maintenance items that you can schedule for a later date. Repainting walls or replacing worn carpets would fall under this category; these issues might be inconvenient to a tenant but they don’t need immediate attention.
- Tenant communication – Communicate a timeline for repairs with the tenant. This lets them know what to expect and can be a valuable way to maintain a good relationship. They don’t want you to ghost them on intended repairs. At the same time, they don’t want a plumber turning up without notice.
Tenant Rights and Responsibilities
Tenant rights are something that landlords and property managers need to be aware of. These rights include:
- Written notice of the inspection
- A ‘reasonable time’ for the inspection
- To be present during the inspection
It’s important to respect these rights, and not just because you’re legally obliged to do so.
It’s worth remembering you’re in an agreement with your tenant; good relations benefit you both. As such, you never want to be heavy-handed in your dealings. In this spirit, if the tenant raises any issues during an inspection, always be respectful and hear them out. They just want to enjoy your property without inconvenience or complication, so you’re usually on the same team.
Post-Inspection Follow-Up
Follow up on the issues (if any) you identified during the inspection with some reporting. This ensures everyone is on the same page. This reporting includes:
- Reporting findings – Give the tenant a report summarising the inspection.
- Scheduling repairs – Arrange to complete any necessary repairs quickly. Share details with the tenant about when they can expect these repairs to be done.
- Keeping records—Maintain detailed records of all inspections and include notes and photographs as further evidence, as well as copies of any correspondence you’ve had with the tenant. You can refer to all this documentation if you ever get into a dispute.
Routine Property Inspections
Routine inspections help you protect your investment and provide a safe, comfortable home or commercial space for your tenants.
Ensure your rental property is well-maintained and compliant with all regulations by partnering with One Hive Property Group.
Our experienced team in Innisfail can handle every aspect of tenancy and property management, including help with routine inspections.
Contact us today to learn how we can help you protect your investment and provide the best possible service to your tenants.