HOA inspection checklist
HOA and condo-association boards run inspections for two reasons: to maintain the common elements they're responsible for, and to document CC&R violations they'll enforce. Both require a repeatable, photo-backed record. This checklist walks common areas and grounds in a consistent order and produces a packet suitable for board minutes or violation notices.
Who it's for
HOA and community-association boards, management companies serving associations, and maintenance staff running seasonal walks.
Key facts
- Common-area + building envelope + grounds
- Violation documentation format
- Seasonal walk template
- Board-minutes-ready PDF
The full checklist
- 1Entry gates and signage
Gate operation, signage condition, lighting at entry.
- 2Common corridors and stairwells
Flooring, walls, paint, lighting, cleanliness, fire-life-safety signage.
- 3Elevators
Inspection certificate current, cab interior condition, call buttons operate.
- 4Lobbies and mail area
Furniture, cleanliness, package storage, mailbox condition.
- 5Amenity spaces
Gym, pool, clubhouse, roof deck — inventory each with photos and any damage.
- 6Parking garage or lot
Lighting, striping, drainage, pillar or structural damage.
- 7Grounds and landscaping
Turf, plantings, irrigation, dead trees, walkway condition.
- 8Building exterior
Cladding, roofline (from ground), gutters, obvious damage.
- 9Trash and recycling area
Bin condition, enclosure, cleanliness, pest evidence.
- 10Fire and life safety
Extinguishers in-date, exit signage lit, sprinkler risers accessible.
- 11CC&R violation walk (if applicable)
Photograph any unit-level violations from the common area (unauthorized alterations, holiday displays outside rules, etc.).
- 12Reviewer sign-off
Board member or property manager reviews and signs off.
- 13Board packet
Export the PDF for board minutes or violation notice attachments.
Pro tips
- Run seasonally (spring, summer, fall, winter) — the year-over-year record supports capital planning.
- Photograph any violation from the common area, not from a unit interior — respect the ownership boundary.
- Keep the packet with board minutes for the retention period your state requires for associations.
Frequently asked
Who runs the inspection — the board or management?⌄
Both. Boards typically walk quarterly with the management company; management usually walks monthly.
Can this back a violation notice?⌄
The photos and timestamps are the evidentiary basis for a violation notice. The notice itself must follow your CC&Rs and state law.
Do we need one for each building?⌄
Yes, one packet per building keeps the record clean and mirrors how most associations account for common-element condition.
Run this checklist in DoneTrace
Every step is a photo-backed proof point. Get an audit-ready PDF the moment you finish.