Landlord inspection checklist
Landlords own the responsibility for the unit's condition record. Whether the tenant participates or not, the landlord's inspection is what will be produced in a deposit dispute, an insurance claim, or a lease-violation notice. This checklist is the landlord's copy — how to run the walk yourself, whether the tenant is there or not.
Who it's for
Independent landlords (1–20 units), accidental landlords renting out a former primary residence, and small property investors formalizing their process.
Key facts
- Landlord-side language and priorities
- Works with or without the tenant present
- PDF packet suitable for deposit and legal use
- Repeatable at move-in, mid-tenancy, and move-out
The full checklist
- 1Verify unit and lease reference
Photograph the unit number and reference the lease in the run notes.
- 2Exterior and approach
Entry door, walkway, mailbox, any exterior conditions relevant to the tenant's use.
- 3Interior condition per room
Wide shots per room, close-ups of any pre-existing conditions.
- 4Appliance operational test
Every included appliance briefly operated.
- 5Bathrooms
Every fixture tested. Water pressure and drain speed noted.
- 6Safety devices
Every smoke and CO detector tested. Fire extinguisher present.
- 7Systems check
HVAC on/off, water heater visible condition, electrical GFCIs.
- 8Lease-relevant items
Pets (if allowed), occupants, alterations, subletting evidence.
- 9Reviewer sign-off (if applicable)
For portfolios, a colleague or property manager reviews.
- 10Deliver copy to tenant
Share the DoneTrace link or PDF with the tenant even if they were not present.
Pro tips
- Even when the tenant is not present, share the PDF the same day — a delivered, timestamped record is what wins disputes.
- Mid-tenancy inspections (with proper notice per your state law) are the single best defense against surprise move-out damage.
- Keep a portfolio-wide template so every unit is documented the same way.
Frequently asked
Can I enter without the tenant present?
Only with proper notice per your state's landlord-tenant law, typically 24–48 hours. Emergency access is a separate exception.
How often can I do periodic inspections?
Depends on state law and lease terms. Most jurisdictions allow reasonable periodic inspections with notice — commonly quarterly or semi-annually.
What if the tenant refuses entry?
Document the refusal, review your notice compliance with counsel, and pursue remedies per your lease and state law. Do not force entry.
Run this checklist in DoneTrace
Every step is a photo-backed proof point. Get an audit-ready PDF the moment you finish.