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.