Property manager inspection checklist
Property managers live or die by consistency. When one field agent runs a thorough inspection and another writes 'looks good' in a text message, the portfolio's documentation quality collapses. This checklist is designed to be run identically across every unit in a portfolio — the same photo proof, the same notes structure, the same PDF format, no matter who walks the unit.
Who it's for
Third-party property management companies, in-house property managers at real-estate firms, and multifamily operators standardizing inspections across dozens or hundreds of units.
Key facts
- Portfolio-scale consistency
- Reviewer sign-off supported
- Owner-report ready PDF
- Works across single-family, multifamily, and mixed portfolios
The full checklist
- 1Unit identification
Photograph the unit number plate, address confirmation, and lease reference. This anchors the record.
- 2Exterior approach
Walkway, entry door, mailbox, unit signage, common-area boundary.
- 3Entry inspection
Door hardware, weatherstripping, deadbolt operation, keys received.
- 4Interior room-by-room
Walk in a consistent order every time. Photograph walls, floors, ceilings, windows per room.
- 5Kitchen operational test
Every appliance powered on briefly. Photograph data plates for warranty reference.
- 6Bathrooms — full function
Every fixture tested, water pressure noted, exhaust fan runs.
- 7Safety devices
Every smoke and CO detector tested. Fire extinguisher present and in date.
- 8HVAC and mechanicals
Filter photographed, thermostat operates, water heater inspected.
- 9Electrical spot-check
GFCIs trip, panel labeled, sample of outlets tested.
- 10Lease compliance notes
Any lease-relevant conditions (pets, occupants, alterations) documented.
- 11Vendor referral notes
Any items that need a vendor — plumbing, HVAC, electrical — flagged with photo and description.
- 12Reviewer sign-off
Field agent submits. Property manager reviews and signs off before owner report.
- 13Owner report packet
Export the DoneTrace PDF and forward to the owner or portfolio dashboard.
Pro tips
- Write a company inspection SOP that references this checklist so every field agent runs it the same way.
- Use DoneTrace workspaces to isolate portfolios by owner — permissions and share links stay clean.
- Reviewer sign-off is the single biggest quality lever for large portfolios.
Frequently asked
How do we make sure every agent runs it the same way?
Save the checklist as your company template, pin it to the workspace, and require reviewer sign-off before the PDF is issued to owners.
Can owners see the reports directly?
Yes. Share the recipient link or the exported PDF. Links are revocable, so you can end access when an owner leaves.
Does DoneTrace integrate with property-management platforms?
PDF export and share links work with any owner portal that accepts document uploads. Direct integrations are on the roadmap.
Run this checklist in DoneTrace
Every step is a photo-backed proof point. Get an audit-ready PDF the moment you finish.