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.