How to Do a Rental Property Inspection (With a Room-by-Room Checklist)
A routine inspection is not about catching anyone out. It is about spotting the small problem while it is still small — the slow leak, the mould starting behind a wardrobe, the smoke alarm someone took the battery out of — and having a dated, photographed record of the property’s condition if it is ever disputed. Done properly it takes half an hour. Here is how.
Before you go: notice and timing
Every jurisdiction sets its own rules on how much written notice a tenant must get and how often you may inspect — commonly every three or four months, with notice measured in days. Check the tenancy law where your property is, give the notice in writing, and stick to the window you gave. Turning up unannounced is both unlawful in most places and the fastest way to lose a good tenant.
Take the last report with you
An inspection is most useful as a comparison. Bring the entry condition report and the previous inspection so you can see what has changed rather than judging the property cold. A mark on a wall means nothing on its own; a mark that was not there in March means something.
The room-by-room checklist
Every room: walls and ceiling (marks, cracks, damp patches), flooring, windows and their catches, curtains or blinds, light fittings and switches, power points, and signs of mould or condensation, especially in corners and behind furniture.
- Kitchen — oven, hob and rangehood (and whether the extractor actually vents), sink and taps, under-sink pipework for leaks, bench and cupboard doors, and the fridge space.
- Bathroom — toilet, cistern and any weeping at the base, shower and its seal, silicone and grout, extractor fan, and the classic hidden leak under the vanity.
- Bedrooms — wardrobe doors and rails, window latches, and mould on the wall behind where the bed sits.
- Living areas — heating or the heat pump and its filters, ventilation, and general wear.
- Laundry — washing machine taps and hoses, drainage, and the dryer’s venting.
- Safety — smoke alarms (press the test button, do not just look at them), any required insulation or heating standards, and clear egress.
- Outside — roof and spouting from the ground, gutters, fences and gates, decks and steps, drainage, and whether the section is being kept.
Photograph more than you think you need
Photos are the whole point of the exercise. Take them of everything you note, and of the rooms generally even when nothing is wrong — a photograph proving a wall was fine in August is exactly what you will want the following year. Make sure the images are dated and attached to that inspection rather than lost in a camera roll.
Write it up the same day
Condition notes are worth very little a week later, when “small mark, hallway” could mean anything. Record the condition of each room, the specific issues, what you agreed to do and what the tenant agreed to do, then send a copy to the tenant. That last step matters: a report the tenant has seen and not disputed is far stronger than one that sat in your files.
Then actually follow up
An inspection that finds a leaking tap and changes nothing is worse than none, because you now have a dated record that you knew. Turn each issue into a job with an owner and a date, and close it off at the next inspection.
Do the whole thing on your phone
LandlordMate is a free Android app built for exactly this: walk the property room by room recording condition notes and photos as you go, then export a polished PDF inspection report to send to your tenant — and save your own inspection templates so the next one is faster. Issues become maintenance jobs against a contractor directory, and compliance certificates carry expiry reminders. It also handles the rest of the rental business: income and expenses with proper tax handling, an asset register with depreciation, and year-end reports. Offline-first, with no account and no subscription.
More on the app: the LandlordMate page. General information only — check the tenancy rules that apply where your property is.
Frequently asked questions
How often can a landlord inspect a rental property?
It depends entirely on local tenancy law — every three or four months is common, with a minimum written notice period. Check the rules for your jurisdiction.
How much notice do I have to give?
Written notice is essentially always required and the period is set by law where the property is. Give it in writing and keep a copy with the inspection record.
What should be on a rental inspection checklist?
Every room’s walls, ceiling, floor and windows; kitchen and bathroom fittings and any leaks; mould and ventilation; smoke alarms and safety requirements; and the exterior, roof, gutters and grounds.
Do I need photos?
Yes. Dated photos attached to the report are what settle a disagreement later, and they are worth taking even when nothing is wrong.
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