What about move-in and move-out inspections?
Many states require a move-in checklist to be completed when possession of the rental unit is given to the new tenant. The checklist is a written statement of the condition of the rental unit at the time of move-in. The completed checklist documents any existing damage to the unit and/or an inventory of landlord supplied appliances or furnishings and requires signatures by landlord and tenant to acknowledge move-in condition of the rental unit.
The original signed checklist should be retained by the landlord in the tenant’s file and a copy given to the tenant. The move-in checklist is an inspection report and should be referenced when future scheduled inspections are conducted to determine if the rental unit remains in satisfactory condition or repairs are needed. The move-in checklist and inspection reports will be utilized during the final inspection and walk-through of the rental unit when the tenant is moving out.
The move-in and move-out inspections document why deductions were taken from the tenant’s security deposit for property damage and as proof for damages in excess of the deposit when a lawsuit is filed for damages recovery.
It may prove helpful to provide another copy of the move-in checklist along with a copy of the annual inspection checklist to the tenant before the actual inspection date for move-out to allow the tenant advance notification of the items/conditions to be inspected. Minor items that should have been taken care of by the tenant can be dealt with before the inspection date and the actual inspection should go much smoother since the tenant will know what to expect.
Landlords can use the checklist/inspection document to better manage properties by knowing when repairs were done and when to schedule future routine maintenance. Checklists are another source of documentation to help refute claims of neglect or unsafe conditions in a rental unit. As with all property records, inspection documents should be retained in a permanent file for the appropriate time period as specified by specific legal requirements or by statute of limitation laws.
If the property is not kept in good repair and the problems are not corrected during a vacancy, the new tenants will start out with a bad experience. The fewer defects for a property when a tenant moves in, the less argument the tenant can have when the tenant moves out.