Ask potential property management company about their inspection process!

[Heath Sizick]

Thinking about hiring a professional property manager? There’s a lot to consider, and my recent posts are designed to give you the key insights you need to make the best decision for your investment. And I’m not done yet—there’s more to come!

You hire a management company to be your eyes and ears, so it’s crucial they conduct regular inspections. Many owners don’t realize how quickly bad tenants can cause damage. Don’t assume everything is fine just because rent is paid on time. Regular inspections help catch problems early and deter undesirable behavior. 

What kind of move-in inspection do they perform?

For single-family units, the manager should conduct a detailed inspection with digital photos, accompanied by the tenant for a walkthrough and sign-off on the report. This documentation is crucial for resolving disputes over damage during the tenant’s stay.

How often do they inspect the interior of the property? Are tenants notified before inside inspections?

The unit should be inspected at least annually, with every six months preferred. The inspector should use a checklist covering appliances, locks, A/C, furnace, water heater, smoke detectors, electrical, plumbing, and lease violations. Do not accept inspections only between vacancies—tenancies can last years. If doing in-person, tenants must be given notice before the inspection (24/48 hours, depending on state laws).

Who conducts the inspections and/or how are they conducted?

Inspections are usually handled by the property manager, though in larger companies they may be performed by other staff. Not all companies conduct in-person six-month inspections—many now use resident-led apps like zInspector or HappyCo. Whether inspections are done in person or through an app, make sure you understand the process and what it includes.

How often do they inspect the exterior of the property?

Inspections should be done between monthly and quarterly, with more frequent visits being better. However, many managers may only do drive-by inspections, where they don’t get out of the car. While acceptable for frequent visits, a thorough exterior inspection should be done less often.

How often are inspection reports sent to you?

Ask to see a sample copy. A management company can be operationally perfect, but if they can't attract new tenants do those skills even matter?

I hope you find this helpful!