PMs/Landlords — what recurring inspections are on your annual checklist?

Question

I’m putting together a list of every recurring inspection and compliance test that property owners/managers need to stay on top of — split by property type since the requirements are so different.

I’ll start with what I track:

Commercial:

∙	Backflow preventer testing (annual — water purveyor will shut you off)

∙	Fire alarm system inspection (annual)

∙	Fire sprinkler inspection (annual + quarterly gauges)

∙	Fire extinguisher inspection (annual + 6yr/12yr cycles)

∙	Elevator cert (annual)

Residential (multifamily):

∙	Backflow preventer testing (annual — if you have irrigation or fire sprinklers)

∙	Smoke/CO detector compliance (varies by state — some require at turnover, some annual)

∙	Fire extinguisher in common areas (annual)

What else is on your list? I know I’m missing things — especially on the residential side. Feel free to mention your state/market since requirements vary so much.

Alex Rivera · Answer

Self-managing a 4-plex and duplex in Tacoma, WA — a couple of PNW-specific additions:

Tacoma has a Rental Housing Inspection Program that cycles through properties every few years. Worth doing a self-audit before they show up — they check habitable space, electrical, heating systems, water heater condition, window locks, and smoke/CO placement.

For WA multifamily, gutters and downspouts are non-negotiable maintenance here. Water intrusion from clogged gutters in a wet PNW winter gets expensive fast. I also do a crawlspace check in fall and spring — moisture issues can turn into mold or structural problems before you notice.

On smoke/CO: WA requires detectors within 10 feet of each sleeping area. I replace batteries annually and swap all units on a 10-year cycle. Keep receipts — good documentation if there is ever a habitability dispute.

One to add to your list: water heater T&P valve test, annual. Takes 2 minutes and catches a seized valve before it becomes a bigger issue.

Chris Parker · Answer

Thanks Colleen! I really appreciate it. I feel like we don't know what these are until we're delinquent in a lot of cases.

Nate Sullivan · Answer

14 SFH in Memphis, self-manage all of them. I do a drive-by on every unit once a month and a full interior walkthrough every quarter. The drive-by is just 5 minutes per house looking at the exterior, yard, gutters, anything obvious. The quarterly I check HVAC filter, water heater for leaks or sediment, smoke and CO detectors, look under sinks, check the crawlspace if there is one. Takes about 20 minutes per unit.

8 of my doors are Section 8 so I also get the annual MSHA inspection on those. They will find something every time, even on a unit you think is perfect. Budget $200-500 a year per unit just for inspection-driven repairs. Last year one inspector flagged a handrail that was wobbling by maybe a quarter inch.

On the residential SFH side I'd add gutter cleaning twice a year and a full HVAC service in spring before the Memphis summer hits. I don't do annual drain cleaning but probably should since most of my houses are 1960s-70s builds with cast iron.

Joel Miller · Answer

You did not mention your location, but up north here it’s important to check out the exteriors of all properties, generally sometime in April to determine if there has been any winter damage… especially gutters/soffit/fascia. It’s also a good opportunity to plan out any special projects for the summer like exterior painting so that you can get with contractors early in the season and get on their schedule before they are too busy.

Colleen F. · Answer

@Chris Parker  residential we have state and town registrations depending on the town. They are annual. Some towns have rental licenses. There are also annual reports you file with the state business office.

Jim Johnson · Answer

Solid list — most of the gaps I see on the residential side are less about one-off items and more about consistency in recurring checks.

A few I’d typically layer in:
• HVAC servicing (at least annually, sometimes 2x depending on climate)
• Roof and gutter inspection (usually 1–2x/year or after major storms)
• Water heater inspection/flush (annual to extend life and catch issues early)
• Plumbing checks for leaks/pressure issues (often tied to other visits)
• Electrical panel / GFCI checks (especially on older properties)
• Pest control inspections (even if treatment isn’t always needed)

On the compliance side, I’ve also seen more attention on:
• Lead-based paint considerations (for older properties)
• Local rental registration / inspection requirements (varies a lot by market)

The bigger challenge usually isn't identifying the list — it's making sure these are actually tracked and executed on a schedule not just when something breaks.

Chris Parker · Answer

I agree about the bigger challenge being tracking. How do you manage this? Full transparency I run Northwest Clear which is a dashboard/marketplace for PMs/business/homeowners to manage compliance for backflow testing in Washington State. Basically, per property, we manage a user's compliance tests and automate annual reminders per completed test. I'm working on expanding to other compliance verticals but trying to understand the need for a system like this. Is it something you might find useful?

Mustafa Sari · Answer

Great list! As a Fire Safety Engineer and the founder of SafeFireCheck in WA, I always remind Property Managers to strictly include the Annual Fire Extinguisher Inspection (NFPA 10) on their list. >

Many PMs assume doing a monthly visual check is enough, but fire codes require a certified technician to inspect and tag every extinguisher once a year. Missing this is one of the most common reasons landlords get hit with Fire Marshal fines. Keeping a local, flat-rate vendor on speed dial for this will save you a lot of headaches! Feel free to ask if you have any questions about fire code compliance.

Colleen F. · Answer

@Chris Parker  I would add licenses and registrations,  HVAC, septic (if applicable), and paint especially if the property is subject to lead certificates,  generator (if applicable).  Our fire inspections are quarterly.

Chris Parker · Answer

Thanks Colleen! which licenses and registrations are you referring to? and how often do they need to be renewed? Also, What building types are you referring to? Residential? Commercial?

PMs/Landlords — what recurring inspections are on your annual checklist?

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