Landlords/Property Managers - What is a reasonable time frame to schedule regular inspections on an occupied rental?

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Landlords/Property Managers - What is a reasonable time frame to schedule regular inspections on an occupied rental?

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South Bend, IN · Member since 2014 · 318 posts · 156 votes

After spending money fixing up a property, I obviously want to make sure the tenants occupying it are not damaging or tearing anything up....whether accidentally or deliberately......or worse still, using my property as a front for some shady illegal activity    (take your pick on that one....the illegal activity that is).

I also want to make sure I am on top of the stuff that will break down due to normal wear and tear and stuff that needs regular maintenance.

I also want to make sure the tenants are doing their part in up keeping the property as necessary....mowing lawns, shoveling snow from sidewalks and generally maintaining a reasonably clean interior and exterior for their own good and mine.

If and when the tenants do tear something up, or something breaks down due to no fault of their own, unless it adversely affects their daily routine, I would think that they most likely would not report it. In a case like this, a small issue can develop into a major cash flow draining repair.

Therefore, taking a preemptive strike, I would make regular inspections a requirement in writing within the lease and make sure that this  requirement is specifically discussed up-front before any potential tenant signs the lease.

For the landlords/property managers out there, what is a reasonable, recurring schedule to do regular inspections on a rental or occupied property?

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Property Manager · Big Bear Lake, CA · Member since 2013 · 585 posts · 330 votes
12y

We inspect all of our properties about every 6 months. We call it a "Maintenance Check", instead of calling it an "Inspection". Sounds less intrusive that way. We also do drive-bys frequently just to see the outside condition of the house. It is written in the lease that we will do these checks.

The biggest problem we have ever found is extra people and pets living there that were not on the lease. 

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  • Lisa DoudBusiness Member
    Investor · Portsmouth, VA · Member since 2014 · 75 posts · 72 votes
    12y

    If you happen to have any section 8 tenants you need to inspect at least every 90 days.  I can go in and make sure that any tenant issues, broken blinds, holes in walls, Drawings on walls, etc are documented and had them fixed.  Also when you get your notice that there is going to be an section 8 inspection you need to go in at least 2 weeks before (they usually give you 30 day notice) and do an inspection so that you have a chance of passing the inspection.  

    If you have regular tenants not subsidized, I would tell you need to do an inspection of the property 30 days before you have to give your notice to renew or vacate.  The reason why I do that is if they have been there less than a year and they have damaged the property their security deposit may cover the damages, however if yo used your notice to renew and they do and they keep the same habits of not taking care of the property, it is going to get very pricy.  For my office this process is how we determin who we allow to renew their lease and who we tell to vacate.  

    Also I would recommend that you do a proper inspection proper to tenants moving in and make sure you have it documented properly,  In the event you have to go to court to recover damages the judge will always ask you how know the condition of the property before the tenants moved in.  

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    OP
    South Bend, IN · Member since 2014 · 318 posts · 156 votes
    12y

    @Lisa Doud 

    Thanks. 

    For the non subsidized tenants, If the tenant has a 12 month lease, do you just trust them for 11 months and not check on them and the property at all for the entire 11 months?

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  • Lisa DoudBusiness Member
    Investor · Portsmouth, VA · Member since 2014 · 75 posts · 72 votes
    12y

    We do drive be the properties, but we don't go in unless we get a complaint or when we drive by the property looks neglected.

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  • Dawn AnastasiPro Member
    Rental Property Investor · Milwaukee, WI · Member since 2013 · 6k+ posts · 4k+ votes
    12y

    I drive by the properties on a regular basis (every week or couple of weeks) and see the inside periodically. It's not a set schedule as that makes the tenant feel like they're being "watched". Rather, it's better to periodically drop by (ask if the tenant is home).  You can give them a flyer for a neighborhood event, let them know about other properties you're renting to see if they know anyone that's looking, give them a $5 gift card for "being a good tenant" etc. There are numerous excuses to drop by that are welcome.

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    OP
    South Bend, IN · Member since 2014 · 318 posts · 156 votes
    12y

    @Dawn Anastasi 

    I also do not want a tenant to feel like they are being "watched", but I want them to understand that this is my policy. 

    You want to rent my property, great but I reserve the right to come inside to inspect the property every so often. This is a discussion we would have up front before they sign the lease. 

    If they do not like it or agree with it, that is ok, they can take their business somewhere else.

    I agree with you on driving by and dropping by periodically with an excuse but I also want to get inside the property within reason.

    How often do you see the inside since you mentioned that you do so periodically?

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  • Sam Leon
    Investor · Fort Lauderdale, FL · Member since 2012 · 1k+ posts · 465 votes
    12y

    If you hire someone to do your landscape - mowing the lawn, prune trees etc... on a monthly basis, you might want to drop by once every 2-3 months to make sure the lawn maintenance work is satisfactory.

    I suggest you personally go change the air conditioning filter every 30-45 days.

    These two combined should give you a good excuse to stop in to inspect your property without them feeling like you are watching them.

    Add to that the occasional need to go pick up mail (in case not everything is forwarded or changed), as well as actual repair work...you have plenty of opportunity to go inside without any specifically scheduled "inspections".

    I tell all my tenants up front I will come by every month to change AC filters, bleach the condensate line, throw some ice and lemon peels into the disposer.

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  • Udayabagya Halim
    los angeles, CA · Member since 2014 · 22 posts · 6 votes
    12y

    I do it every 6 months.

    Tell them it is to inspect smoke and carbon monoxide detectors.  I tell my tenants that the state requires that smoke detectors are operational!

    Why?

    Smoke detectors are required to be installed in all bedrooms (at least in California). That gives you a chance to check inside pretty much in all the bedrooms and living quarters.

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    OP
    South Bend, IN · Member since 2014 · 318 posts · 156 votes
    12y

    @Sam Leon @Udayabagya Halim

    Good ideas to actually achieve the objective without being "intrusive".

    Have you ever found any totally unexpected surprises inside the properties from new tenants that looked good on paper after they have settled in for a couple of months?

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  • Account Closed
    Property Manager · Big Bear Lake, CA · Member since 2013 · 585 posts · 330 votes
    12y

    We inspect all of our properties about every 6 months. We call it a "Maintenance Check", instead of calling it an "Inspection". Sounds less intrusive that way. We also do drive-bys frequently just to see the outside condition of the house. It is written in the lease that we will do these checks.

    The biggest problem we have ever found is extra people and pets living there that were not on the lease. 

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  • Account Closed
    OP
    South Bend, IN · Member since 2014 · 318 posts · 156 votes
    12y

    @Account Closed 

    Thanks.

    As a PM, I assume you have your own copy of keys to a subject property for a "Maintenance Check."

    That said, do you out of courtesy give the tenant a heads up and set an appointment on a specific day, at a specific time and request that the tenant (or at least somebody over the age of eighteen whose name is on the lease) be there in person during the "Maintenance Check",

    OR

    do you just show up unannounced, knock on the door/ring the bell loud enough to be heard and let the tenant let you in and then proceed with the "Maintenance Check",

    OR

    show up unannounced, knock on the door/ring the bell loud enough to be heard and if nobody is home, or nobody answers, let yourself in, announce yourself loudly once inside and once confirmed that nobody is home proceed with the "Maintenance Check"?

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    Property Manager · Big Bear Lake, CA · Member since 2013 · 585 posts · 330 votes
    12y

    We are required by law to give 24 hours notice. So, we set up a time and tell them they can be there or not, their choice. We have a key and will go in if they are not there. But, they almost always will be there.

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  • Account Closed
    OP
    South Bend, IN · Member since 2014 · 318 posts · 156 votes
    12y

    @Account Closed 

    I see. Thanks for your responses.

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  • Brian Wojcik
    Investor · Savage, MD · Member since 2014 · 20 posts · 10 votes
    12y

    The key is to set the expectations up front with your tenant. We typically will do an inspection every 6 months with 24 hour notice (whether they are there or not). 

    We find prevention is best. How? Our leases are written with specific language that holds them responsible for repairs and damage. We have a paragraph "REPAIR AND TENANT MAINTENANCE OF PREMISES" dedicated to this purpose and list a number of things they are responsible for, and have them initial that paragraph and an addendum in the lease that lists a variety of repair costs if they are the cause of damage. 

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  • Bryan N.
    Investor · Hampton Roads, VA · Member since 2014 · 1k+ posts · 418 votes
    12y

    @Account Closed 

    Just call it a smoke detector and HVAC filter check.  Tell the tenant you will inspect every 90 days and if there is never a problem with them it will increase to 180 days.  Of course, that is if they are maintaining the place.  If they aren't then keep it at 90.

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  • Pam R.
    Investor · Delaware, OH · Member since 2013 · 224 posts · 64 votes
    12y

    Our lease states that we can check smoke detectors monthly to ensure they are working. Same premise as @Udayabagya Halim - they are by (or in) the bedrooms, so they give you visibility to pretty much the whole property. However, we've never exercised this clause. For one reason or another, the hubby is usually inside each of our 4 units quarterly, and from spring to fall is mowing grass 3-4 times a month. So he's keeping an eye on things. 

    Just tonight my husband was saying he's going to schedule an inspection for one of our units - it's probably been 5 months since he's been inside. In the last few weeks a towel has replaced the front curtains, and we've now asked the tenant has been twice to get rid of the trashy-looking towel and hang curtains or blinds (he says he has blinds, hasn't had time to hang them). So it's time to get inside and see if everything else is still in working order.

    That being said, we encourage our tenants to call us about things that break, no matter whose fault. And they have. We're reasonable about what they have to pay for, and the time frame for paying us back (e.g - broken screens we'll fix today, you pay us within the next 2 months). I don't want them to be scared to call us. Our biggest surprise at move-outs has been drawer slides being broken, or a screen door not latching. 

    @Account Closed - Just write into your lease a monthly maintenance review to check mechanicals/electrical/smoke alarms/safety items. However you want to word it. Then utilize it as frequently as you see fit. Very few people are going to balk at it. They know landlords can come into their apartment. Give 24-hour notice of the visit.

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  • Dawn AnastasiPro Member
    Rental Property Investor · Milwaukee, WI · Member since 2013 · 6k+ posts · 4k+ votes
    12y

    Regarding the "replace smoke detector batteries" keep in mind that there are 10-year devices that never need battery replacements.  You just need to check that the device is still functional.

    Regarding getting inside, it comes out to maybe 3-4 times a year.  I also will accompany a contractor if there is a fix to be made so I get to see the inside that way too. This can be if the tenant is home or I tell them I can let the contractor in if they're at work so they don't have to take off of work or anything.

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  • Melodee Lucido
    Real Estate Investor · OR · Member since 2012 · 390 posts · 133 votes
    12y

    We do as Michelle mentioned; a maintenance appointment. In Memphis it would be better to do it every 4 months but we schedule them every 6 months to chck for laaks, smoke detector batteries, and furnace filter change. While there we check for damages that may have occurred.

    In my view if the tenant knows we will be scheduling these appointments they may be more likely to care for the property better. We are seriously considering going back to the 3x yearly. We keep it friendly and let the tenants know it is so we can make their home safe, secure and a better place to call home. No complaints so far.

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  • Dean Letfus
    Specialist · Memphis, TN · Member since 2012 · 1k+ posts · 1k+ votes
    12y

    We pay to get all ours done quarterly. Costs us $240 a year and saves us THOUSANDS annually!

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  • Account Closed
    OP
    South Bend, IN · Member since 2014 · 318 posts · 156 votes
    12y

    @Brian Wojcik @Bryan N. 

    Thanks for your responses and sharing your tips.

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