Real Estate Investor · Plymouth, WI · Member since 2013 · 28 posts · 10 votes
Fellow landlords - What sort of recordkeeping system do you use to document that you have performed any routine inspections and maintenance you may be required to perform? I'm thinking of things like smoke/CO alarm testing, rekeying locks, or testing the water heater temperature (120 F max in Wisconsin) where you may someday have to prove that you actually did the work, or simply that you acted in a reasonable manner to provide a safe home for your tenants.
Personally, I just note the date and activity on a spreadsheet, but I'm concerned that may not be considered proof if/when I ever need it. Has anyone come up with a "bulletproof" recordkeeping system that helps provide some legal cover if needed?
Buy & Hold Owner · Redlands, CA · Member since 2015 · 5k+ posts · 2k+ votes
10y
Filing a business license for 5+ units created, in my case, an annual inspection by the fire marshal. The date/time recording of the event and findings should be proof enough, particularly when taken as a whole, it shows a history of inspections. As Notice of Entry is required, keep a copy of one and annotate on it in hand writing, Same sent to all tenants this address and file with site documents.
Investor · Hampton Roads, VA · Member since 2014 · 1k+ posts · 418 votes
10y
I scan receipts into an external had drive under the property name. It's backed up into a secure cloud. The tenants sign paperwork at lease signing stating that all smoke detectors etc worked at time of lease signing and they are responsible for checks and battery replacement. I do an inspection 6 months after they move in to check on things. Shorter if they aren't exactly taking care of the place. I also record everything in rentec. Then to top it off I have $1M in liability on each property plus an additional umbrella policy.
Commercial Real Estate Broker · Fort Collins, CO · Member since 2015 · 308 posts · 151 votes
10y
I have always done some notes and then scanned in receipts and other documents (now I scan everything - so all records are electronic).
If you want to get fancy with an iPad / smart phone app, Happy Co is some awesome inspection software that would could do some amazing documentation with (both safety and condition report inspections).