Originally posted by @Marcia Maynard:
When moving a tenant in, it is easy to skimp with the move-in inspection check list (or "Property Condition Report", as we call it) yet it is a critical document. I'm looking to improve my process for getting this done efficiently.
Here are some of my ideas for stream lining the process. What are yours?
1. Put "C & F = clean & functional" at the top of the form. I then put C & F on every line as I check the unit before move-in day.
2. Note known deficiencies on the form ahead of time. If you are the one who does the "make ready" on the unit, then you will know the unit flaws. Look at the previous tenant documents for things you may have missed.
3. Repair or replace items in need and keep a record of the date that was done. On the form, I will write things like "new carpet 2012". If it is in the current year, I note the month, as "new refrigerator 5/2014". If something is older than a few years, I just keep those dates in my purchase/maintenance records.
4. I might use ebay type descriptions for noting condition, such as: new, like new, excellent, good, fair, worn, dime size, nickel size, quarter size, inches/cm, scratch, chip, dent, tear, stain, broken, bent.
5. Photograph condition of unit.
6. Obtain all tenant signatures before handing over the keys. Ask the tenant to let you know within 72 hours if they find any other problems with the unit that they would like noted. It is not uncommon to miss something significant during the hustle and bustle of getting a unit ready or on move-in day. You can decide if you want to amend the record later.
7. Put a note in the tenant file if you do an upgrade, repair or replace something during tenancy. This will supplement the original move-in condition record.
Marcia,
We have also been trying to figure out ways to improve this process. What we've been doing (which isn't the best) is to record our own data including photos and videos. It can be very time consuming. We then give a blank move-in condition report to our tenants which we have them fill out and return within 30-days - which I think is too long. Most of our tenants do a good job, but now and then we receive the report back with vague information that doesn't indicate exactly where the issue is, how big, etc. General statements without the number, size, location, etc, could mean anything and makes it impossible to distinguish between what existed and what happens during their tenancy. That would mean we would need to record all areas of the house, both clean and undamaged areas in order to dispute what they might indicate already existed.
If I understand your process correctly, you are providing the tenant a copy of the move-in condition report that you have filled out, have them sign it, then give them 72 hours to add any additional items. Is that correct? Seems like a lot better process.
It's always a big rush for us cleaning up and making repairs from the last tenant and documenting that for the return of their security deposit, then recording the condition of the unit prior to the new tenant moving in. We try to get repairs done while the previous tenant is still there but some things have to be done after they have moved out. There are times when we have just hours between tenants, but we like to get at least a few days unless we have a big project such as replacing flooring, repainting, or other larger projects.
Our rentals are B+ areas, so our method have been to provide the incoming tenants an email providing them access to the house (hide-a-key location and/or keyless entry code) without the need to meet them there at a specific time. With a full time job and the units 20-30 minutes away, it has made it easier. However, if we're going to get signatures on the move-in report, I think we'll have to actually meet them there when they move in - which could be challenging at times.
How has your systems been working so far? Any changes or additions to the list of items you have provided? I wonder if anyone else reading this has other ideas to improve the process.
