Apartment inspections help you protect your investment- the building. While your land doesn’t depreciate over time, your building condition will if you don’t put money into maintaining it. 

Having an apartment inspection form helps you know your property’s condition at specific points in time. And contrary to popular belief, the apartment inspection form also protects tenants. The form records property condition so tenants don’t have to pay for damages or repairs that weren’t from them.

Let’s look at the most important information you should collect in your apartment inspection form with a free template to get you started.

Understanding Apartment Inspection Forms

The primary goal of your apartment inspection form is to provide a documented record of your rental property at different points in time. This helps you determine your property condition, maintenance costs, and even your property value if you want to sell or review your rental fees.

The apartment inspection form also ensures you don’t hold tenants responsible for pre-existing wear and tear. This puts you in good standing with tenants and prevents you from becoming a cautionary tale that potential tenants avoid.

Typically, there are two main types of apartment inspection forms:

• Move-in Inspection form: This is the inspection before a tenant moves in, it helps you record the initial condition of the apartment, including any existing wear and tear or damage.
• Move-out Inspection form: This is the inspection when your tenant is about to move out. It helps you assess the apartment’s condition as the tenant is leaving and helps determine if they should be responsible for damages and deduct it from their security deposit.

What Should You Check When Inspecting?

Inspection varies depending on your building structure but here are the most common areas you must inspect when carrying out your inspection:

• Walls, ceilings, and floors for cracks, holes, or stains
• Doors, windows, and cabinetry for damages
• Appliances and plumbing fixtures for function
• Switches and electrical systems to verify their functionality
• Cleanliness for excessive dirt or debris left behind

Essential Components of Apartment Inspection Forms

Here are the most important information your apartment inspection form must include:

• Property Information: Tenant’s name occupying the apartment, and the exact location of the apartment (the block number)
• Date of Inspection: The exact date of the inspection
• Property Condition Details:  This is typically divided into two parts interior inspection and exterior inspection. The interior inspection covers the apartment’s condition on the inside while the exterior covers the apartment’s condition outside.
  Interior Inspection↓

• Walls, Floors, and Ceilings: Look for cracks, holes, stains, or any pre-existing damage.
• Appliances: check the refrigerators, stoves, dishwashers, etc to ensure they are working properly.
• Plumbing Fixtures:  check the sinks, faucets, toilets, and showers for leaks, drips, or any signs of malfunction.
• Electrical Outlets and Switches: check if all the outlets and switches are functioning normally
• Windows and Doors: look for broken seals and other damages on windows and doors. You should also check if the locks are functioning properly.
• HVAC Systems: Check if the heating, ventilation, and air conditioning systems are working properly.

Exterior Inspection (Optional)↓

Depending on your apartment building you may not always have to do exterior inspection but if you do, here are some things to look out for.

• Building Structure: Look for cracks, signs of water damage, or any potential safety hazards.
• Landscaping: Check the walkways, gardens, or any shared outdoor spaces
• Parking Areas: Check the gates, lighting, and the overall condition of parking spaces.
• Common Areas: Inspect the hallways, laundry facilities, or any other shared spaces.

• Documentation: This field allows you to document your observations and other details about the property’s condition.
• Photos and Videos: use of photos or videos to record any damage or pre-existing conditions.
• Signatures:  both you and the tenant need to sign to agree on the documented condition of the apartment.

Importance of Thoroughness in Apartment Inspection Forms

There are so many cases of landlords and tenants having long and unresolved disputes over repair and damage responsibility. Taking proper notes during your inspection ensures you don’t fall into this trap, here are some of the other benefits of a proper inspection form:

A. Legal Protection for Both Parties

A detailed inspection form shows the property’s condition before the tenant starts living there. This helps you prove the property’s condition, and protect yourself from wrongly being charged for damage. 

The inspection forms work both ways, for the tenants and landlords. The inspection form also ensures the tenants don’t pay for damages they are not responsible for and get back their security deposit.

B. Basis for Security Deposit Disputes

Security deposit deduction is a major source of disagreement between renters and landlords. Having a detailed inspection form lays out a clear starting point for figuring out what’s normal wear and tear versus damage the tenant did. Inspection forms also serve as proof in mediation or court, especially if you have photos or videos.

C. Baseline for Property Condition

Checking your property regularly and writing down what you find helps you spot problems and make necesaary repairs before they get worse. It also guides tenants to take better care of the apartment and avoid causing damage that might cost them their security deposit.

Tips for Completing and Reviewing Apartment Inspection Forms

Here are some best practices to ensure you get the best out of your apartment inspection form:

• Conduct Inspections With Tenants: When inspecting apartments, make sure the tenant is present during the inspection walkthrough. This way, you can talk things out if there’s any disagreement about damages and clear up any questions that pop up.
• Be Thorough and Detail-Oriented: Carefully check out every room including the bathroom, kitchen, closets, and any shared spaces. Look closely at things like the paint, the floors, the fixtures, how well the appliances work, and if there are any leaks or pest infestations.
• Document Everything with Photos/Videos and Descriptions: Take good pictures or videos of any damage you see, even if it looks small. Also, write out a full description of any damage you see.
• Discuss Findings and Reach Consensus: Discuss the damages and repair costs with the tenant after checking everything out.
• Keep Copies for Both Parties: Before finalizing the form, ensure both you and the tenant agree and sign on the inspection results. Also, keep a signed copy and send your tenant a signed copy with the date as a reference for the future.

Conclusion

Apartment inspection forms protect you and your tenants; they document the property’s condition before and after tenants stay in your apartment and prevent unnecessary disputes.

However, apartment inspection forms are only effective when they are comprehensive. Using a pre-built inspection template ensures you don’t forget any of the information you need about the apartment’s condition and saves you the time you would have spent creating one from scratch; here’s a free template to get you started.