Apart from regular inspection of the common areas, a property manager has to carry out inspection of each unit at least once a year. Having magnificent long-term tenants, who correctly renew their leases each year, is definitely a boon. However, property management will never have a chance to inspect such units when they are vacant, and hence it becomes imperative to carry out inspections when these units are occupied.
Property inspections are unavoidable because property manager must have a salient idea about the condition of the unit, so that repairs and maintenance can be carried out wherever required. However, inspection of occupied units is usually not appreciated by tenants, and must be handled carefully.
Provide Prior Notice of the Inspection
The lease should have a clear clause stating that property management will be carrying out annual inspection of the unit. Even with such a clause, the property manager will have to provide prior notice before inspecting the unit. Surprise inspections are to be avoided, unless there is suspicion of the tenant violating the lease agreement or general restrictions. Even in such cases, one has to be careful, as the law requires you to provide advance notice before inspection.
Make Tenants Understand the Importance of Inspection
Proper functioning of appliances, electrical systems, and structural integrity is important for the tenant and for property management as well. From a small thing like a tile chipped in the bathroom, to a maintenance check of the HVAC system, all issues can be sorted out efficiently by annual inspections. Hence, make the tenant understand that the inspection will prove to be mutually beneficial, and there is no need to be opposed to the process.
Tenant should be Present During an Inspection
Make sure at least one of the tenants occupying the particular unit is present when the inspection is being carried out. This will not only prevent any accusations later about theft and so on, but also you will have the chance of inquiring about any potential issues or complaints the tenant might have with systems, appliances, plumbing, and structural integrity of the unit. Most tenants are happy about the inspection, since they acquire a chance to air their grievances or suggestions.
Do not Photograph Personal Items
Property manager might want to take a photo of the bent windowpane or of the chipped flooring, to show it to the maintenance staff. This is fine, provided the photo does not include any of the personal items of the tenant. According to rules, property manager is not permitted to take photos of personal items such as valuables, family photos, pets, computers, and even pictures of the tenants.
During inspection, the property manager might come across units that are very badly kept or the tenant might even have caused considerable damage. However, it is not a terrific idea to confront the tenant about such issues face to face, but rather send a written notice. The manager will have to document and enumerate each issue clearly during the inspection, and then put it all in a letter, stating the terms and conditions of the lease agreement that are being violated.