Property Management Inspection Checklist: Free Templates for Every Type [2026]

Property inspections are your legal shield, your maintenance early warning system, and your proof when disputes arise. A thorough inspection with photo documentation can save you thousands in security deposit disputes, liability claims, and deferred maintenance costs.

This guide covers every type of property management inspection, what to look for, and how to document it properly. We've included checklists you can adapt for your own operations.

The 4 Types of PM Inspections

Move-In Inspection Checklist

The move-in inspection establishes the baseline property condition. Every item noted here protects you during the move-out inspection. Do this with the tenant present when possible — they sign acknowledging the condition.

Exterior

• ☐ Front door condition (scratches, dents, weatherstripping, lock function)
• ☐ Back/side door condition
• ☐ Windows — all panes intact, screens present, locks functional
• ☐ Siding/paint condition (note any damage, peeling, stains)
• ☐ Gutters and downspouts attached and clear
• ☐ Roof visible condition (missing shingles, sagging)
• ☐ Driveway/walkway condition (cracks, trip hazards)
• ☐ Lawn/landscaping condition
• ☐ Fence condition and gate function
• ☐ Porch/deck/patio condition
• ☐ Mailbox condition
• ☐ Exterior lighting functional
• ☐ Garage door function (opener, safety reverse)

Kitchen

• ☐ Countertops — chips, stains, burns
• ☐ Cabinets — doors aligned, hardware present, interior clean
• ☐ Sink — faucet function, no leaks, drain speed, disposal function
• ☐ Stove/oven — all burners work, oven heats, knobs present, clean
• ☐ Refrigerator — cooling, ice maker, seals, clean interior
• ☐ Dishwasher — runs full cycle, no leaks, clean
• ☐ Microwave — operates, clean, turntable present
• ☐ Flooring — condition, stains, damage
• ☐ Walls/ceiling — nail holes, stains, paint condition
• ☐ Light fixtures functional
• ☐ Outlets and switches functional
• ☐ Exhaust fan/hood operational

Living Areas & Bedrooms (each room)

• ☐ Walls — condition, holes, stains, paint
• ☐ Ceiling — stains (water damage?), cracks, paint
• ☐ Flooring — carpet condition/stains, hardwood scratches, tile cracks
• ☐ Windows — open/close, locks, screens, blinds/shades
• ☐ Closet doors — track, hardware, shelving
• ☐ Interior doors — close properly, hardware, condition
• ☐ Light fixtures and ceiling fans
• ☐ Outlets and switches (test with plug tester)
• ☐ Smoke detector present and functional
• ☐ CO detector (where required)

Bathrooms (each bathroom)

• ☐ Toilet — flushes properly, no running, no leaks at base, seat condition
• ☐ Sink — faucet function, drain speed, no leaks
• ☐ Tub/shower — faucet/showerhead function, drain speed, caulk condition, tile grout
• ☐ Vanity/cabinet condition
• ☐ Mirror condition
• ☐ Towel bars and hardware
• ☐ Exhaust fan operational
• ☐ Flooring condition (check for soft spots near toilet/tub)
• ☐ Walls/ceiling — mold, mildew, peeling paint
• ☐ GFCI outlet functional

Systems & Safety

• ☐ HVAC — heats and cools, filter condition, thermostat function
• ☐ Water heater — temperature setting, age, visible leaks or corrosion
• ☐ Electrical panel — labeled, no double-tapped breakers, no burning smell
• ☐ Plumbing — water pressure adequate, no visible leaks under sinks
• ☐ Smoke detectors — one per bedroom + one per floor (battery test)
• ☐ CO detectors — near bedrooms and fuel-burning appliances
• ☐ Fire extinguisher (if provided)
• ☐ Washer/dryer connections — hoses, vent, no leaks
• ☐ Washer/dryer (if included) — full cycle test

Final Items

• ☐ All keys provided and tested
• ☐ Garage door openers (if applicable)
• ☐ Utility meter readings recorded
• ☐ Overall cleanliness rating (1-5)
• ☐ Photos taken of every room, every noted issue
• ☐ Tenant signature on inspection report

Move-Out Inspection Checklist

The move-out inspection is compared line-by-line against the move-in inspection. The difference determines security deposit deductions. Key principles:

• Normal wear and tear vs. damage: Faded paint = wear and tear. Holes in walls = damage. Worn carpet in walkways = wear. Red wine stains = damage.
• Document everything: Photos, video, written notes. If it's not documented, it doesn't exist in court.
• Use the same checklist: Compare directly against the move-in report.
• Calculate costs accurately: Get actual vendor quotes for repairs, not estimates. Prorate carpet and paint based on useful life.

Annual Inspection Checklist

Annual inspections catch problems before they become expensive. Focus on:

• ☐ Smoke/CO detector batteries and function
• ☐ HVAC filter condition (replace or note tenant responsibility)
• ☐ Under-sink plumbing (leaks cause mold and structural damage)
• ☐ Toilet base (feel for soft flooring — indicates hidden leak)
• ☐ Caulk around tub/shower (prevents water damage behind walls)
• ☐ Windows and door seals (energy efficiency, pest entry)
• ☐ Signs of pest activity (droppings, damage, nests)
• ☐ Lease violations (unauthorized occupants, pets, smoking, alterations)
• ☐ Cleanliness/housekeeping concerns (hoarding, fire hazards)
• ☐ Exterior: gutters, grading, foundation cracks
• ☐ Dryer vent condition (fire hazard if clogged)
• ☐ Water heater age and condition (12-15 year replacement cycle)

Drive-By Inspection Checklist

Quick exterior inspections that require no notice and take 5 minutes:

• ☐ Lawn/landscaping maintenance (tenant obligation?)
• ☐ Trash/debris in yard or driveway
• ☐ Unauthorized vehicles (junk cars, commercial vehicles)
• ☐ Visible property damage
• ☐ Unauthorized structures (sheds, fences, trampolines)
• ☐ Signs of unauthorized occupancy changes
• ☐ General exterior condition

Inspection Technology Stack

Modern PM companies use digital inspection tools that save hours:

Common Inspection Mistakes

1. Not doing move-in inspections: Without a baseline, you can't prove damage. Period.
2. Photos without context: A close-up of a scratch means nothing if you can't tell which room or surface it's on. Wide shot first, then close-up.
3. Skipping annual inspections: A $50 caulk repair ignored becomes a $5,000 mold remediation in 12 months.
4. Not providing required notice: Entering without proper notice is a lease violation by YOU — and can result in penalties.
5. Inconsistent standards: Use the same checklist every time. Consistency is your defense in court.

Related Resources

• Free Move-In/Move-Out Checklist Template
• PM Checklists & Templates
• Complete List of PM Duties
• PM Maintenance Guide
• PM Laws by State