Routine rental inspection guide
How to run periodic and mid tenancy inspections that catch maintenance early, stay within the rules and leave a clear photo record.
What a routine inspection is for
A routine rental inspection is a scheduled visit while the tenant still lives in the unit. The goal is not to settle a deposit. The goal is to spot leaks, safety problems, filter changes, pests and lease issues early, and to keep a dated condition record between move in and move out.
Done well, these visits reduce surprise repair bills, support fair conversations with the tenant, and make the final move out report easier because you already know how the unit has been aging. Done poorly, they feel like fishing trips and can create conflict. Clear notice, a fixed checklist and a narrow focus on the unit keep them useful.
How often and with what notice
- Frequency. Once or twice a year is common for stable tenancies. Add visits after a maintenance complaint, a suspected leak or before a lease renewal if your rules allow it.
- Notice. Give written notice that meets your province or state rules, usually a set number of days ahead and during allowed hours. Put the date, time window and reason (routine inspection) in writing.
- Lease terms. Follow any inspection clause in the lease, but local law still wins when it is stricter.
- Emergency exception. True emergencies (active leak, fire, gas smell) are different from routine visits. Document why you entered without normal notice.
Entry rules vary widely. This is general information, not legal advice. Check your residential tenancy rules.
What to check on a mid tenancy visit
Use a shorter list than a full move in, focused on safety, water and wear that tends to get expensive if ignored.
Safety and utilities
- Smoke and carbon monoxide alarms
- Furnace filter and heat working
- Electrical panels clear and dry
- Water heater area dry, no rust or smell
Water and bathrooms
- Under sinks for leaks or soft flooring
- Toilet base, tub surround and caulking
- Exhaust fan working
- Any staining on ceilings below upper floors
Kitchen and appliances
- Fridge seal and under fridge drip
- Dishwasher and sink drains
- Range hood filter
- Obvious grease or pest signs
Living areas and exterior
- New holes, stains or odor beyond normal living
- Windows, screens and blinds that affect weather or safety
- Balcony, deck and railings
- Unauthorized pets, occupants or alterations if relevant to the lease
How to run the visit
- 01Send notice, then arrive in the window you stated. Knock, identify yourself and keep the visit as short as the checklist allows.
- 02Walk the same rooms in the same order every time so reports stay comparable across visits.
- 03Photograph maintenance items and safety issues with timestamps. Avoid photographing personal belongings when you can frame the fixture instead.
- 04Note who will fix what and by when: landlord repair, tenant responsibility under the lease, or a follow up work order.
- 05Send the tenant a short summary or the finished report after the visit, especially when you opened a repair ticket.
How this ties to move out later
Routine reports are not deposit deductions. They do help you see patterns: a slow leak you fixed mid year, carpet that was already worn at the last visit, or a hole that appeared after move in. When move out comes, you still compare against the signed move in report, separate normal wear from damage, and price only damage. See Normal wear and tear vs damage and How to settle security deposit disputes.
The best tool for routine inspections
Our top pick is Easy Inspections. It covers move in, move out and routine rental inspections with timestamped photo reports on iPhone. When the tenancy ends, its standout feature is customizable, itemized move out repair charges priced on site, so the finished report settles the damage deposit return or the fees charged back to the tenant. Free for 0 to 2 units. Starter is $9.99/mo for 3 to 10 units and Portfolio is $29.99/mo for 11 to 50 units, with fixed plan prices and no per unit surcharge. Available in Canada and the US.
Also see How to do a move in inspection, Rental inspection checklist, Best move out inspection app and the full Inspections category.
Verdict
Routine inspections catch expensive problems early when you give proper notice, stick to a short safety and maintenance checklist, and leave a timestamped photo record. Save deposit math for move out. Easy Inspections is our top pick for move in, move out and routine visits, with itemized move out repair charges priced on site when the tenancy ends.
Questions
How often should I inspect a rental?
Many managers walk units once or twice a year, plus after a complaint, a suspected issue or before renewing a lease. Local rules and your lease set the real limit, so check how often and with what notice you may enter.
Do I need to give notice for a routine inspection?
Usually yes. Most provinces and states require written notice a set number of days before entry for inspection, and only during allowed hours. Check your residential tenancy rules and follow the lease.
What is the difference between a routine inspection and move out?
A routine inspection checks condition and maintenance while the tenant still lives there. A move out inspection compares the unit to the move in report and decides deposit charges. You should not treat a mid tenancy visit as a deposit deduction event.
Can I take photos during a routine inspection?
Yes when entry is lawful and notice was given, but stay focused on the unit, not the tenant's personal belongings. Timestamped photos of maintenance items and safety issues are the usual goal.
What app works for routine inspections?
Our top pick is Easy Inspections. It supports move in, move out and routine rental inspections with timestamped photo reports, and at move out it adds customizable, itemized repair charges priced on site. It is free for 0 to 2 units.