Templates / Landlord Inspection Report
Free Landlord Inspection Report Template (PDF, Word, Excel)
Routine mid-lease inspection: condition, safety items, maintenance needed and lease issues. Print it, fill it in on a computer, or use the filled-in example to see what a complete one looks like.
No sign-up. See a filled-in example (PDF).
What a landlord inspection report should include
- Written notice to the tenant before the visit — most states require it (often 24–48 hours)
- Address, date, type of inspection (routine, pre-move-out, drive-by) and who inspected
- Condition by area, in specific words
- Safety items tested: smoke and CO detectors, extinguisher, GFCIs, locks
- Maintenance needed, who will do it and when
- Lease issues observed (occupants, pets, alterations) — facts only
- Dated photos, numbered to match the report
- A copy to the tenant
Or do it on your phone in two minutes
Rental Inspection: Move In/Out is an iPhone app that fills in this same document and sends the PDF.
- Room-by-room checklist with photos
- Both sides sign on the phone
- One dated PDF for the deposit
Questions
How often should a landlord inspect a rental?
Many landlords do a routine inspection once or twice a year, plus move-in and move-out. Check the lease and state law for notice requirements and limits.
Does a landlord need to give notice before an inspection?
In most states, yes — typically 24 to 48 hours' written notice except in emergencies. The exact rule depends on the state and the lease.
What is checked in a routine rental inspection?
General condition, leaks and maintenance needs, safety devices (smoke and CO detectors, extinguishers), HVAC filters, and whether the lease terms are being followed.
Should the tenant get a copy?
Yes. A copy with photos documents that maintenance was found and scheduled, which protects both sides.
Is this landlord inspection template free?
Yes — PDF, Word and Excel, no sign-up.
Security deposit rules by state
Return deadlines, deposit limits and move-in inspection rules from each state’s statute: Arizona, California, Florida, Georgia, Illinois, Massachusetts, New Jersey, New York, Pennsylvania, Texas, Washington — or compare them side by side.
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