Property Manager Inspection Checklist

Consistent documentation across every unit protects your landlord clients, reduces deposit disputes, and creates a clear record of condition at each tenancy change. StayProof helps you standardise the process across your entire portfolio.

Before a new tenancy begins

Complete the move-in inspection before the tenant receives keys.
Photograph every room before any furniture or belongings are moved in.
Document pre-existing damage, stains, marks, or wear explicitly.
Record appliance conditions, fixtures, and included items.
Share the report with the tenant and get written acknowledgement.
File the report against the unit and tenancy record.

Routine and periodic inspections

Conduct inspections on a consistent schedule (e.g. every 6 or 12 months).
Photograph each room and compare to the move-in record.
Document maintenance issues before they become disputes.
Note any tenant modifications or additions.
Share a summary with the property owner after each inspection.

Move-out and deposit reconciliation

Inspect the unit before the next tenant arrives, not after.
Compare move-out condition directly against the move-in report.
Photograph every item you are claiming as a deduction.
Document cleaning status, damage, and missing items separately.
Retain reports for at least the duration of any dispute window.

Areas to document every inspection

All rooms: living, kitchen, bedrooms, bathrooms
Floors, walls, ceilings, and baseboards
Windows, blinds, and door locks
Appliances and built-ins
HVAC vents, smoke detectors, and utility panels
Exterior: parking, storage, common areas if applicable

Common mistakes property managers make

Using inconsistent documentation formats across different units
Not completing the move-in inspection before key handover
Relying on tenant-submitted photos as the primary record
Failing to document normal wear and tear separately from damage
Not sharing reports with tenants in writing
Losing documentation when staff changes occur

How StayProof helps

StayProof gives your team a consistent, repeatable process across every unit. Photograph each room, have AI flag and describe issues, confirm findings, and export a timestamped PDF. Reports are shareable with tenants and landlords directly. All inspections are stored in one place under your account.

Disclaimer: StayProof reports are documentation aids. They do not replace legal advice, professional inspection, or official certification.