Free template · PDF and printable
Rental property inspection checklist (free PDF)
A routine inspection checklist for occupied units: the exterior, every room, leaks and moisture, systems and safety. Built for annual and mid-lease walkthroughs.
Reviewed by Mark Shvaya, licensed California real estate broker (DRE #02243502), who uses ProFlow360 in a rental portfolio Mark manages
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Free, no email required. Letter size, prints in black and white.
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Short answer
A rental property inspection checklist is the list of items you check during a routine or annual walkthrough of an occupied unit. This free template covers the exterior, each room, signs of leaks, building systems and safety items, with an OK or needs-attention mark, a photo number and notes on every line.
The rental property inspection checklist
Rental property inspection checklist
For routine, annual and mid-lease walkthroughs of an occupied unit.
- Property address
- Unit
- Inspection date
- Notice given on
- Inspected by
- Resident present (Y/N)
Tick OK or Needs attention for each line, and note the photo number. Describe what you see, not who caused it.
| Item | OK | Needs attention | Photo # | Notes |
|---|---|---|---|---|
| Roof, gutters and downspouts (from the ground) | ||||
| Siding, paint and trim | ||||
| Walkways, steps and railings | ||||
| Yard, fencing and gates | ||||
| Exterior lights | ||||
| Garage or parking area |
| Item | OK | Needs attention | Photo # | Notes |
|---|---|---|---|---|
| Doors, locks and deadbolts | ||||
| Walls, ceilings and trim | ||||
| Flooring or carpet | ||||
| Windows, screens and locks | ||||
| Lights, switches and outlets |
| Item | OK | Needs attention | Photo # | Notes |
|---|---|---|---|---|
| Countertops and cabinets | ||||
| Sink and faucet; under-sink plumbing | ||||
| Range, oven and hood | ||||
| Refrigerator and dishwasher | ||||
| Flooring |
| Item | OK | Needs attention | Photo # | Notes |
|---|---|---|---|---|
| Toilet (secure, no running) | ||||
| Tub or shower, grout and caulk | ||||
| Sink, faucet and vanity | ||||
| Exhaust fan | ||||
| Flooring around tub and toilet |
| Item | OK | Needs attention | Photo # | Notes |
|---|---|---|---|---|
| Walls, ceiling and flooring | ||||
| Windows open and close; egress clear | ||||
| Closet doors and shelving | ||||
| Lights and outlets |
| Item | OK | Needs attention | Photo # | Notes |
|---|---|---|---|---|
| Ceilings: stains or bubbling | ||||
| Under sinks and around toilets | ||||
| Around windows and exterior doors | ||||
| Water heater area |
| Item | OK | Needs attention | Photo # | Notes |
|---|---|---|---|---|
| Smoke detectors tested | ||||
| CO detectors tested | ||||
| HVAC filter condition | ||||
| Water heater (visible condition) | ||||
| Electrical panel accessible | ||||
| Fire extinguisher, if provided |
What is the difference between routine, move-in and move-out inspections?
Each inspection answers a different question. The routine inspection is the one in the middle of the tenancy, and it is the easiest to skip.
| Inspection | When | What it is for | Checklist |
|---|---|---|---|
| Move-in | Before the resident takes possession | The baseline everything is compared against | Move-in / move-out |
| Routine or annual | While the unit is occupied | Maintenance, leaks, safety; a mid-tenancy record | This checklist |
| Pre-move-out | Shortly before the resident leaves, if offered | Items the resident can address before leaving | Pre-move-out guide |
| Move-out | After the resident returns the keys | What changed since move-in | Move-in / move-out |
What should you look for during a rental inspection?
- Water first. Stains on ceilings, soft flooring by the toilet or tub, and anything damp under sinks. Leaks found early are cheaper for everyone.
- Safety items. Test smoke and CO detectors, confirm bedroom windows open, and check railings and steps.
- Systems. HVAC filter, the visible condition of the water heater, and that the electrical panel is reachable.
- Condition, described neutrally. Note what you see (“carpet worn in the hallway traffic path”), not who caused it.
How does a routine inspection help at move-out?
A routine inspection is the middle of the timeline. When a question comes up at move-out about when a mark appeared, a dated photo from six months in is often the clearest answer, but only if it can be found and tied to the same tenancy. Filed as one more folder on a shared drive, it rarely is. See how the pieces fit in an evidence package.
Camera roll
IMG_4471 … IMG_4519
Shared drive
/2417 Alder/Move in (2)
Condition PDF
Signed Jul 12, never opened
Text thread
“here are the pics”
Invoice email
RE: counter repair
Deposit sheet
Amounts, no evidence
Unit B · one tenancy
One recordMove-in inspection
Jul 12, 2024 · 64 photos
Periodic inspection
Jan 18, 2025 · 41 photos
Move-out inspection
Sep 30, 2026 · 71 photos
Invoice attached
Oct 2, 2026 · Counter repair
Record issued
Oct 4, 2026 · Revision 1 · sealed
Do this in ProFlow360
Run routine inspections from one template, across every unit
Every inspector works to the same required shots, and each inspection is filed under the tenancy it belongs to, so the timeline is already in order at move-out.
Move-in inspections · this week
Template: Standard unit
Complete1180 Fair Oaks Blvd · 4A
J. Ortiz · 61 photos
4 required shots missing2417 Alder Creek Way · B
K. Lee · 18 photos
Complete903 Howe Ave · 12
M. Patel · 57 photos
Questions about this template
How often should a rental property be inspected?
Many operators walk occupied units once or twice a year, plus move-in and move-out. Your lease and local law govern how much notice you give before entering; check both before scheduling.
What is the difference between a routine inspection and a move-out inspection?
A routine inspection checks an occupied unit for maintenance needs, leaks and safety items part-way through a tenancy. A move-out inspection records the condition when the resident leaves so it can be compared with the move-in record.
Should the resident be present for a routine inspection?
It is common to invite them. Either way, record whether they were present on the checklist, and describe conditions you observe rather than who caused them.
Do routine inspection photos matter at move-out?
Often, yes. A routine inspection six months in shows what the unit looked like part-way through the tenancy, which helps explain when a change happened. Keep the photos with the tenancy they belong to.
Start documenting condition properly
Create an account and run your next inspection with the evidence trail already in place. No card required to start.