While regular inspections are crucial for maintaining your property, the rules and etiquette around scheduling inspections with your tenants can be murky.

You need a notice that protects your rights and respects your tenants’ space and privacy.

Instead of starting from scratch, this article gives you a step-by-step guide on writing an inspection notice that helps serve both your needs and those of your tenants.

Plus, we provide you with a free template to make this task even easier.

How to write a tenant inspection notice

By following these steps, you can create a straightforward inspection notice that helps protect both your rights and those of your tenants:

1. Start with a clear heading: Label the notice clearly as a “Tenant Inspection Notice” at the top. This way, you set the tone and immediately inform your tenant of the notice’s importance and purpose.
2. Include your contact information: List your name, address, phone number, and email. Your tenants now have a point of contact for any questions or concerns leading up to the inspection.
3. State the purpose of the inspection: Explain why the inspection is necessary. Whether it’s a routine check or is intended to assess specific maintenance issues, letting your tenants know the reason helps them understand what to expect.
4. Specify the date and time: Provide an exact date and time for the inspection. Make sure this meets any legal requirements for notice periods in your area. It’s also helpful to give an estimated duration so tenants can plan accordingly.
5. Detail what will be inspected: Mention specific areas or items to be reviewed during the inspection if possible. Your tenants can then ensure those areas are accessible and in good condition.
6. Mention tenant rights and responsibilities: Remind your tenants of their rights and responsibilities related to the inspection. Reassuring tenants that you will respect their privacy during the inspection can go a long way in maintaining a positive relationship.

Sample tenant inspection notice (free template)

Tenant Inspection Notice

[Your Name]

[Your Address]

[Your Phone Number]

[Your Email]

Dear [Tenant’s Name],

I hope this message finds you well. I am writing to inform you of an upcoming inspection at [Property Address].

This inspection is a routine check to ensure the property is in good condition and to address any maintenance issues that may need attention.

Inspection Date and Time

The inspection is scheduled for [Date] at [Time].

We anticipate the inspection will take approximately [Duration].

If this time is inconvenient, please let us know and we will do our best to accommodate your schedule within the legal requirements.

Areas to Be Inspected

During this inspection, we will focus on [List of Areas or Items, e.g., “the HVAC system, plumbing fixtures, and general cleanliness”].

Please make sure these areas are accessible to help facilitate a smooth inspection process.

Tenant Rights and Responsibilities

We respect your privacy. As part of our agreement, it is important to maintain these areas for your safety and comfort. If you have any questions or need further clarification, please feel free to contact me directly.

Thank you for your cooperation and support.

Sincerely,

[Your Name]

Get your free inspection notice template

Ready to create your own customized inspection notice? Download our free inspection notice template here.

Tips for sending an inspection notice to tenants

Sending an inspection notice can sometimes be challenging, especially when dealing with busy or uncooperative tenants.

Here are some tips to help overcome any potential obstacles when sending an inspection notice to tenants:

• Know your local laws: Familiarize yourself with local landlord-tenant laws before sending a notice to verify you’re providing adequate notice and respecting tenant rights. This helps prevent legal issues and maintains a professional relationship.
• Communicate clearly and early: Give your tenants ample notice about the inspection. Clearly state the purpose, date, and time, making it easy for tenants to understand their obligations.
• Use multiple notification methods: Send the notice through channels like email, postal mail, or an online tenant portal. That increases the chance your tenant will see and acknowledge the notice.
• Highlight the benefits: Mention that inspections benefit both parties when writing your notice. Your tenants then may see it as a positive rather than an inconvenience.
• Address tenant concerns: Anticipate and address potential tenant objections in the notice. Reassure them of their privacy and that the inspection will cause minimal disruption.
• Offer flexible scheduling: Schedule inspections at convenient times, ideally when your tenants are likely to be home. If possible, offer flexible time slots to accommodate their schedules.
• Follow up: Send a friendly reminder a few days before the inspection to be sure your tenant is prepared. It can be a simple text or email reiterating the details and offering to answer any questions.
• Be respectful and professional: Approach every communication with professionalism and respect. By setting the tone for a positive relationship, your tenants will likely be more receptive to the inspection.

What to look for during an inspection

Tenants may not always report issues with the property promptly.

Inspections allow you to spot items needing repair, detect potential lease violations like unauthorized pets, and monitor how well tenants care for the property.

Here are some key areas to focus on during your inspection. 

Exterior

• Roof and gutters: Examine the roof for missing or damaged shingles and confirm the gutters are clear of debris. Look for any signs of water damage or leaks.
• Siding and trim: Check for any cracks or warping in the siding and inspect the trim for signs of rot or peeling paint.
• Doors and windows: Inspect doors and windows to ensure they open and close smoothly. Check door frames for signs of wear or damage.
• Porch and deck: Test railings and stairs for stability and look for any cracks or rot in the decking.
• Yard and landscaping: Evaluate the condition of the lawn. Look for overgrowth or bare patches and assess the health of plants and shrubs.

Interior

• Walls and ceilings: Look for cracks, stains, or peeling paint on walls and ceilings, which could indicate underlying issues.
• Floors: Inspect the flooring for scratches, stains, or loose tiles or boards. Make sure carpets are clean and free of rips or tears.
• Doors and windows: Test locks and hinges to confirm they’re functional and that all windows have secure screens.
• Kitchen and bathrooms: Verify that all appliances are in working order and sinks and toilets are leak-free.
• Electrical and plumbing: Test outlets and light switches for functionality and inspect plumbing for any leaks or corrosion.
• Mold growth: Be vigilant for signs of mold, such as musty odors or dark spots on walls and ceilings. Addressing mold promptly is critical for preventing health risks and maintaining a safe living environment.

Safety equipment

• Smoke alarms: Test each smoke alarm to verify it works properly, and replace batteries if needed.
• Fire extinguishers: Confirm that fire extinguishers are accessible and fully charged. Check expiration dates as well.
• Carbon monoxide detectors: Make sure detectors are in place and functioning correctly, with fresh batteries.

Additional items

• Appliances: Check the condition and performance of major appliances and ensure they’re clean and operational.
• HVAC: Inspect the heating and cooling systems for efficiency and cleanliness. Replace filters if necessary.
• Pest and rodent infestation: Look for signs of pests, such as droppings or nests, and address any infestations promptly.
• Lease compliance: Verify that your tenants are adhering to lease terms by checking for unauthorized pets, additional roommates, or evidence of smoking. Address any violations immediately to maintain a harmonious living environment and protect your property.

Streamline your rental property management with Stessa

Tackling the task of writing and sending an inspection notice to tenants can sound complicated, but it doesn’t have to be. Our guide and free template can help simplify the process. 

Looking to streamline your rental property management tasks even more? Consider using Stessa. 

Stessa offers unlimited document and receipt storage, helping make it easy to keep track of all your property-related paperwork. With the Stessa mobile app, you can even scan and upload documents on the go. 

From automated financial tracking to real-time reporting, Stessa can help you focus on growing your rental property business. The platform is packed with features designed to help landlords maximize returns and eliminate tedious busy work: 

• Property tracking: Monitor the financial performance of an unlimited number of properties.
• Online rent collection: Collect rent online with Automated Clearing House (ACH) payments from renters. Automatic rent reminders and optional late fee triggers make the rent collection process even more convenient.
• Income and expense tracking: Automate your income and expense tracking by linking your bank, credit card, and mortgage accounts.
• Rental applications and comprehensive tenant screening: Use Stessa’s tenant screening tool and free rental applications.
• Vacancy marketing: Publish a vacant unit for rent and syndicate your listing to several websites for maximum exposure to high-quality tenants.
• Tax-ready financials: Export tax-ready financials and access the Stessa Tax Center for assistance during tax time.
• eSigning: Upload documents, tag them for digital signatures, and send them to tenants, vendors, partners, and more (paid plans only). 

You’ll never miss a beat while managing your rental properties. Get started with a free Stessa account today and discover how effortless rental property management can be.