Plan the inspection
- Identify the lawful purpose and scope.
- Give the required notice using the correct method.
- Record date, time, attendees, and areas to inspect.
- Avoid collecting unrelated personal information.
- Use a consistent checklist appropriate to the property and season.
Capture condition, not commentary
Use objective descriptions, locations, measurements where useful, and date-stamped photos only when appropriate. Separate tenant communication from internal operational notes and avoid photographing personal belongings without a legitimate reason.
Create the follow-up trail
Turn observed issues into maintenance work with priority, access communication, vendor or landlord action, cost/evidence, and resolution. An inspection is not complete when the photos are uploaded; it is complete when required follow-up is recorded.