Checklist · Property manager
Routine and quarterly rental inspection checklist
The visit that finds the leak before the ceiling does. A routine inspection is the scheduled look at an occupied property between move-in and move-out: the things that fail quietly — a detector with a dead battery, a drip under the sink, a filter nobody changed — and the lease terms that drift. The checklist below is Sitesui's built-in routine template; set a cadence per property in the app and it tells you what is due.
12 items in 5 areas · the built-in “Routine / periodic inspection” template, as it ships
How to run it
Three passes, in walking order
Give notice, then walk the systems first
Serve the notice the lease and your state require. Start with what protects the building: detectors, water heater, under-sink cabinets, the HVAC filter, the electrical panel cover.
Then the rooms, lightly
You are looking for damage and hazards, not housekeeping. Rate condition, photograph anything that has changed since the last visit, and leave opinions about tidiness out of the record.
Turn findings into work, not a letter
A Poor item becomes a work order with the photo attached; a lease matter becomes a note the resident sees. In the app both start from the item you rated.
The checklist
Routine / periodic inspection
Scheduled check-in on an occupied property.
Built-in template, as it ships · reviewed against the app on 2026-09-18
| Exterior | Good | Fair | Poor | N/A |
|---|---|---|---|---|
| Roof, gutters & drainage | ||||
| Siding, windows & doors | ||||
| Grounds & walkways |
| Interior | Good | Fair | Poor | N/A |
|---|---|---|---|---|
| Walls, ceilings & floors | ||||
| Appliances working |
| Systems | Good | Fair | Poor | N/A |
|---|---|---|---|---|
| HVAC & filters | ||||
| Plumbing & leaks | ||||
| Electrical & water heater |
| Safety | Good | Fair | Poor | N/A |
|---|---|---|---|---|
| Smoke & CO detectors | ||||
| Fire extinguisher & locks |
| Lease compliance | Good | Fair | Poor | N/A |
|---|---|---|---|---|
| Occupancy & authorized use | ||||
| Cleanliness & unauthorized changes |
In the app an item can also answer as pass/fail, done/not done or a number, and any Fair or Poor item becomes a work order in one tap. The PDF prints the checklist as shown, with a notes line per item and a signature block.
When not to use it
- — A move-in or move-out — use the condition-report templates so the two line up later.
- — An emergency call about a leak or no heat — that is a work order, not an inspection.
What goes wrong
- — Rating housekeeping as damage.
- — Skipping the detector test because the light is on.
- — No photo of the thing you are asking to be fixed.
What this is not
A visual walk by whoever manages the property. It is not a licensed, certified, engineering, fire-code or regulatory inspection and does not replace one where the law, the lender, the insurer or the authority having jurisdiction requires it.
The finished report
Complete the walk and the PDF exists
Every item with its rating, notes and photos; an action-items table by priority; signatures captured on the phone or through a link. No export step. See a finished one before you sign up.
Built for property managers
Property manager
Move-ins, move-outs, routine walks, turnovers — and the vendors who keep the units running.
Pick “Property manager” at signup — or start from this page and it's already picked — and the app leads with this template and speaks the trade's words.
Questions
Routine inspection: what people ask
How often should a routine inspection happen?
Set it by the property and the lease, and put it on a cadence you will keep: many managers walk occupied units twice a year, others quarterly for older buildings. Sitesui tracks what is due per property so the schedule is not in someone's head.
How much notice does a resident get?
Whatever your state and the lease require — commonly twenty-four to forty-eight hours in writing, more in some states. The checklist does not change; the notice does. Check your state's landlord–tenant rules.
Can the resident be present?
Yes, and it usually helps: they show you the drip they have been meaning to mention. In the app the completed report can be shared with them by link.
More checklists
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