Don’t fall into the trap of thinking a single rental is easier to take care of than an entire portfolio of properties. Those who are tasked with more than one property often have systems, teams, software, and/or property managers in place to help improve processes and overall efficiency.
But when you’re managing just 1 or 2 properties? Every missed maintenance issue, delayed repair, or safety oversight can fall directly on your shoulders—and quickly spiral into costly problems.
That’s where a reliable building inspection checklist comes in.
Whether you’re overseeing a duplex, a multi-family complex, or a single-family property, regular inspections are one of the best ways to protect your investment and stay on top of tenant concerns.
Whether you’re performing a proactive walkthrough or getting ready for a required city inspection, this checklist will help you stay organized and compliant:
How Often Should You Inspect Your Property?
Before diving into what to look for, it’s helpful to have a baseline for how often various areas of a property should be inspected. While some tasks only require an annual review, others—like common areas or smoke detectors—need more frequent attention.
NOTE: Local laws vary. Be sure to check your city’s rental property inspection requirements for specifics on frequency, forms, and required repairs. Below is general guidance for informational purposes only, as inspection frequency and requirements can differ by municipality.
Here are some general guidelines:
| Area | Suggested Frequency |
|---|---|
| Roof | Annually / After Major Storms |
| Common Areas | Bi-weekly to monthly (depending on size of property). Larger = more frequent. |
| Smoke/CO Detectors | Twice a Year |
| Exterior Grounds | Bi-weekly to monthly (depending on size of property). Larger = more frequent. |
| Interior Units | At Turnover / Annually |
| Fire Safety Equipment | Yearly / As Required by Code |
As mentioned, inspection frequency and requirements can differ by municipality, especially for things like fire safety equipment, smoke/CO detectors, and rental property inspections. Here’s a breakdown of what may vary depending on your location:
Fire Safety Equipment
- Local fire codes may dictate how often extinguishers must be serviced and tagged.
- Sprinkler system inspections are often governed by state or local regulations.
- Some counties require annual fire marshal inspections for multi-family or commercial properties.
Smoke & Carbon Monoxide Detectors
- Certain counties and states require hard-wired detectors in all bedrooms and hallways.
- Inspection intervals (e.g. biannual vs. annual testing) may be based on municipal codes or HUD housing standards for Section 8.
- Specific batteries may be required in certain municipalities.
- Additional carbon monoxide detectors may be required in some municipalities.
Interior Unit Inspections
- Some cities mandate routine rental inspections (e.g. annually, every 3 years, every 5 years) for habitability standards.
- Others may only require inspections at move-in/move-out, or in response to complaints.
Rental Registration and Compliance
- In various cities, landlords must register rentals and often undergo periodic city-led inspections.
- In smaller counties, self-inspections or tenant complaints may be the only triggers for an official inspection.
- Lenders on larger multi-family properties often perform annual inspections and regularly generate lists of required repairs.
- Insurance providers almost always perform an initial inspection and sometimes require periodic follow-up inspections.
What To Do:
- Work with a professional property-management company with expertise in inspections, as well as proven processes for handling them with efficiency.
- Check with your local housing authority or code enforcement office.
- Review your state’s landlord-tenant laws.
- If your property is in a multi-family or rent-controlled area, additional inspections may apply.
- For Section 8 or subsidized housing, HUD inspection standards must be followed and are typically in addition to required city inspections.
✅ Free Download: Ready-to-Use Building Inspection Template
Make your next property walkthrough easier with our pre-built Google Sheet, complete with dropdowns for status tracking. ➡️ Click here to download the Property Inspection Template.
Want to see what managing city inspections actually looks like behind the scenes?
At Epic Property Management, we’ve processed thousands of rental inspections across multiple cities and built custom systems to handle everything from tenant coordination to documentation and tracking.
Read our full breakdown of how we manage city inspections for rental properties →
Preparing for Official Inspections
If your city, county, housing authority, lender, or insurance company conducts required inspections (including rental registration checks or HUD property visits), the checklist below can double as a prep tool. While exact requirements vary, most inspections evaluate basic safety, structural integrity, and general property conditions (most of which is covered here).
Tip: Always consult your city’s rental inspection ordinance. This list provides general guidelines only.
What to Inspect: A Section-by-Section Breakdown
Here’s a practical look at the areas to cover during your inspection. Whether you’re doing a routine walkthrough or preparing for a required inspection, be consistent, take notes, and follow up on required repairs.
1. Exterior Grounds
Start with the big picture. The exterior grounds provide your property’s first impression, giving prospective tenants and guests an immediate idea of the quality of the entire property. Inspecting this area helps identify not only cosmetic issues but also potential safety hazards, like trip risks or drainage problems. Look for:
- Overgrown plants, weeds, dead landscaping, or tree limbs near structures
- Trip hazards on sidewalks or walkways
- Potholes or fading lines in driveways or parking lots
- Evidence of water pooling or poor drainage
- Burned-out exterior lighting
- Damaged or unsecured fencing and gates
- Litter / trash
2. Building Exterior
Next, take a walk around the building itself. Pay attention to the condition of the structure, siding, windows, and roof. If not addressed quickly, issues here can lead to water intrusion, energy inefficiency, or long-term damage. Look for:
- Roof condition (visible damage or debris)
- Clean and connected gutters/downspouts
- Windows (broken panes, missing screens, bad seals)
- Walls/siding (peeling paint, cracked stucco, warped panels)
- Foundation issues (cracks, settling)
- Entry steps, stoops, and railings (stable, safe)
- Exterior cameras and lighting (working and secure)
3. Entryways & Common Areas
These are the high-traffic spaces tenants use every day. Entryways, lobbies, mailrooms, and hallways should feel clean, safe, and functional. It’s also a good opportunity to check life-safety features like fire extinguishers and exit signage.
High-traffic areas should be both clean and safe. Look for:
- Main door locks, keypads, and intercom systems
- Lobby condition (floors, lighting, signage)
- Elevator function and up-to-date inspections
- Visible, up-to-code fire extinguishers
- Working smoke and CO detectors
- Clear signage for exits, notices, and unit numbers
4. Inside the Units
Whether during scheduled regular inspections or when a unit becomes vacant, take time to thoroughly inspect the interior. This is your best opportunity to catch hidden wear and tear, maintenance issues, or safety concerns that may have gone unreported.
The following checks are best done at turnover or during scheduled annual inspections:
- Check for wall or ceiling damage, stains, or mold
- Test door locks and window latches
- Ensure windows open/close easily and seal properly
- Confirm that all electrical outlets and fixtures are in safe and working condition
- Look for plumbing leaks or low water pressure (pay special attention to the floor around the bathtub)
- Test any included appliances
- Make sure HVAC filters are clean
5. Mechanical & Utility Areas
Often out of sight and out of mind, these areas house critical systems like HVAC, electrical panels, and water heaters. Regular inspection helps prevent downtime, catch leaks, and ensure compliance with safety codes.
These areas often go unchecked—but they’re critical:
- HVAC systems (service, check for leaks, clean filters, etc.)
- Water heaters (no leaks, secure straps, proper temp)
- Electrical panels (labeled and unobstructed)
- Backup generators (if present, test and inspect)
- Check for pest activity or access points
6. Safety & Code Compliance
Regardless of how the property looks, safety and code compliance are non-negotiable. Check fire protection systems, emergency signage, egress pathways, and ADA features to ensure everything is up to code. This includes but is not limited to:
- Functioning smoke and CO detectors throughout
- Fire extinguishers and sprinkler systems (tagged and dated)
- Exit signage and emergency lighting
- Secure stairways and handrails
- Unobstructed emergency exits
- ADA-compliant features (handrails, ramps, signage)
7. Tenant Notes & Red Flags
Finally, don’t forget the human element. Use this part of your inspection to log tenant-reported issues, identify potential lease violations, or make note of any conditions that could indicate larger problems (like hoarding or unauthorized occupants). Questions to ask:
- Any recent complaints or reported problems?
- Unauthorized pets, alterations, or guests?
- BBQ equipment on balconies?
- Hoarding or sanitation issues?
- Lease violations?
- Disabled or unauthorized vehicles in the parking lot?
Staying ahead of maintenance issues protects your investment, keeps tenants safe, and creates a rental experience you can be proud of. Consistent inspections using a structured checklist can help you catch problems early, stay compliant with local regulations, and build trust with your tenants.
Make it a habit, keep good records, and treat your checklist as a living document that evolves with your property and local requirements.
Contact us today to learn more about how The Epic Advantage can provide industry-leading efficiency and unparalleled service. And if you’re feeling overwhelmed by managing inspections yourself, we get it—it’s not easy. Here’s how our team tackles city inspections at scale, and how we can help you do the same.