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Landlord property inspection checklist: what to record
By Kardos Blue Limited · Updated 3 October 2026 · For landlords managing 1–10 properties
A useful inspection record explains what you saw, where you saw it and what needs to happen next. Record the property and visit date, work through the rooms consistently, and separate observations from follow-up actions.
Download the free one-page checklist (PDF)
Print it or keep it on your phone. No email sign-up.
Before the visit
Arrange access with the tenant and check the rules that apply to the property and tenancy. This is a record-keeping guide, not permission to enter someone’s home. The GOV.UK tenant rights guide explains notice and reasonable visiting times; seek the relevant national guidance if your property is elsewhere in the UK.
Review the previous inspection and any outstanding repairs. Charge your phone, confirm which property and tenancy you will be recording, and agree the purpose of any photographs. Avoid capturing people, private correspondence or possessions unnecessarily.
Record room condition consistently
Use the same room names from one report to the next. Note the condition of walls, ceilings, floors, doors and windows, alongside fixtures relevant to that room. Describe visible issues precisely: “water mark on ceiling above kitchen window” is more useful than “ceiling bad”.
Record what you could not inspect and why. Do not mark inaccessible areas as checked. A routine visual inspection is not a substitute for specialist gas, electrical or other safety work.
Photographs should explain the observation
Take an overview where helpful, then a closer image of the issue. Link it to a room and a short factual note. Review the image for readability and unnecessary personal information before including it in a report. Do not assume a photograph establishes the cause of a defect.
Meter readings and keys
When relevant to the visit, record the meter type, reading, units and date. Check the display carefully and distinguish separate electricity registers if present. At check-in or check-out, record the keys or access devices handed over and any agreed discrepancies.
Turn findings into follow-up
For each issue, note the next action, who will arrange it and the intended follow-up date. If something appears urgent, act through the appropriate emergency or qualified professional route rather than waiting to finish the report. Keep later repair evidence linked to the original observation.
Review before sharing
Check the property, tenancy, date, room notes and attachments. Record any disagreement factually. A signature does not by itself prove that every observation is agreed or establish legal liability. Review the PDF and recipient before sharing it.
Printable inspection record checklist
Use this as a working checklist. Print this page or save it as a PDF from your browser’s print menu. No email address required.
- Property, tenancy, visit date and inspection type confirmed.
- Access arranged and previous findings reviewed.
- Room-by-room observations recorded, including areas not inspected.
- Relevant photographs checked and linked to their notes.
- Meter readings and keys recorded where appropriate.
- Follow-up actions and intended review dates noted.
- Report checked before sharing; updated records backed up.
See the app in action
The demo shows a meter reading, an inspection PDF preview and the signature screen. Fictional demonstration records; silent video, edited for length.
Landlord Companion supports check-in, interim and check-out inspections with room notes, photographs, meter readings and PDF reports. Use the checklist to guide your record; tailor the visit to the property and the circumstances.