Property Inspection Report Template
Property Inspection Report
13 sections · 26 fields to fill · free, nothing uploaded
PROPERTY INSPECTION REPORT
Inspection Date:
Inspection Time:
Property Information:
Address:
Unit Number:
Property Type:
Inspection Type:
- Move-In Inspection
- Move-Out Inspection
- Routine Inspection
- Pre-Sale Inspection
- Maintenance Inspection
Conducted By:
Name:
Title:
Company:
Contact:
Attendees:
- Landlord/Owner:
- Tenant:
- Property Manager:
- Other:
EXTERIOR INSPECTION
### Building Exterior
| Item | Condition | Comments | |------|-----------|----------| | Roof | Good Fair Poor | | | Gutters/Downspouts | Good Fair Poor | | | Siding/Exterior Walls | Good Fair Poor | | | Windows | Good Fair Poor | | | Doors | Good Fair Poor | | | Foundation | Good Fair Poor | | | Driveway | Good Fair Poor | | | Walkways | Good Fair Poor | | | Landscaping | Good Fair Poor | | | Fencing | Good Fair Poor | |
Exterior Notes:
INTERIOR INSPECTION
### Living Room
| Item | Condition | Comments | |------|-----------|----------| | Walls | Good Fair Poor | | | Ceiling | Good Fair Poor | | | Flooring | Good Fair Poor | | | Windows | Good Fair Poor | | | Doors | Good Fair Poor | | | Light Fixtures | Good Fair Poor | | | Outlets/Switches | Good Fair Poor | |
### Kitchen
| Item | Condition | Comments | |------|-----------|----------| | Cabinets | Good Fair Poor | | | Countertops | Good Fair Poor | | | Sink/Faucet | Good Fair Poor | | | Stove/Oven | Good Fair Poor | | | Refrigerator | Good Fair Poor | | | Dishwasher | Good Fair Poor | | | Flooring | Good Fair Poor | | | Walls | Good Fair Poor | |
### Bathroom(s)
Bathroom #1:
| Item | Condition | Comments | |------|-----------|----------| | Toilet | Good Fair Poor | | | Sink/Vanity | Good Fair Poor | | | Tub/Shower | Good Fair Poor | | | Flooring | Good Fair Poor | | | Walls/Tiles | Good Fair Poor | | | Ventilation | Good Fair Poor | |
### Bedrooms
Bedroom #1:
Bedroom #2:
MECHANICAL SYSTEMS
| System | Condition | Last Service | Comments | |--------|-----------|--------------|----------| | Heating System | Good Fair Poor | | | | Cooling System | Good Fair Poor | | | | Water Heater | Good Fair Poor | | | | Electrical Panel | Good Fair Poor | | | | Plumbing | Good Fair Poor | | |
SAFETY FEATURES
| Item | Working | Comments | |------|---------|----------| | Smoke Detectors | Yes No | Locations: | | Carbon Monoxide Detectors | Yes No | Locations: | | Fire Extinguisher | Yes No | Location: | | Security System | Yes No | |
CLEANLINESS
| Area | Rating | Comments | |------|--------|----------| | Overall Cleanliness | Excellent Good Fair Poor | | | Kitchen | Excellent Good Fair Poor | | | Bathrooms | Excellent Good Fair Poor | | | Floors | Excellent Good Fair Poor | | | Windows | Excellent Good Fair Poor | |
ISSUES IDENTIFIED
### Immediate Attention Required
1. 2.
### Repairs Needed
1. 2.
### Maintenance Recommended
1. 2.
PHOTOS
Photos attached Number of photos: Photo references:
METER READINGS (If Applicable)
Electric Meter:
Gas Meter:
Water Meter:
KEYS AND ACCESS
| Item | Quantity | Comments | |------|----------|----------| | House Keys | # | | | Mailbox Key | # | | | Garage Opener | # | | | Other | # | |
OVERALL ASSESSMENT
Property Condition: Excellent Good Fair Poor
Summary:
RECOMMENDATIONS
1. 2.
TENANT RESPONSIBILITIES (If Move-In)
The tenant should be aware of:
FOLLOW-UP REQUIRED
- Repairs to be completed by
- Re-inspection scheduled for
- Report to be sent to:
SIGNATURES:
Inspector:
Signature: _______________________
Name:
Date: _______________________
Landlord/Owner:
Signature: _______________________
Name:
Date: _______________________
Tenant:
Signature: _______________________
Name:
Date: _______________________
Notes: By signing, all parties acknowledge they have reviewed this inspection report and had the opportunity to note any disagreements.
Runs in your browser — nothing is uploadedNo signup, no email, no watermarkYour answers are saved in this browser only
What is a Property Inspection Report?
A Property Inspection Report is a real estate document used when a property is being let, sold, transferred or a tenancy is being changed or ended. In short: property condition report.
It is typically signed by landlords, tenants, buyers, sellers, letting agents and property managers. Property documents are the most heavily regulated in this library. Notice periods, deposit handling, required disclosures and eviction grounds are set by statute and vary not just by country but often by state, province or city.
When you need one
- You are about to property condition report and want the terms recorded before anyone relies on them.
- The other side has proposed a property inspection report and you want to see what a balanced version looks like first.
- A previous arrangement was verbal, and something has now happened that makes writing it down urgent.
- You need a starting point you can adapt rather than a blank page — the structure matters more than the prose.
What this Property Inspection Report template includes
The template is structured around 13 sections. Each one exists for a reason — if you delete one, delete it deliberately.
- 01Exterior Inspection
- 02Interior Inspection
- 03Mechanical Systems
- 04Safety Features
- 05Cleanliness
- 06Issues Identified
- 07Photos
- 08Meter Readings (If Applicable)
- 09Keys And Access
- 10Overall Assessment
- 11Recommendations
- 12Tenant Responsibilities (If Move-In)
- 13Follow-Up Required
Information you will need
Gather these before you start. Every one of them appears in the finished document, and a missing value is the most common reason a self-drafted property inspection report fails to do its job.
- Inspector Name
- Person conducting inspection
- Owner/Tenant
- Property owner or tenant
- Property Address
- Property address
- Inspection Date
- Date of inspection
- Condition Notes
- Property condition details
How to write a Property Inspection Report
- 1
Read the full template
Read the complete Property Inspection Report on this page before you use it, so you know what every clause commits you to.
- 2
Gather your details
Collect the names, addresses, dates and amounts listed in the "What you will need" section — every square-bracketed placeholder needs a real value.
- 3
Fill in the blanks on this page
Type your answers into the form beside the template and they are written into every clause that uses them as you go. Nothing is uploaded — the document is assembled inside your own browser.
- 4
Download the finished document
Download your completed Property Inspection Report as a PDF or an editable Word file, or copy the text. There is no signup and no watermark.
- 5
Sign and store it
Sign it — electronically with the free Sign PDF tool, or in ink where the document type requires it — and give every party a copy.
Mistakes to avoid
Wrong notice period
Notice lengths are set by law, not by the contract. A notice served one day short is invalid and the clock restarts.
Mishandling the deposit
Many jurisdictions require deposits to be held in a protected scheme and returned within a fixed window, with penalties for failure.
No condition record
Without dated photographs and a signed inventory at move-in, deposit deductions at move-out are almost impossible to sustain.
Omitting required disclosures
Lead paint, energy performance, flood history and similar disclosures are mandatory in many places, and omission can void terms or trigger fines.
Jurisdiction note. Residential tenancy and property transfer law is strictly local and often protective of tenants and buyers. Verify every notice period and disclosure requirement against your local rules — and use a licensed conveyancer or attorney for transfers of title. This template is general-purpose information, not legal advice.
Property Inspection Report FAQs
Is this Property Inspection Report template free to download?
Yes. The complete text is published on this page — no email required. Fill in the blanks on the page, then copy it or download it as a PDF, Word (.docx) or plain-text file. There is no watermark and no usage limit.
Can I fill in this Property Inspection Report template online?
Yes. Every square-bracketed blank in the template above is an editable field. Type your answer once and it is written into every clause that uses it, and the document beside the form updates as you type. When you are done, download the completed PDF or Word file. It all runs inside your browser — the document is never uploaded, and your answers are saved only in this browser so you can come back and finish later.
What information do I need to complete a Property Inspection Report?
At minimum: inspector name, owner/tenant, property address, inspection date. The form on this page lists every blank the document contains and counts how many are still empty. Every placeholder in [square brackets] needs replacing before the document is signed — an unfilled bracket is the most common defect in a self-drafted document.
What should a Property Inspection Report include?
This template is structured around 13 sections: exterior inspection, interior inspection, mechanical systems, safety features, cleanliness and others. Those are the provisions that make the document do its job; anything you delete, delete deliberately.
Is a Property Inspection Report legally binding?
Property documents are the most heavily regulated in this library. Notice periods, deposit handling, required disclosures and eviction grounds are set by statute and vary not just by country but often by state, province or city. Residential tenancy and property transfer law is strictly local and often protective of tenants and buyers. Verify every notice period and disclosure requirement against your local rules — and use a licensed conveyancer or attorney for transfers of title.
Can I edit this Property Inspection Report template?
Yes, in three ways. Fill in the blanks on this page and download the result; or download the Word version and rewrite it in Word, Pages or Google Docs; or open it in the LegalDraft AI app, where the AI can rewrite any individual clause to be stricter, simpler or more balanced and review the finished document for risk before you sign.
Do I need a lawyer for a Property Inspection Report?
Residential tenancy and property transfer law is strictly local and often protective of tenants and buyers. Verify every notice period and disclosure requirement against your local rules — and use a licensed conveyancer or attorney for transfers of title. For routine, low-value arrangements a carefully completed template is usually proportionate. The larger the sum, the more one-sided the terms, or the more the document depends on local statute, the stronger the case for professional review.
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