Routine Inspection and Entry Procedure

Purpose. Explains how property managers give notice, enter and inspect a rented property, record its condition and follow up maintenance and tenancy issues.

1.Frequency and notice

Routine inspections are conducted at the frequency the agency agreement sets, and not more often than the tenancy legislation allows. The tenant must be given the entry notice on the approved form with at least the minimum notice period required for a routine inspection, and entry must be at a reasonable time. The notice must be recorded against the tenancy.

2.Before the inspection

Read the previous inspection report and the entry condition report, check the maintenance system for open requests and note any matters the landlord has raised. Confirm the key is signed out in the Key and Access Register. Enter the inspection in the field job board so the office knows where you are, and follow the lone worker check-in procedure.

• Review the last report and open maintenance requests
• Sign out the key and log the visit
• Set your check-in time with the office
• Take the tablet, camera, torch and gloves

3.During the inspection

Knock and announce yourself even if the tenant has said they will be out. Inspect every room, the exterior and the yard, and photograph the condition and any damage, wear or maintenance need. Check smoke alarms, water leaks, mould, pests, safety switches and pool fencing where applicable. Do not open drawers, cupboards or personal belongings. Do not comment on the tenant's housekeeping beyond what affects the property.

4.If something is wrong

Record damage, unauthorised occupants or pets, and safety hazards factually with photographs. Urgent hazards such as a gas smell, exposed wiring or a non-working smoke alarm must be reported to the office immediately and raised as an urgent maintenance request before you leave the property. Do not confront the tenant about breaches on site; the office will issue any notice.

5.After the inspection

Complete the inspection report on the day, upload photographs, raise maintenance requests, send the report to the landlord with recommendations and send the tenant a copy with any items they must attend to. Return the key and close the job on the board.

6.Records

Inspection reports and photographs must be kept for the life of the tenancy and for at least seven years after it ends, because they are evidence in bond and compensation disputes.