Template preview · Property management
Rental inspection and repair
Record rental inspection findings and repair follow-up clearly.
A property inspection and repair plan for a fictional rental.
Sample purpose
Record rental inspection findings and repair follow-up clearly.
Audience: Property manager, Maintenance coordinator- Structure
- 4 sections
- Criteria
- 12
- Sources
- 5
- Watches
- 3
- Default approach
- Review first
Set the purpose first. Then change every section, criterion, and agent setting before anything runs.
Fictional sample
Structure and criteria
Sample content shows the shape of a useful document. Copying it is optional.
01 Review firstInspection context
For this rental inspection and repair, records unit, date, access, and inspection scope.
Criteria
- Records unit, date, rooms inspected and whether the tenant was present.
- Names the inspection type and legal basis, such as move-out with consent.
- States what was excluded from scope.
Sources
- HUD NSPIRE hud.govInspection standards and scope.
- Juniper unit file (fictional) api.juniper-homes.exampleFictional lease and prior inspection data.
Sample content
Juniper Homes found fictional paint damage and a leaking kitchen tap during a move-out inspection. Property manager Rosa Diaz inspected Unit 2B on Oct 1, 2026, with the tenant’s move-out consent. Findings are maintenance items, not a deposit decision.
02 Review firstCondition findings
For this rental inspection and repair, locates each condition with photo or written evidence.
Criteria
- Each row has location, observed condition and a photo ID with date.
- Separates safety-critical items from cosmetic ones, for example an active leak versus wall scuffs.
- Distinguishes normal wear from damage in neutral wording.
Sources
- HUD NSPIRE hud.govDefect categories and severity.
Watches
- Follows Inspection context
Sample content
Location Observed condition Priority Evidence Kitchen sink Slow drip under cold-water valve Repair before next move-in Photo K2; no cabinet damage visible Bedroom 1 Two wall scuffs Routine Photo B1 03 ManualRepair assignment
For this rental inspection and repair, assigns repair priority, trade, and completion target.
Criteria
- Each repair names the finding, trade or person, target date and a pass-fail acceptance rule.
- Blocking repairs have a hard date before the unit can be re-let.
- Dependencies are ordered, for example plumber before painter, with approval limits.
Sources
- Juniper contractor roster (fictional) api.juniper-homes.exampleFictional availability and rates.
Watches
- Follows Condition findings
Sample content
- ☐ Maintenance coordinator requests plumber estimate
- ☐ Photograph repair completion and test valve for 5 minutes
- ☐ Record move-in readiness only after repair verification
04 Review firstVerification and closeout
For this rental inspection and repair, verifies completion and documents tenant communication.
Criteria
- Completion is checked against the acceptance rule with a dated photo.
- Tenant communication is neutral, dated and factual.
- Unit is marked ready only after blocking repairs are verified.
Sources
- Juniper completion archive (fictional) api.juniper-homes.exampleFictional dated completion photos.
Watches
- Follows Repair assignment
Sample content
- 2026-10-02 · Work orderAssign sink valve check to Rosa.
- 2026-10-05 · Repair targetPlumber replaces valve if seal is worn.
- 2026-10-06 · CloseoutCoordinator uploads completion photo and test result.