Property inspections: the rules and how to do them well

Regular inspections are one of the simplest ways to protect your investment. They help you spot maintenance issues early, check the property is being looked after and keep your insurance valid. Done well, they also build a good relationship with your tenant. Here's what the rules say and how to get the most out of each visit.

Start with a good ingoing inspection

Every tenancy should begin with a detailed property inspection report, completed with the tenant and signed by both of you. Record the condition of every room, including walls, floors, fittings and appliances, and back it up with dated photos. This report is your baseline. Without it, it's very hard to prove damage at the end of the tenancy.

The rules for routine inspections

• Notice: give the tenant at least 48 hours' notice, but no more than 14 days.
• Frequency: no more than once every four weeks.
• Times: between 8am and 7pm.
• The tenant doesn't have to be there, but it's good practice to ask whether they'd like to attend.

Other types of entry have their own rules. For example, you need to give at least 24 hours' notice to enter for repairs or maintenance, and you can always enter with the tenant's consent or in a genuine emergency. Entering without the right notice or consent is an unlawful act.

How often should you inspect?

The law sets a maximum, not a minimum. Many landlords and property managers inspect every three months, and many landlord insurance policies require regular inspections as a condition of cover. Check your policy so you know exactly what your insurer expects, and keep your inspection reports in case you ever need to make a claim.

What to look for

• Moisture and mould: check bathrooms, ceilings, window frames and behind furniture. Make sure extractor fans are working.
• Healthy Homes items: heating, ventilation, draught stopping and insulation should all still be in good working order.
• Smoke alarms: test that they're working.
• Leaks: look under sinks, around toilets and at the hot water cylinder.
• Exterior: gutters, downpipes, drainage, fences and the condition of the lawns and gardens.
• Damage: anything beyond normal wear and tear, plus any unapproved changes or extra occupants.
• Window cords: check blind and curtain cords are safely secured, especially where children live.

Tips for a smooth inspection

• Bring a copy of the ingoing report so you can compare.
• Take photos, but try to avoid capturing the tenant's personal belongings.
• Ask the tenant if anything needs fixing. They live there and often notice problems before you would.
• Follow up promptly on any repairs you agree to, and confirm any issues the tenant needs to fix in writing.
• Be respectful. It's your property, but it's their home.

Inspections that pay for themselves

A small leak spotted early is a cheap fix; the same leak found a year later can mean rotten floors and a large insurance claim. Regular inspections also show your tenant that you care about the property, which encourages them to care for it too.

This article is general information only and isn't legal advice. See tenancy.govt.nz for the full rules on inspections and entry.