What is the routine property inspection form template?
Routine inspections — quarterly, twice a year or annually — are how landlords and agents spot small problems before they turn into big ones: a leak behind the bath, a smoke alarm with a dead battery, mould starting in a bedroom. A routine property inspection form makes each visit consistent and gives you a dated record of the property's condition between move-in and move-out.
This template opens with the visit details, including "Was written notice of the visit given?" and whether occupancy looks as agreed. A "Room condition" grid rates each area good, fair or poor, and "Alarms and safety" records smoke and carbon monoxide alarms, fire equipment and escape routes as tested, faulty or missing. Damp, ventilation, heating, outside areas, pets and smoking are covered next. The last page separates repairs the landlord needs to arrange from actions for the tenant.
It runs on FileIt's Forms app on a phone or tablet. Photos are taken on the spot, the inspector signs on screen, and each inspection is filed as a PDF in your vault, alongside the move-in report for the same property.
- Best for
- Landlords, letting agents and property managers
- Filled in by
- The landlord, agent or property manager on the visit
- Time to complete
- About 15 minutes
- Includes
- Room condition grid, alarm checks, damp and occupancy follow-ups, up to 10 photos, signature
Who uses a routine property inspection form?
- Quarterly or six-monthly inspections across a rental portfolio
- A first inspection a few months after a new tenant moves in
- Checking on a property after a tenant reports damp or a leak
- Recording alarm tests during each visit
- Agents reporting inspection results back to landlords
- Building a condition history to compare at move-out
Questions on this routine property inspection form
28 questions over 4 pages · includes signature, file upload, conditional questions, multiple pages, ratings.
1 Visit
- Inspected by*
- Inspection date*
- Property address*
- Unit / flat
- Tenant name(s)*
- Was written notice of the visit given?*
- Was the tenant present?*
- Occupancy looks* As agreed in the tenancy · More occupants than agreed · Possibly vacant · Unsure
- What did you see?* asked only when it applies
2 Condition
- Room condition* Good · Fair · Poor · N/A
- General cleanliness* Good · Acceptable · Poor
- Any damage beyond normal wear?*
- Describe the damage* asked only when it applies
- Photos
3 Safety & upkeep
- Alarms and safety* Tested — OK · Fault · Missing · N/A
- Damp, condensation or mould* None seen · Condensation only · Mould patches · Signs of damp or a leak
- Where?* asked only when it applies
- Extractor fans and trickle vents working?
- Heating and hot water working?
- Garden and outside areas Well kept · Needs attention · Not applicable
- Pets None seen · Approved pet(s) · Pet not on the tenancy
- Signs of smoking indoors?
4 Actions
- Issues raised by the tenant
- Repairs needed (landlord)
- Actions for the tenant
- Overall* Good — no concerns · Minor issues · Concerns — follow-up needed
- Next inspection due
- Inspector signature*
The routine property inspection form, page by page
1 Visit
Inspector, date, property address, unit and tenant names, then whether written notice was given and whether the tenant was present. "Occupancy looks" is as agreed, more occupants than agreed, possibly vacant or unsure; anything other than as agreed asks what was seen.
2 Condition
The "Room condition" grid covers entrance, living room, kitchen, bathrooms, bedrooms, stairs, windows and doors, and floors. General cleanliness and "Any damage beyond normal wear?" follow, with a description if so, and up to ten photos.
3 Safety & upkeep
"Alarms and safety" marks smoke alarms, carbon monoxide alarms, fire equipment and escape routes. The damp question ranges from none seen to signs of a leak, asking where if anything was found. Extractor fans, heating and hot water, garden and outside areas, pets and signs of smoking indoors are recorded too.
4 Actions
Issues raised by the tenant, repairs needed by the landlord, actions for the tenant, an overall rating, the next inspection date and the inspector's signature.
Make the template yours
- Edit the room grid to match the property — add a utility room, remove the stairs
- Add a landlord email to the notification list so they get each report
- Change the notice wording to fit the rules where your properties are
- File inspections into a vault folder per property
- Add a tenant signature if you want them to acknowledge the report
- Make photos required for portfolios you manage on behalf of others
Tips for a better routine property inspection form
- Give proper notice and agree a time — tenants are entitled to their privacy
- Photograph the same views every time so changes are easy to spot
- Test alarms rather than just checking they're on the ceiling
- Separate landlord repairs from tenant actions so nobody's unclear
- Treat damp reports seriously and find the cause
- Follow up in writing with the tenant after the visit
Every response becomes a PDF in your vault
The signed inspection is filed as a PDF in your vault with every photo attached, and you're notified. Share it with the landlord or keep it with the property's other documents.
Search the Responses table by address to see every inspection of a property in order, and export to CSV to track outstanding repairs across your portfolio.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Routine property inspection form: frequently asked questions
Is this routine inspection template free?
Yes. It's included in FileIt's Forms app on every plan, including free.
How is this different from a move-in or move-out inspection?
Those record condition at the start and end of a tenancy. This one checks the property during the tenancy and focuses on upkeep, safety and repairs.
Does the form tell me how much notice to give?
No. It records whether notice was given. Check the rules that apply to your tenancy.
Can I use it on my phone?
Yes. Photos upload from the camera and you sign on the screen.
Can tenants see the report?
Send them the PDF, or add a tenant email question so they receive a copy automatically.
Can I add rooms?
Yes. Edit the grid's rows in the designer to match each property.