Conducting Routine Property Inspections: A Landlord's Guide

Why Routine Inspections Matter

Routine property inspections allow you to identify maintenance issues early, ensure the property is being cared for, and verify that lease terms are being followed. Done professionally, inspections protect your investment while maintaining a positive landlord-tenant relationship.

This guide covers everything you need to know about conducting inspections the right way — from notice requirements to documentation standards.

Notice Requirements

You must provide written notice before conducting a routine inspection. Notice periods vary by jurisdiction:

Australia (All States & Territories)

7 days' notice must be provided for routine inspections unless the tenant consents to shorter notice.

This applies to QLD, NSW, VIC, SA, WA, TAS, NT, and ACT.

New Zealand

48 hours' notice must be provided for routine inspections unless the tenant consents to shorter notice.

What the Notice Should Include

Date and time of the inspection
Expected duration (typically 15–30 minutes)
Purpose of the inspection (e.g., "routine property inspection")
Contact details if the tenant needs to reschedule
Whether the tenant is required to be present (they're usually not, but are welcome and entitled to be present)

Best practice: Send a reminder 24 hours before the inspection to confirm the time and give the tenant a final opportunity to prepare or reschedule if needed.

Before the Inspection

Review Previous Inspection Reports

Before you arrive, review the last inspection report and note any action items or issues that were flagged. This helps you:

Follow up on maintenance requests
Check if tenant-caused damage has been repaired
Track changes in property condition over time
Identify recurring issues (e.g., mould, cleanliness)

Prepare Your Inspection Checklist

Bring a checklist or use an app like Mint Property Mate to ensure you cover all areas of the property. You'll want to check:

All rooms (bedrooms, living areas, kitchen, bathrooms, laundry)
Outdoor areas (yard, garden, patios, fences)
Appliances and fixtures
Safety equipment (smoke alarms)
Signs of damage, pests, or safety issues

What to Check During the Inspection

The property should be kept to a reasonable standard of cleanliness. However, you should only flag items that can cause issues if left unresolved. Focus on problems, not personal lifestyle choices.

Priority Issues to Flag

Issues That Can Cause Damage or Safety Concerns

Non-functioning smoke alarms: Critical safety equipment
Mould growth: Especially in bathrooms, kitchens, or around windows
Dirty ovens or cooktops: Fire hazards and grease buildup
Dirtiness that could attract pests: Food scraps, rubbish, crumbs, spills
Unkempt yards: Overgrown grass, weeds, blocked gutters, dead vegetation
Blocked drains: Hair, food scraps, grease buildup
Water leaks or stains: Even minor leaks can cause major damage if ignored
Broken windows or doors: Security and weather protection issues

Appliances and Fixtures

Check that all appliances supplied with the property and fixtures are working as they should:

Appliances: Oven, stovetop, dishwasher, washing machine, dryer, hot water system
Doors and windows: Opening, closing, sliding smoothly; locks functioning; glass in good condition
Taps and toilets: No leaks, proper water pressure, flushing correctly
Lighting: All lights working (note: replacing bulbs is usually tenant responsibility)
Heating and cooling: Systems operational and well-maintained
Garage door Test it is moving up and down smoothly

Built-In Cupboards and Storage

You Can Open Built-In Cupboards To Check

Mould or dampness
Leaks or water damage
Structural damage
Pest activity (droppings, nests, etc.)

You Cannot

Look inside wardrobes or personal storage unless checking for specific issues
Move personal belongings
Open drawers, boxes, or containers
Inspect the tenant's personal items

Photos and Access During Inspections

Taking Photos During Inspections

What You Can Do

Take photos of rooms, fixtures, appliances, and outdoor areas
Photograph damage, stains, mould, or maintenance issues
Include tenant belongings incidentally if they appear in the background
Focus on the property, not the people or personal items
Take wide-angle shots to show the overall condition of rooms

What You Should Avoid

Photos of anything with personal details (documents, photos, financial records)
Close-up photos of tenant belongings
Photos inside wardrobes or drawers (unless documenting specific damage)
Photos of people (tenants or their guests)
Photos of personal or sensitive items (medication, personal hygiene products)

Accessing Storage Areas

You Can Open Built-In Cupboards To Check

Mould or dampness
Leaks or water damage
Structural damage
Pest activity (droppings, nests, etc.)

You Cannot

Look inside wardrobes or personal storage unless checking for specific issues
Move personal belongings
Open drawers, boxes, or containers
Inspect the tenant's personal items

Privacy is critical.

If a photo accidentally captures sensitive information or personal details, delete it and retake the shot from a different angle. Respecting tenant privacy protects you from complaints and maintains a professional relationship.

After the Inspection

Complete the Inspection Report

Document your findings within 24–48 hours while the details are fresh. Your report should include:

Date and time of the inspection
Overall property condition
Specific issues or concerns (with photos)
Maintenance items that need attention
Action items for the tenant (if any)
Action items for you as the landlord (repairs, maintenance)
Comparison to previous inspection (improvements or deterioration)

Share actions with the Tenant

Share with the tenant findings that require their resolution or attention. If you find issues that the tenant is responsible for (e.g., cleanliness, damage, pest-attracting mess), notify them in writing and give them a reasonable timeframe to address the issue. This sets clear expectations and gives them a chance to fix problems before they escalate.

Follow Up on Issues

Landlord-responsible repairs: Arrange repairs promptly and keep the tenant informed
Tenant-caused damage: Notify the tenant in writing and give them a reasonable timeframe to repair
Cleanliness or maintenance concerns: Issue a polite reminder about lease obligations
Serious breaches: If the tenant is violating the lease (e.g., unauthorized occupants, illegal activities), issue a formal breach notice

How Often Should You Inspect?

Most landlords inspect every 3–6 months. The right frequency depends on:

Property age and condition: Older properties may need more frequent checks
Tenant history: Long-term, responsible tenants may not need frequent inspections
Previous issues: If you've had maintenance problems, inspect more often initially
Lease terms: Your lease may specify inspection frequency

Each jurisdiction sets a maximum number of inspections per year, which means there's a minimum time you must wait between inspections:

Most Jurisdictions: 3-Month Minimum

QLD, WA, SA allow up to 4 inspections per year, meaning you must wait at least 3 months between inspections. This aligns with the quarterly best practice and gives you good flexibility for property oversight.

TAS allows routine inspections no more than once every 3 months (including one in the first month) and requires at least 24 hours' notice.

ACT allows inspections during the first month, during the final month, and twice in each 12-month period from when the tenancy begins. Landlords must give at least 1 week notice for standard inspections.

More Conservative: 3-Month Minimum

NSW allows up to 4 inspections per 12-month period, meaning you must wait at least 3 months between inspections. VIC and NT limit you to 2 inspections per year (6-month minimum). In the Mint Property Mate app you can use the tenant-led inspection option to have your tenant complete a report more frequently themselves as this isn't limited by legislation. This allows you to keep an eye on the property without violating the inspection frequency rules.

New Zealand: No Statutory Limit

New Zealand doesn't set a maximum inspection frequency, but the Tenancy Tribunal expects to see "reasonable" frequency. A common best practice is every 3–4 months, but you can adjust based on your property's needs and tenant history. Just ensure you're not over-inspecting to the point of harassment.

Mint's Takeaway

Professional inspections protect your property and maintain good tenant relationships:

Notice requirements: 7 days in Australia, 48 hours in New Zealand (unless tenant consents to shorter notice)
Focus on problems, not preferences: Flag mould, pest-attracting mess, unkempt yards, and safety issues — not lifestyle choices
Test critical systems: Smoke alarms, appliances, doors, windows, and plumbing
Respect privacy: You can take photos incidentally including belongings, but avoid personal details, wardrobes, or moving items
Open built-ins only when necessary: Check for mould, leaks, damage, or pests — not to inspect personal belongings
Document thoroughly: Complete your report within 48 hours and share it with the tenant within 7 days
Follow up promptly: Act on landlord-responsible repairs quickly and address tenant issues in writing

Mint Property Mate helps you schedule inspections with automatic notice periods, review action items from previous inspections, complete reports with photos on your phone, and track maintenance follow-ups — all in one place.