How to do rental property inspections - Check-in, mid-tenancy and check-out

Property inspections form the backbone of successful tenancies, offering protection for both landlords and tenants. From confirming condition at the outset, monitoring wear during the tenancy, to resolving any end-of-tenancy issues, inspections reduce conflict and preserve value. According to NRLA guidance, periodic inspections should occur every three to six months. Mid-term checks in particular help uncover maintenance needs, health and safety issues, and breaches of tenancy that might otherwise go unnoticed. This article breaks down inspections into three stages. 1. Check-in, 2. Mid-tenancy and 3. Check‑out.

1. Check‑in inspection: why it matters

A check‑in inspection is crucial. It establishes a baseline condition against which the property is measured at the end of the tenancy. Without it, landlords risk disputes with evidence being the tenant’s word versus theirs.

Key purposes of a check‑in inspection

1. Record the initial condition of every room, appliance, fitting, paintwork and flooring.

2. Confirm cleanliness and readiness for occupation.

3. Confirm and document meter readings and appliance settings.

4. Identify minor issues to resolve before move‑in.

A robust check‑in inventory helps landlords justify deductions later and reassures tenants that they won’t be unfairly charged. Aim to use a professional inventory clerk or at least a detailed template with photos and timestamps. Aim to sign and date this by both parties.

2. Planning and preparing for mid‑tenancy inspections

Mid‑tenancy inspections fall between check‑in and check‑out, typically at three to six months after move‑in, then every six months thereafter. Landlords must give at least 24 hours’ written notice, though giving tenants a week’s notice shows courtesy and professionalism.

Beforehand, to prepare:

• Include an inspection clause in the tenancy agreement.

• Agree inspection frequency with tenants. This might be customised for HMO setups.

• Schedule visits at reasonable times for tenants (e.g. mid‑morning to early evening).

• Use email or text for communication and reconfirm 24 to 48 hours before the visit.

• Encourage tenant presence. Inspections work best when discussions can happen in real time.

Conducting effective mid‑tenancy inspections

During the visit, focus on:

• General condition: walls, windows, flooring, door handles, doors and door frames and the condition of outdoor spaces such as gardens, patios and outdoor spaces.

• Appliances and utilities: boiler, plumbing, electrics, and smoke/CO alarms.

• Signs of neglect: damp, mould, pests, and leaks under sinks.

• Tenancy compliance: unauthorised pets, subletting, smoking in breach of the agreement. Another sign is the number of shoes by the door in different sizes.

Note any issues and discuss them calmly with the tenant: “I’ve noticed some damp in the bathroom, shall we investigate further?”

Documenting mid‑tenancy inspections

Create a concise written report with photos and share it promptly. Highlight:

• Identified maintenance needs and suggested timescales.

• Tenant responsibilities, such as improving ventilation or maintaining the garden or outdoor areas.

• Any agreed actions from both sides.

A recorded trail prevents misunderstandings and supports future claims, for example, if damp worsens and voids worth to resolve liability.

Legal framework and landlord responsibilities

Inspections serve to ensure your property meets legal standards across the UK. However, exact requirements and notice periods vary by jurisdiction:

England

Under the Homes (Fitness for Human Habitation) Act 2018, properties must remain "fit for human habitation" from the tenancy start onwards. Landlords must provide at least 24 hours’ written notice for access, preferably more for mid-tenancy inspections, and act promptly to resolve hazards .

Wales

Wales follows the same fitness standard under the 2018 Act and the same 24-hour written notice rule for inspections. Additionally, landlords and tenants must be registered under Rent Smart Wales; unregistered landlords cannot issue a Section 21 notice for possession.

Scotland

Scottish properties must meet both the Tolerable Standard and the Repairing Standard before tenancy begins and throughout. Where issued, the standard notice period for ending a tenancy is 28 days; landlords must still provide reasonable notice for any inspections. New Private Residential Tenancies introduced after 2017 emphasise tenant rights and regular inspections.

Northern Ireland

Private rented homes must meet the Certificate of Fitness requirements and the statutory minimum fitness standards. Landlords should give “reasonable notice” before inspections, typically at least 24 hours, although there is no legally prescribed notice period . Ending a tenancy requires a Notice to Quit, with minimum notice ranging from 4 to 12 weeks, depending on tenancy length.

Summary of notice requirements

Note: * Reasonable notice typically means at least 24 hours before inspection.

3. Check‑out inspections

The final step is a comprehensive check‑out inspection, but ideally, landlords conduct a pre‑check‑out inspection a few weeks before the tenancy end date. This gives tenants an opportunity to fix issues themselves, reducing likelihood of deposit deductions.

At check‑out (preferably with the tenant present):

• Compare current condition against the check‑in inventory and mid‑tenancy reports.

• Record meter readings and return of keys.

• Document any damage or cleaning issues.

• Discuss proposed charges and give tenants a chance to respond or rectify.

• Follow up with a written summary including photos

Tenants are advised to record condition of the property through at move‑out if the inspection happens after they leave. For landlords, documenting accurately is just as important.

Resolving issues and returning the deposit

Where deductions are necessary:

• Provide contractors’ quotes or receipts.

• Include photo comparisons and clear descriptions (“stain on lounge carpet, 100 cm diameter, no mark at check‑in”).

• Reference tenancy agreement terms.

• Submit proposals within 10 working days .

Return any remainder without delay custodial TDP schemes handle distribution; insured schemes require landlord action . Delays beyond 10 days may allow tenants to escalate.

Benefits of using a digital platform like August

Property management software and property management apps like August records maintenance requests, timestamps documents and stores evidence, helping landlords and tenants stay aligned and reducing the risk of disputes or deposit withholding.

Final thoughts

Rental inspections need not be intrusive or adversarial. When done correctly, with ample notice, professionalism and documentation they build trust, uncover issues early, and help maintain property value.

They form a three‑part cycle:

1. Check‑in: baseline inventory

2. Mid‑tenancy: condition review and maintenance check

3. Check‑out: final comparison and deposit reconciliation

By combining structured checklists with property management platforms like August, landlords can conduct all inspections efficiently, reduce risk and foster positive tenant relationships.

Disclaimer: This article is a guide and not intended to be relied upon as legal or professional advice, or as a substitute for it. August does not accept any liability for any errors, omissions or misstatements contained in this article. Always speak to a suitably qualified professional if you require specific advice or information.