Landlord Inspection Checklist and Report
A useful inspection report says what you saw, what you could not check and what happens next. This free landlord inspection checklist and report pack gives you an editable Word form, a completed example and practical guidance for following up the visit.
Free Word pack with blank forms and a separate fictional worked example.
A visit can leave more than one kind of follow up.
The pack’s fictional report records a routine visit on 29 October 2026. Photo references are placeholders for the user’s own evidence.
The kitchen hinge is loose
- Photo reference
- EX-K01
- Follow up date
- 5 November 2026
Record the observed problem and the next action. Keep it open while the repair is still outstanding.
The bathroom needs another check
- Contractor visit
- 30 October 2026
- Follow up date
- 2 November 2026
- Photo reference
- EX-B01
The tenant reported condensation and the extractor is running, but airflow has not been tested. The booking does not establish the cause or prove that work is complete.
An honest limitation is useful. “Airflow not tested” tells the next person what remains to be checked; a general pass would hide it.
Use the report to understand the property’s condition.
Landlords and letting agents carrying out routine condition inspections. Use the record alongside the property’s inventory, repair history and applicable safety records.
Turn an observation into a follow up that somebody owns.
The report gives you space for the visit details, room observations, photographs, limitations and follow up actions. A separate fictional example shows how an incomplete check or a repair request can stay visible.
The accompanying guide explains how to prepare the visit and share the findings. It distinguishes an observation from a diagnosis and an appointment from a completed repair.
Arrange access before preparing the visit.
For routine access in England, give at least 24 hours’ written notice and arrange a reasonable time. A notice does not make a disputed visit an invitation to force entry. Deal with an emergency through the appropriate emergency process.
After the visit, share relevant findings, agree the next action and keep the record with the repair history. If an area was inaccessible or an appliance was not tested, say so rather than recording a pass.
Frequently asked questions
Is this a gas, electrical or fire safety certificate?
No. A routine condition visit cannot replace a specialist inspection, safety record or risk assessment. Keep those records separately and use the report to note a missing record or a concern needing attention.
Can I use it instead of an inventory?
The inventory establishes the contents and condition at the start of the tenancy. A routine inspection records a later visit. Use both, with clear dates and photo references, so later observations have the right context.
What if the tenant cannot provide access at the proposed time?
Arrange another reasonable time and keep a record of the communication. If access remains disputed, take advice on the proper next step. Do not treat the routine inspection form as authority to enter.
When can I mark a repair complete?
Record what work was actually completed and the evidence supporting it. A contractor booking or an invoice alone may not resolve every reported concern. Keep a separate follow up where it is still needed.
Arrange the visit, then record its actual limits.
The England access rule requires at least 24 hours’ written notice and a reasonable time for the relevant condition inspection. Arrange access with the tenant. A routine inspection report does not authorise forced entry or certify the property’s gas, electrical or fire safety.
Guidance checked on 29 October 2026.
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