Conducting Property Rental Inspections – Are you prepared for it?

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The incoming inspection with a new tenant forms the foundation of the relationship between landlord, tenant and agent. It’s not just about making sure everyone knows what is damaged but also about making sure that all parties are on the same page regarding rules and expectations for the rental period. It also goes a long way in establishing a level of trust.

Conducting the Ingoing Inspection

Ingoing inspections need to be done by the landlord (or agent) and the tenant on handover prior to occupation (while the property is empty), and signed by both parties. The tenant also has 7 days in which to record any extra findings which may have been missed. This signed Ingoing Inspection report which is then annexed to the Lease Agreement forms the official record of the condition of the property before the tenant took occupation, and is a requirement of the Rental Housing Act (RHA).

 Be very thorough and specific in recording of damages, e.g. if there are marks on a wall don't simply say 'some marks on wall paint in main bed' - give detail and record e.g. '2 marks on wall just below window in main bedroom'. Thoroughly check the condition of everything the tenant is going to be responsible for maintaining during the tenancy.

 Do I have to fix all defects recorded at the ingoing inspection?

It is important to remember that the ingoing inspection checklist at commencement of lease serves purely to record the state the condition of the premises. Some tenants think that all faults that are listed in the inspection must be fixed by the owner, which is not the case. Only faults that affect the occupants safety, security and overall enjoyment of the property must be fixed.

For example….Let’s say that there are 2 cracked bathroom tiles in the one corner of the bathroom. This would not have to be fixed by the owner as it will not affect any occupant’s safety or security and also does not interfere with the workings of any of the bathroom fittings. HOWEVER….it would be required to note these two damaged tiles in the inspection report to ensure the new tenant is not held liable at the end of his/her lease period.

 What happens if no Ingoing inspection is done?

A signed ingoing inspection is required in terms of the RHA and the landlord will have little to no chance of claiming for damages caused by the tenant if there is no ingoing report proving the original state of the property.

 What happens at the Outgoing Inspection?

On vacating the tenant is required to return the property in the same condition, fair wear and tear excepted, on termination of the Lease Agreement. And in terms of the RHA the outgoing inspection must be conducted within 3 days of expiry of lease (or as per lease agreement)

At this inspection you compare the current condition with that recorded on the signed Ingoing inspection report and record any further damage, excluding Fair Wear and Tear (Fair wear and tear being damage or loss to an item at the property which happens as a result of ordinary use and exposure over time). Again the outgoing report needs to be signed by both parties to avoid the tenant afterwards disputing what was agreed.

So how will the RUANSA inspection report help me?

The RUANSA inspection report is a comprehensive report that covers all aspects of your property. Any and all faults are noted and photographic evidence is obtained of each and every fault. At RUANSA your report is also kept for up to 5 years so you don't have to worry about loosing documentation. Please download a sample report from our downloads page.