When Is a Property Inspection Completed?

Property Inspection

The property inspection process is one of the main tasks and responsibilities for many management companies. A great deal of time is spent conducting inspections! This can sometimes be done by the broker/owner, head manager, or any support staff. They need to conduct these inspections to get an accurate accountability of their properties’ condition so that they can account for who is responsible for damages as well as coordinate any necessary repairs to rent the property.

How are property inspections completed?

Property management inspections in the past have always been completed with a clipboard, pen, and a digital camera. Currently close to 97% of property management companies are still conducting their inspections in this manner. This not only is an outdated way to do their property inspections, but it takes a great deal more time as well as does not allow the property management company to be as efficient and flexible.

Steps For Outdated Property Inspections—Clip board & Digital Camera

Property Inspection List for Report

The inspector has to drive to office to obtain an assigned spreadsheet, verbal communication, or be at the office to obtain their property inspection list as well as write down addresses or sometimes even print directions to map out their route.

Conducting Property Inspection Report

With the hard copy document on their clipboard, the inspector hand writes all the notes for the property inspection. They write or use checks marks to go through a hard copy check list. They record everything by hand writing on this piece of paper recording all the damages and items that need to be repaired.

Photos for Report

They then take photos of the property as well as all the photos of damages and items needing repairs with their digital camera.

Completing the Report

After the property inspection is finished no one has access to this information immediately. The property inspector has to finish all their property inspections for the day and then drive back to the office to put the property report together. Once this property report is done, they can give the information to anyone that may be waiting for the property inspection. They also need to download all the pictures onto an office computer or hard drive.

Formatting the Property Inspection Report

Many times the property inspector has to retype all this information into Word or a document in addition to having to label all the property inspection photos and organize them into a computer’s folders. Sometimes they will attach the photos to the property inspection report to make it all presentable to have a viewable property inspection report.

Getting the Property Inspection Report

If the broker/owner needs a property inspection report, they have to wait until the property inspector returns to prepare the property inspection report and get all the information needed. If the broker/owner needs to access a property inspection report later they generally have to go to the file, make copies, or go to the computer where the property inspection report and pictures are stored on to print.

Viewing The Property Inspection Report

Not only can this process be tedious but it also spends a large amount of time and resources for the company. It also does not allow the property management company the flexibility to be able to access their inspection reports efficiently when they need them.

Viewing the Property Inspection Report Photos

If the report photos were not matched and placed with the exact room in the property inspection report it was taken for it then makes the property inspection report more difficult to view. When the company’s staff needs to reference back to the property inspection report this then makes viewing the property inspection report a little more difficult when trying to account for damages accurately.

When Properties Need to be Inspected?

  1. Ingoing Inspections
  2. Routine Inspections
  3. Outgoing Inspections

1) Ingoing Property Inspection

An ingoing inspection is done when a new property is put into a company’s management.

2) Routine Property Inspections

Depending on the agreement the property management company has made with the property owner they will sometimes conduct routine property inspections while tenants are occupying properties. The purpose of these inspections are to see if the property is being properly maintained as well as to keep the homeowner informed as to the condition of their property.

3) Outgoing Property Inspections

When Tenants Move Out. Most property management companies operate the same way for property inspections when the tenants move into a property. They are given an Inventory & Condition form which is a form so that the the tenant can conduct their own visual property inspection. When a tenant moves out the company will then take this Inventory & Condition form and match it with a new property inspection that the company conducts when the Tenant Moves Out.

This is how a management company is able to track which damages tenants are responsible for when their tenants move out.

A New Way to Conduct Property Management Inspections

Understanding The Value & How a Broker Uses Software like Inspect & Cloud

The Inspect & Cloud property management inspection system brings many features to to help broker/owners to save time. However, these are the main features to keep in mind.

“Property Inspections on Autopilot”

  1. Daily Property Inspection List
  2. Digital Property Inspections with Photos
  3. Cloud Complete and Sync

What is Inspect & Cloud

Inspect & Cloud is an online software and mobile app that works with your mobile devices so that you are able to do property inspections easier and faster. Using check boxes, text, and photos Inspect & Cloud allows property managers to do property inspections easier and faster, with less room for errors.

Find out how you can put your property management inspections on autopilot—

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