Free Excel template · Notes, photos and next steps
Property inspection
checklist.
Use this rental property inspection checklist to note what you see, match it to a photo and follow up repairs. The free Excel template includes a blank record and the example below.
Download the inspection & handover kitFree Excel file · No signup
Your notes and photos stay with you.
01 /
Before you
head over.
Agree the visit with the tenant and give the notice required for their tenancy. Notice alone is not permission to let yourself in.
- Agree the visitExplain the purpose, agree a time and discuss any photos you need. Use the access guidance for the property’s nation.
- Bring the previous recordHave the last inspection notes, relevant inventory photos and open repair jobs ready to compare.
- Ask what needs attentionLet the tenant point out problems. Don’t wait for a routine visit to respond to an urgent report.
02 /
Look. Note.
Follow up.
Work room by room. Write what you actually see or what the tenant reports, without guessing the cause.
| Area | What to note |
|---|---|
| Walls, ceilings and floors | Visible changes such as staining, cracks, damp or mould. Note the location and arrange appropriate investigation where needed. |
| Kitchen and bathroom | Leaks, drips, damaged fittings and problems the tenant reports with supplied fixtures or appliances. |
| Doors, windows and shared access | Damage, sticking doors, broken fittings or access problems that need attention. |
| Existing repair jobs | What has been completed, what is still open and who will do the next job. |
| Tenant’s notes | Anything raised during the visit, the agreed next step and how you will update them. |
A visual record doesn’t replace required safety checks or a qualified inspection. Respond to urgent hazards straight away through the appropriate emergency or repair route.
03 /
Three notes.
Nothing complicated.
Oak flat, 27 September 2026. These fictional entries are in WorkedExample; use Inspection for your own visit.
Inspection record · One row per observation
| Room / item | What you saw | Photo filename | Next step | Status |
|---|---|---|---|---|
| Kitchen / tap | Drips when turned off | kitchen-tap-01.jpg | Arrange plumber Lewis · Follow up 30 Sep | Open |
| Bedroom / wall | Small scuff beside door | bedroom-wall-01.jpg | Record condition; no repair planned | Recorded |
| Hallway / ceiling | No visible change from last visit | hallway-ceiling-01.jpg | None | Recorded |
The photo names show how to connect a note to a file; example photos aren’t included. “Recorded” means there’s no action planned for that observation.
Use the blank sheet in four small steps
- 1. Add the visitEnter the property name and visit date on each row you use.
- 2. Describe the itemUse “Room / item” and “What you saw”. Keep the wording clear, like the tap example.
- 3. Match the photoSave the photo privately and put its filename in the row. Avoid capturing people or personal belongings unnecessarily.
- 4. Give the job an ownerAdd the next step, the person responsible and your follow-up date. Update the status when the job moves on.
04 /
An inspection
or an inventory?
They do different jobs. Keep both records where they apply to your tenancy.
A routine inspection
A record of the visit, current observations and repair actions. This kit is designed for that simple ongoing record.
A check-in or check-out inventory
A fuller record of the property’s contents and condition at the start or end of a tenancy. Include dated photos and give the tenant the chance to check and comment.
Keep the original check-in record. Add later inspection notes separately so you can still compare the condition at the start and end.
Use the free landlord inventory template for check-in and check-out.
Does a photo show who caused damage?
Not by itself. Record condition fairly, keep earlier records and don’t treat an observation as a decision about a deposit deduction. Use the relevant deposit scheme’s guidance if there is a disagreement.
Can I use this for more than one property?
Yes. Save a separate copy of the kit for each property and add its visits to that copy. Keep the workbook and photos in a private folder and only share the information needed.
Check the access and landlord guidance
Notice periods and access rules depend on the nation and tenancy. Follow the relevant official route before arranging a visit.
- England — access, tenant rights and responsibilities
- Wales — standard occupation contracts and access
- Scotland — landlord right of entry
- Northern Ireland — landlord and tenant responsibilities
Getting your wider paperwork together? Use the property handover checklist and landlord register readiness guide.
Keep the next step clear.
Save a copy of the free kit and use Inspection for your next visit.
Sproutlet’s app is still in development. These resources are free to use now.