How can you best document property conditions?

The main reason to document the condition of a property is to protect both the tenants and your owners. This documentation is what will determine how much of the tenant’s deposit will be returned or how much will be kept to repair damages. Thorough documentation minimizes most of the conflicts in the future.

Yes, it is true. The move in report is very important and is considered an official document stating that the tenant has received the property in good condition without any problems. Also, any note can be written in the report to avoid being held accountable for it upon exit.

Documenting property conditions is one of the most important things I do. When tenants move in and out, having comprehensive documentation eliminates disputes down the road. Many issues can come up - tenants may claim we kept part of their deposit unjustly, or the owners could try to blame us for maintenance problems that existed prior to the tenant's stay. With thorough documentary evidence of the property's state at multiple points, I have proof of what was already damaged or in need of repair versus what happened during a tenant's occupancy. The paperwork does take time, but it saves me so much hassle down the road compared to renting properties without thorough documentation practices. Having proof avoids disputes & liability claims.

That’s as difficult as it’s simple; customer service is key. My current area is customer driven. However, I am faced with nepotism at it’s best. We just completed all areas of workplace etiquette; Yesterday I found out assistant director discrediting her supervisors-(me) to be the favorite with the subordinate staff; I take these classes in diversity very seriously since that affords us the opportunity to serve our community with true inclusivity in mind. Documenting property conditions brings our training into context, documenting what our clientele requires allows us to truly provide a well defined approach to all repair process and the way we approach future repairs, improvements and our contractual obligations.

When documenting property conditions, it’s important to be as thorough as possible. Don’t leave anything out, no matter how small it may seem. Photos are an excellent way to document the condition of a property. Take pictures of every room, including the walls, floors, and ceilings. Make sure to capture any damage or wear and tear. This will make it easy to access if you need it later during tenant deposit refund request.

On Commercial Properties this is crucial. Video, and take a lot of pictures to document conditions. Meet experts to review high ticket items like Roofs, HVAC, and Parking Lots. One thing I always look for is abandoned equipment on the roof. This not only can be very costly to remove, but could have caused damage to the roof. Check all the roof penetrations to make sure they are all active and not equipment that has been removed and will become an immediate pathway for water to penetrate the space. If you are responsible for the HVAC get a qualified technician prior to signing your lease! You need to know the age and condition of this equipment before you are responsible for repairs and replacement. This could cost you thousands.

We use a checklist to document the move in condition of a property. In the past it was on paper, but now we use an online form. Once completed and signed it is automatically emailed to tenants, owners and managers. Several third party companies have programs/apps that assist in the move-in/move-out documentation. We have chosen not to use any of these companies. All damages are not only documented but photos are taken and attached to the completed form. This process does take time but is vital to protect both tenants and owners.

On a retail space you are typically responsible for everything inside the space, the windows, the doors, the HVAC. Make sure glass is not cracked, the door closers work, your bathroom meets ADA standards. Have qualified technicians check your electrical service and HVAC. I can not tell you how important it is to have your utilities turned on and equipment checked before you sign the lease. Once you sign it becomes difficult to have these repairs made by the Landlord. It could cost you thousands of dollars you did not budget on your Start-Up Costs. For small business owners this could also affect your scheduled opening date in turn also affecting your projected income.

Take photos of the plate on the HVAC that has serial numbers, check this through the HVAC company so you know how old the unit is. Take pictures of the general conditions of the space. Have power turned on prior to inspection to make sure everything is working. If there is an old sign up make sure the cost of removing it is the Landlords expense. If there are stains on the ceiling tiles make sure you have the roof checked. I have had Tenants spend hundreds of thousands of dollars just to find out in the next storm it needs a new roof. Sometimes this is not as easy as it seems when it is the Landlord responsibility after you have signed the lease.

If someone from the company does not come out and walk-thru the space with you make sure you request that. If they do not then provide a copy of your inspection and reports to document any damage or repairs needed. This will save your security deposit at the end of the term.

Your lease most likely calls for a Certified Mail Method for any notices sent to Landlord. I would suggest Certified Mail Return Receipt when documenting property conditions and keep a copy of the correspondence along with any response from the Landlord.

Document property conditions in an attachment to your commercial lease. Add photos! If your Landlord to be is to do improvements inside your space, make sure it is well documented in the lease. If it needs plans, make sure those plans are referred to and attached as part of the lease document.

The most important advice I can give is this inspection should take place PRIOR to signing a lease. Once signed, you have legally agreed to take on the responsibility of the repairs and sometimes replacements of some high ticket items.

Documenting property conditions is an essential part of the property management and real estate processes. It helps property owners, tenants, and landlords keep track of the property's condition and can be useful for resolving disputes, conducting inspections, and planning maintenance or repairs.