ROUTINE INSPECTION IN PROPERTY MANAGEMENT
Routine management inspection in Property management as the name implies refers to the regular assessment of rental properties conducted by an Estate Surveyor and Valuer or a Professional Property Manager to assess the various aspects of a property by examining the state or condition. This is done to ensure they are well-maintained, comply with regulations, and meet the expectations of both landlords and tenants. These inspections are typically conducted periodically throughout a tenancy, aiming to identify any maintenance issues, safety concerns, or lease violations. Here’s a detailed discussion on routine inspections in property management:
Purpose and Objectives:
The purpose of a routine inspection is majorly to identify any maintenance issues, safety concerns, or lease violations. Other objectives include;
- Identifying areas of maintenance lapses, and breaches of terms and conditions of contract, regulations, and standards.
- To ensure that the facilities are effectively being used and maintained
- Identify areas of non-compliance with the tenancy agreement, regulations, policies, or standards. Etc.
Frequency
Routine inspections are typically conducted every three to six months, although the frequency may vary depending on peculiar issues such as stated in the lease agreements, and the condition of the property. More frequent inspections may be necessary for properties with a history of maintenance problems or high turnover rates. Adequate notification must be given to avoid the disruption of operations, especially as regards residential and commercial properties.
Documents needed for a routine inspection:
- An existing inventory duly signed by the occupant upon handover.
- A checklist or inspection form that outlines areas to be assessed and any specific item of concern, e.g., evidence of electricity payment, facility management fee receipt, etc.
Inspections Process:
The Surveyor walks through the property, systematically examining each room and area for cleanliness, damage, or maintenance issues. For full or semi-service apartments, the appliances should be tested as was done during the handover to ensure they are functioning correctly.
Reporting and Documentation:
The Inspectors may take photographs or notes to document any findings or concerns. The inspection must be done alone side with the tenant and the report done collectively. The tenant must have a copy of the checklist on site; however, the property manager is required to send a detailed report to the tenant itemizing their repair responsibility towards the property as stated in the lease agreement and also a similar letter to the landlord highlighting any repair work that requires his attention.
Scope:
Routine Inspection can be divided into 3 categories; External works, internal works (decorative), and Facilities/ services
External works
This will include the following
Roof: Look for roof leakage both externally and internally
Wall: The surveyor is expected to examine the wall for dampness, rising dampness (capillary action), cracks, uneven settlement, and the condition of the paints. This inspection will reveal if there is an issue caused by leakage from burst pipes, soil water due to improper drainage, or poor damp proofing during construction.
Internal works
Internal inspection involves examining the following:
Windows: Test the window by opening and closing firmly to check the condition. Also, check the handles to ensure they are not broken.
Door: Check the door handles, and lock and also check for any other possible defect. Check the door frame for sagging or swelling and water reactions that could be caused by leakage or dampness.
Floor: Inspect the floor properly to identify any issues such as floor sagging, broken tiles, hallow sound, etc.
Ceiling: Check for dropping signs on the ceiling, cracks, leakages, or colouration.
Facilities And Services:
Services include plumbing, electrical installation, water installations, sewage system, etc., where applicable these facilities can also be inspected; lifts, water treatment, central air-conditioning, etc.
Electrical Installation: The surveyor will inspect and test the conditions of the switches and electrical fittings to find out if they are in good working condition.
Plumbing: The surveyor will test the plumbing systems by turning on the taps, flushing the toilets, and checking for malfunctions, blockages, leakages, Pipe damages, wares damages, etc.
Inspecting the Sewage system will require inspecting the inspection chambers for leakages, breakage, and collapse signs around the septic tanks
The surveyor will also inspect the entire surroundings of the property to ensure that it’s in a good state of repair. Check for anything unusual happening within the premises, or any activity that contravenes the tenancy agreement.
After Inspection Reporting:
Any documented area of defect should be shared with the tenant on site, followed by a written letter for immediate and appropriate action. All external repairs are the responsibility of the landlord; while internal repairs are the responsibility of the tenants except for some internal repairs that are a result of wear and tear, Therefore the findings should be communicated to relevant stakeholders promptly. Ensure that the report is comprehensive and highlights both strengths and weaknesses. Endovour to make recommendations for corrective actions or improvement along with timelines for implementation.
Follow-up and action plans are necessary to ensure that the repair works are carried out and corrective measures are implemented.
Conclusion:
Overall, routine inspections are a critical component of effective property management, helping landlords ensure that their properties are well-maintained, safe, and compliant with regulations while fostering positive relationships with tenants. By identifying and addressing issues proactively, landlords can protect their investments and maintain the value of their rental properties over time.
Ngozi Lilian Ohaeto
Principle Partner
N. OHAETO ASSOCIATES
ESTATE SURVEYORS & VALUERS
