Routine inspection property inspection letter to tenant template

Product Code LT020

Where a property is being inspected by a landlord for the purpose of checking what repairs might be necessary, at least 24 hours notice in writing must first be given [section 11(6) Landlord and Tenant Act 1985]. If an inspection is required for other purposes, the length of time will depend upon the terms of the tenancy agreement currently in place but normally it’s 24 hours to make it the same.

This template document is for a general inspection (including checking for repairs if you like) and suggests giving 5 days notice but this can be changed to anything you like (as long as at least 24 hours or whatever your tenancy states).

The document is a word template and so can be altered by you in any way you like.

Introduction

As part of your responsibilities as a landlord, you or your agent will be expected to access the property on a regular basis to inspect for any necessary repairs that you are responsible. 

In addition to this you have a legal obligation to have the property checked on a regular basis by various tradespeople so you can have the electrical wiring and gas installations checked.

While you are entitled to access the property you are required to provide notice to the tenant when you are visiting in most cases. To help you with this the NRLA has produced a number of sample letters you can use to inform the tenant you require access.

In addition to this we have prepared a number of additional sample letters in the rare event that the tenant is refusing access unreasonably or is not keeping the property to the expected standard.

Accessing the Property Letter Templates

Members only

As a landlord, you have the right to maintain your property as you desire, even when it is occupied by tenants. Even though you own the property, you cannot enter it while it is occupied without following certain procedures, according to California law. When the rental property is occupied, you must send a letter to the tenant, informing her of an upcoming house inspection with a reasonable amount of notice. Make sure you write a legally sound letter and deliver it in time so you don't violate your tenant's rights.

1. Write the date, the tenant's full name and the street address of the rental property at the top of the page.

2. Let the tenant know that you will be performing an inspection of the property and refer to the relevant section in the lease agreement. Include the date and time you will be entering the home.

3. Be specific about what the inspection is about, because California law requires landlords to have a specific reason to enter the property. A general inspection just to check things out doesn't qualify. Among the legally approved reasons are inspections in an emergency, when the tenant has abandoned the rental, to make necessary repairs or conduct a move-out inspection. With proper notice, landlords can also enter to make upgrades and other improvements, to show the property to prospective buyers or new tenants or to provide entry to an outside contract worker, such as a plumber, or even a property appraiser.

4. Clarify that you will be entering the property whether or not the tenant is home to perform the inspection. Let her know that if she would like to schedule a time and date where she can be home, you are open to discuss it if you can. Legally you don't have to reschedule an inspection, but many landlords do so as a gesture of good will.

5. Inform the tenant if another person will be with you during the inspection, such as an electrician or plumber.

6. Assure the tenant that you will properly secure the home before leaving by locking any windows and doors.

7. Sign the letter and deliver it to the tenant, either by direct delivery, posting the letter in a conspicuous place like the front door, leaving it with a roommate or older child, or mailing it. If you mail the notice, allow six days for delivery before conducting the inspection.

How do you write a tenant inspection letter?

How do I write a request for inspection?

What is a routine property inspection?

Should tenants be present for inspections?