Property Inspection Checklist and Report Templates

Dario Supan

A property inspection checklist can be completed by a variety of individuals for a variety of purposes. In general, though, such a checklist is designed to collect specific information about a property during a property inspection. It helps keep the inspector on task and ensures that the property meets certain standards and conditions set forth by the owner, the manager, the bank, the insurance company, or government or professional regulations.


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Let's see what a property inspection is, what should you include in your property inspection checklist, and how to create a report for your use case.

What is a Property Inspection?

A property inspection is a term for any evaluation of a property. It can have many different use cases:

  • A rental property inspection performed by landlords/owners of rental properties and facilities when a tenant moves out or before one moves in.
  • A commercial property inspection performed by managers who want to ensure safe, functional spaces for employees, customers, and vendors. This inspection may even be carried out by a licensed, fully trained professional for insurance or mortgage purposes or prior to any kind of renovation.
  • A home inspection checklist performed as a part of the home buying process. It is usually done by a professional home inspector and takes place right after the seller accepts an offer from the buyer.


Broadly, these type of inspections are always completed with the purpose of providing key information about a property so that the owner/buyer can make educated decisions about it.

Why is a Property Inspection Checklist Necessary?

A property inspection checklist helps streamline the property inspection and ensures no steps are skipped or missed in the process. It keeps the inspector organized and focused on key areas of concern. Additionally, the checklist can allow for comments and photos, and help the property owner address any maintenance or safety issues that may arise.

What Does a Property Inspection Checklist Template Look Like?

A property inspection checklist may include the following questions:

  • What is the occupancy status?
  • If the property is occupied, who is occupying it?
  • Are there any postings, notices, or signage that would indicate that the property has incurred a code violation?
  • Are backrooms and stockrooms well-maintained?
  • Is the electrical room unobstructed?
  • Is there a minimum 18-inch clearance of stock to the sprinkler?
  • Is the compressor room clear of all storage?
  • Are there adequate ashtrays in smoking areas?
  • Is adequate signage clearly posted?
  • Are all fire extinguishers accounted for and in place?
  • Are all fire extinguishers in good repair and fully charged?


The checklist should also include the following information about the property, as well as the person who performed and approved the inspection:

  • Property Address
  • Date of Inspection
  • Inspector Name
  • Inspection Company
  • Inspection Company Phone Number
  • Inspector Signature


Your property inspection form may include different or additional questions depending on the type of property it is and the kind of information you want to collect. Such a checklist really depends on the purpose of the property inspection, and it’s wise to tailor it to suit your needs.


Bellow is a snapshot of one property inspection checklist built with Forms On Fire.

Property inspection checklist example.
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What is a Property Inspection Report?

A property inspection report is a PDF file of a digitally completed checklist. Admins can view these completed checklists each time they’re completed. These reports prove valuable if there’s a question or incident, as they can indicate the inspector's name, the date of the inspection, and if various conditions were met.


Here is an example of a report based on the checklist we showed above.

Property inspection report template.

Where Do I Get a Property Inspection Checklist?

You can create your own property inspection checklists with just word processing software and a printer. However, using an automated inspection tool like Forms On Fire makes the process much easier. 


Forms On Fire offers hundreds of form templates — including a property inspection checklist — that you can customize to your exact needs. You can then publish your checklist and distribute it to your team, who can complete and submit it while in the field using a smart device. Additionally, you can generate reports using information from the checklists. The entire process is automated and removes any need to keep track of hard copies, worry about duplicate data-entry, and manually submit and track information.

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Frequently Asked Questions About Property Inspections

  • What is the difference between a property inspection and a home inspection?

    Home inspections are typically performed when purchasing a property. They involve home inspectors assessing and providing thorough reviews of all aspects of the building, from the roof to the foundation and all the systems and structures in between. Conversely, the definition of a property inspection is more general and its purpose can vary. A property inspection can be performed by a licensed professional or the property owner. It can be conducted by mortgage lenders, the owner, a manager, or another individual for reasons including defaulted loan payments, renovations, and safety reviews. 

  • How to write a property inspection report?

    To write a property inspection report, begin by detailing the basic information such as the property address, date and time of the inspection, the inspector’s name and contact details, and the client’s information. The report should then offer an overview, summarizing the scope and purpose of the inspection.


    This is followed by a systematic, room-by-room analysis of the property, where you note the condition of various elements like walls, floors, ceilings, plumbing, and electrical systems. Include photographs for clarity. Any issues found should be clearly described, specifying the location and the suggested recommendations for repair or maintenance. Conclude with a general assessment of the property’s condition and any additional observations or safety concerns.

  • How long is a property inspection report valid for?

    The validity of a property inspection report can vary depending on several factors, such as the purpose of the inspection, changes to the property, and local regulations. Typically, a property inspection report is considered most accurate and relevant for a short period, often around six months to a year. This timeframe is due to the potential for property conditions to change over time due to factors like weather, wear and tear, and modifications or repairs.

  • Why should I have a property inspection?

    Property inspections can be conducted for many reasons, but all of them evaluate whether a property meets the necessary conditions or regulations. A property owner should have an inspection between tenants to assess damages and determine maintenance needs. A store manager may want to hold regular inspections to discover any safety hazards. Regulating organizations may insist upon inspections to ensure compliance with local, state, or federal ordinances or prior to any major renovations or repairs. Banks and insurance companies also conduct property inspections to determine and adjust rates. 

  • What questions should I include in my property inspection checklist?

    The purpose of the property inspection will dictate what type of questions you include. A rental property inspection will differ from an insurance appraiser’s property inspection. Ask yourself what information you need to learn from the inspection, and then craft questions around the answer. Perform an internet search based on your property inspection type and use existing templates, forms, and checklists to fill in any gaps.

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