property condition report template free printable

Residential Asset Inspection and Status Protocol

Document Control

• Document ID: TR-FAC-092
• Version: 2.1.0
• Effective Date: [__________]
• Review Cycle: Annual

2. Purpose & Scope

This procedure establishes the technical standard for documenting the physical state of a residential asset. The scope covers the interior and exterior evaluation of the premises, ensuring a legally defensible record of condition at the point of transition.

3. Prerequisites

• Tools: High-resolution digital camera or mobile device, laser distance meter, moisture meter, and writing instrument.
• Materials: Printed copy of this document, clipboard, and personal protective equipment (PPE) if necessary.
• Access: Full ingress to all rooms, crawlspaces, attic hatches, and exterior perimeter.

4. Roles & Responsibilities (RACI)

5. Step-by-Step Procedure

Phase 1: Exterior Perimeter Assessment

• Inspect exterior walls for structural cracks, siding damage, or moisture penetration.
• Verify functionality of all exterior lighting and security systems.
• Document condition of roofline, gutters, and downspout drainage.
• Record status of landscaping, driveway, and fencing at [__________].

Phase 2: Interior Systems & Utility Verification

• Test all HVAC units for heating and cooling cycles.
• Run all faucets/showers; check for leaks under sinks and drainage speed.
• Verify all electrical outlets, GFCI breakers, and light switches.
• Inspect flooring for staining, wear patterns, or structural damage.

Phase 3: Room-by-Room Detailed Logging

• Room Name: [__________]
  • Walls: [ ] Good [ ] Fair [ ] Poor | Notes: [__________]
  • Ceilings: [ ] Good [ ] Fair [ ] Poor | Notes: [__________]
  • Windows/Doors: [ ] Good [ ] Fair [ ] Poor | Notes: [__________]
• Room Name: [__________]
  • Walls: [ ] Good [ ] Fair [ ] Poor | Notes: [__________]
  • Ceilings: [ ] Good [ ] Fair [ ] Poor | Notes: [__________]
  • Windows/Doors: [ ] Good [ ] Fair [ ] Poor | Notes: [__________]

Phase 4: Final Sign-off

• Attach timestamped photographic evidence to this document.
• Obtain signature from [Full Legal Name] (Tenant).
• Obtain signature from [Full Legal Name] (Manager).
• Archive digital copy to [Database/Folder Name].

6. Quality Assurance & Pro-Tips

• Pro-Tip: Always photograph existing damage with a reference object (like a coin or ruler) to provide scale.
• Common Pitfall: Failing to test the "hidden" systems, such as the water heater pressure relief valve or attic insulation levels.
• QA: Ensure all "Poor" ratings are accompanied by a specific maintenance work order number.

7. FAQs

Q: How often should this inspection be conducted? A: Ideally at move-in, move-out, and at least once during the lease term for preventative maintenance.

Q: What if the tenant disagrees with the findings? A: Document the disagreement in the "Comments" section and have the tenant initial the specific line item in question.