A landlord needs to inspect his property from time to time in order to see if everything is in order or for repair purpose. A tenant also needs to be informed of any such inspection beforehand so that he has time to prepare. Apart from it, an inspection can also be done for other purposes. For this purpose, a rental notice is to be sent to the tenant before a stipulated time. For writing a property inspection letter, you can understand how to write one and can also go through the examples.
5 Steps to Write a Property Inspection Letter
Step 1: What Does the Law Say?
It is very important to have an understanding of the law which prevails in your state regarding the inspection. The law in some state does not allow the landlord to enter the property without a reason. Then there is notice time which is different as per the state laws. So make sure that anything you do is within the provisions of the applicable law, so as to avoid trouble, and get the right result from your inspection letter.
Step 2: Reason for the Inspection
There must be a valid reason for the inspection. Periodic inspection is very good but tenant also has the right to his privacy. Reasons for the inspection may be some emergency repairs, or for making upgrades to the property. Another reason may be that the tenant is going to vacate the property soon so the landlord wants to see if there are any damages done to the property by him. Write the reason why you want to get the property inspected.
Step 3: Timing of the Inspection
The landlord can conduct the inspection whether the tenant is available home or not on the specified time. The reason is that notice was given, the tenant was aware of the inspection, still, he is not available. The timing of inspection cannot be changed due to these reasons unless the landlord agrees to. If the landlord and tenant work out a suitable timing for both, it is best.
Step 4: Who Else is Coming?
Do inform the tenant beforehand if there will be anyone accompanying during the inspection. Another person may be plumber, electrician or any contractor for carrying out any repairs work. This is important so that it does not come as a shock to the tenant and it is also important for security purpose. In case the landlord is entering the property in absence of tenant, it is the responsibility of the landlord to securely lock all the doors and windows as they were before his coming.
Step 5: Body of the Letter
Writing a property inspection letter is not a difficult task if you keep in mind the above points. Make sure that nothing of significance is left out. Write the complete name and address of the property. Simply inform the tenant the date and time of the inspection, reason of inspection and if anyone will be accompanying you. You can deliver the letter yourself at the front door, or with roommate or family member. You can also send the letter through mail allowing a reasonable period for delivery before the inspection.
5+ Property Inspection Letter Templates
The given examples and templates will help you in writing a property inspection letter in case you are writing for the first time.
1. Sample Property Inspection Letter
In the normal course, the landlord gets his property inspected. But the state may conduct an inspection in order to see that the property is fit for the tenants to live in it. A landlord may receive such a letter to make the necessary repairs within the stipulated time. The landlord has to inform this to his tenants with this landlord letter template.
2. Simple Property Inspection Letter Cum Notice
This is an example of a house inspection checklist for inspection. In this example, the landlord has quoted the law but it is your wish to quote the provision of the law under which the inspection will be conducted. The reason for the inspection is not stated. If you want, you can add it as well. This is short and simple and can be used without any changes.
3. Commercial Property Inspection Letter
In case of an inspection report is made by the insurance company, the landlord is sent such a letter which he needs to convey to his tenants as well. In this case, both the landlord’s and tenant’s place are getting inspected but the ultimate liability for any shortcomings will be that of the landlord as he is responsible for the same.
4. Formal Property Inspection Letter Template
This is a ready-to-print template which you can use to write a simple but formal inspection letter for the tenants. The reasons for inspection are also suggested and you can add any other reasons, if any. Also, the areas of the property you will be inspecting is mentioned which will further help the tenant. This letter template is more of a request to enter the premises which is good, eyeing the tenant’s rights.
5. Property Inspection Letter Format
This is a rental notice template which you can use for various purposes to enter the property. The notice period for each type of entry is also provided in the help section of the letter. There are all the relevant fields in which you can simply put the information and send the printed letter to the tenant.
6. Periodic Property Inspection Letter
In the case of review of the property, the landlord is sent such notice to inform his tenants. The information in this sample inspection report template is relevant for the tenants as well. In the letter to tenant, the landlord may give him the information regarding inspection, the name of inspector and auditor and other information, he thinks fit for the tenants’ knowledge.