An apartment inspection checklist is a written list of what to check in a unit and the building around it, used the same way every time so problems are found, recorded and fixed on a schedule. A good one covers each room, the systems behind the walls, life safety devices and the exterior. Use it at move-in, move-out and once a year, and keep photos with every result.
Inspections are boring until a slow leak turns into a ceiling replacement. This guide gives you the types of inspection to run, a room-by-room list you can copy, and the legal point every Reno owner should know before entering an occupied unit.
Which Inspections Should You Run?
Different moments call for different inspections. Here are the five that matter for an apartment community:
- Move-in inspection. Record the condition of the unit before the resident takes it. Walk it with the resident when you can, and keep dated photos.
- Move-out inspection. Compare the unit to the move-in record and note damage beyond normal wear. It also sets the scope for the turn, which we cover in our make ready process guide.
- Annual or periodic interior inspection. A scheduled look inside occupied units for leaks, safety problems, pests and unreported damage. This is the annual apartment inspection.
- Preventive exterior and common area inspection. Roofs, drainage, parking, stairs, lighting and amenities, checked on a set rhythm. Pair it with a preventive maintenance schedule for apartments.
- Pre-acquisition inspection. Before you buy, sample units and walk every building system with someone who knows what they are looking at.
If you only have time to build one routine, start with the annual interior inspection. It is the one most owners skip, and it is where small problems hide.
What Does an Annual Apartment Inspection Cover?
An annual apartment inspection checks the condition and safety of each occupied unit once a year. It looks at every room, the plumbing, electrical and heating and cooling that serve the unit, and the life safety devices. The goal is to catch leaks, hazards and damage early, not to judge how a resident lives.
Keep it short and consistent. A focused walk with the same checklist, done by the same trained person, beats an exhaustive one that gets rushed. Take a photo of anything that fails, and give residents a heads-up that the visit is routine.
Can You Enter an Apartment for an Inspection in Nevada?
Yes, with notice. Under NRS 118A.330, a resident may not unreasonably refuse a landlord's peaceable entry to inspect the premises. Except in an emergency, the landlord must give at least 24 hours' notice of intent to enter, and may enter only at reasonable times during normal business hours, unless the resident expressly consents to shorter notice or to entry outside those hours.
The statute also says a landlord may not abuse the right of access or use it to harass the resident. In an emergency, entry without consent is allowed.
Put these habits in your process:
- Send written notice that names the date, the time window and the reason.
- Schedule during business hours.
- Use a routine, repeatable inspection so it never looks targeted.
- Log when notice was given and how.
Rules can change, and your lease may add requirements. Have your attorney confirm your notice language and process. This is general information, not legal advice.
Room-by-Room Apartment Inspection Checklist
Walk each unit in the same order every time, from the front door through to the last bedroom. For each line, record pass, fail or needs work, and photograph anything that fails.
Entry and Living Areas
- Front door opens, closes, latches and locks. Deadbolt and peephole work.
- Walls, ceilings and trim: holes, cracks, water stains, peeling paint.
- Flooring: stains, lifting, loose or damaged planks, worn carpet, trip hazards.
- Windows open, close and lock. Screens and blinds are present and intact.
- Light switches, outlets and fixtures work. No scorch marks, no loose cover plates.
- Thermostat responds. Heat and air conditioning run, and vents are clear.
- Smoke alarm is present and working.
Kitchen
- Sink, faucet and drain: no leaks under the sink, no slow drain.
- Range, oven and hood fan work. Burners light or heat properly.
- Refrigerator holds temperature and the door seals.
- Dishwasher and disposal run without leaking or noise.
- Cabinets and drawers open and close. Look for water damage under the sink.
- Countertops and backsplash: chips, loose seams, caulk gaps.
- Signs of pests.
Bathrooms
- Toilet is stable, flushes fully and does not run. Check the supply line.
- Tub, shower and sink: leaks, slow drains, cracked caulk, loose tile.
- Exhaust fan works and pulls air.
- Mold or mildew on walls, ceilings or around fixtures.
- Water-damage signs on the ceiling below or the wall behind the vanity.
- Outlets near water are GFCI protected and trip when tested.
Bedrooms and Closets
- Smoke alarm is present and working. Carbon monoxide alarm where required.
- At least one window opens fully and can be used to exit.
- Closet doors, rods and shelving are intact.
- Flooring, walls and ceiling: same checks as the living areas.
Laundry and Utility Areas
- Washer and dryer connections: hoses, shutoffs and leaks.
- Dryer vent is connected and clear of lint.
- Water heater: leaks, rust, corrosion at the connections, drain pan condition.
- Furnace or air handler: filter condition and access clear of stored items.
- Electrical panel: accessible, labeled and free of obstructions.
Balcony or Patio
- Railings are solid with no loose posts.
- Flooring and surface: cracks, pooling water, rot.
- Door track and lock work.
- No unapproved storage, grills or items that create a hazard.
Which Building Systems Should You Check?
Residents see the unit, but most of the expensive risk sits in the systems behind it. Inspect these on a schedule and write down the findings, even when everything passes:
- Plumbing. Active leaks, supply and drain condition, water heater age and condition, shutoff valves that actually shut.
- Electrical. Panel condition, labeling, signs of overheating, GFCI and arc-fault protection where installed.
- Heating and cooling. Filters, thermostats, condensate lines, equipment age and service history.
- Roof and envelope. Missing or lifted roofing, flashing, gutters, downspouts, siding and sealants.
- Drainage. Water should run away from foundations, parking and entries, not toward them.
Record the install year and service history for each major system. Over time that record shows which equipment is nearing replacement, which is the number you want when you plan capital spending.
Life Safety Items to Check Every Time
Life safety checks are the lines you never skip. If one fails, fix it the same day.
- Smoke alarms. Present in required locations, mounted properly and testing correctly. Replace missing or tampered devices.
- Carbon monoxide alarms. Present where required and working. Fuel-burning equipment and attached garages raise the stakes.
- Fire extinguishers. Present where your building requires them, gauge in range, tag current, access clear.
- Egress. Exit doors, stairwells and windows open and are not blocked. Hallways and landings stay clear.
- Emergency and exit lighting. Lights come on and are not burned out.
- Locks and entry controls. Doors latch, gates close, intercom and key systems work.
- Electrical and fire hazards. Overloaded outlets, space heaters on extension cords, stored combustibles near ignition sources.
Check your local fire code and your insurer's requirements for exactly what applies to your buildings, and keep a dated record of every test.
Exterior and Common Area Checklist
Do a walk of the site at least as often as your maintenance schedule says, and after major weather. In the Reno area, that includes the freeze and thaw season and heavy wind.
- Roofs and gutters: debris, ponding, missing sections, clogged downspouts.
- Parking and walkways: cracks, potholes, trip hazards, drainage, striping and signs.
- Lighting: burned-out fixtures along paths, stairs, entries and parking areas.
- Stairs and railings: loose treads, rust, wobble, handrail height and condition.
- Landscaping: trees against roofs, irrigation leaks, overgrowth blocking sight lines.
- Trash areas: enclosures, containers, pest signs, overflow.
- Amenities: fitness room, pool, laundry room, clubhouse. Equipment, cleanliness, safety signs, gates and locks.
- Mailboxes and signage: secure, readable and intact.
What to Do With the Results
An inspection only helps if it turns into work. Here is a simple flow:
- Sort findings. Safety, then water, then everything else.
- Create a work order for each failed or needs-work item, with an owner and a due date.
- Fix life safety items first, the same day when possible.
- Close the loop. Mark the order done, add a photo and note the date.
- Track patterns. If the same line fails across many units, such as water heaters or bathroom fans, it is a building issue, not a unit issue.
Fold anything that comes up at move-out into the turn. Our make ready checklist gives you a ready-made way to track those steps in order.
If you would rather not run this yourself, this is exactly what good multifamily property management covers: scheduled inspections, consistent standards, photographed records and follow-through on the work orders.
Keep the Records
A checklist that nobody can find later does not protect you. Store each completed inspection by unit and date, with photos, the notice you gave and the work orders that followed. Those records support your maintenance planning, your lender and insurer conversations, and your position if a dispute ever comes up about a unit's condition. Use the same format for every unit, and review the results once a quarter to see what keeps failing.
