For The Record, Noting Capital Improvements On The Annual Inspection

The move in inspection provides important documentation for both the resident and the management agent.

imageThis document verifies the condition of the apartment at the time of move in. Items in a worn condition are noted. This provides a baseline for the comparison at move out, supporting the assessment for charges for damaged items.

During annual unit inspections, are sufficient details listed to compare with previous inspections?

Most importantly, if upgrades or replacements have occured during the past year, how are these items listed in the unit inventory? Without accurate documentation, excessive damage by a resident can be difficut to assess.
1. Resident moves in notes stain and cut marks on the countertop.
2. Counters are replaced.
3. Two years later resident moves out. Move out inspection identifies stains on the counter.

If there’s been a change in staffing they may not be aware of the replacement or the timing. If the move out inspection appears to be consistent with the move in; the resident isn’t charged. a two year counter top has been damaged and the property will suffer the expense of the replacement again.

imageThe same scenario can apply to carpet, cabinet and other upgrades or replacements. The annual inspection is an opportunity to record physical changes to the apartment. The convenience of digital photography provides a useful resource in the maintaining a physical inventory for the property.

Maintaining and updating a property inventory can provide important data for the property.

Lori Hammond
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Lori Hammond

Thirty plus years experience in an industry best characterized as "no two days are the same" provides the foundation for Lori Hammond's experience in Property Management.With education and career experiences in Mid-Michigan, the audience for the blog Property Management Minutes is growing.Connect with her on , Linkedin, and on Blog.
Lori Hammond
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One thought on “For The Record, Noting Capital Improvements On The Annual Inspection

  1. Hi, Lori, my method is to record any and every new installation with a maintenance form and/or repair request which details what was installed brand new with date/vendor, and I require that the resident sign the document. Then I place a copy of the signed maintenance form for the new upgrade in the maintenance “log” that corresponds to the physical unit itself (and another copy in the tenant file), so no matter who comes and goes in that particular unit I always have a history (description/date) of when anything new was installed and what the upgrade or improvement entailed. Thanks for the great post! Los Animos Apartment Management