6 lessons from inspecting 100 properties
By the time most inspectors reach their 100th property, they’re a lot more confident than on day one. The first few inspections often take longer, nerves get in the way, and mistakes are easier to make. But with time, certain lessons stand out as the ones that make inspections smoother, more consistent, and more professional.
Here are six of the biggest lessons learned from inspecting 100 properties.
1. Communication is everything
Tenants often downplay problems — not out of dishonesty, but because they don’t want to cause trouble. That’s why inspectors need to ask better questions.
- Open-ended questions like “What’s been bothering you lately?” work far better than “Is everything okay?”
- Pay attention to body language and tone, as they often reveal hidden concerns.
- Listening carefully builds trust and uncovers maintenance issues earlier.
2. Build a routine
Different rooms present different problems — bedrooms often hide outlet or window issues, while kitchens and bathrooms reveal water-related problems. A routine makes sure nothing gets skipped.
- Use a step-by-step checklist to cover the same areas every time
- Don’t forget easy-to-miss spots like behind doors or under sinks
- Repeatability creates efficiency and reduces oversight
3. Understand common issues
Patterns start to emerge after a few dozen inspections.
- Water-related problems - leaks, blocked drains, mould, or poor sealing
- Wear vs damage - knowing the difference avoids disputes between tenants and landlords
- Keep a short list of recurring issues handy to check at every inspection
4. Handle awkward moments calmly
Excuses are part of the job. Phrases like “We were just about to fix that” or “That was like that when we moved in” usually reflect delays or fear of blame.
The best approach is to:
- Stay calm and professional
- Document what you see without judgment
- Focus on facts, not emotions
5. Safety always comes first
Never assume safety checks have been handled.
- Always test smoke alarms yourself
- Check entrances, locks, and windows
- Look for trip hazards such as loose railings or uneven flooring
Prioritising safety builds trust and ensures compliance.
6. Documentation is your best friend
Good documentation prevents disputes before they even start. Photos and notes should always be taken as if they might be needed in court (even if they never will).
- Keep descriptions objective and factual
- Pair notes with timestamped photos
- Avoid assumptions — just record what you see
Make inspections easier with myInspections
With myInspections, documenting properly is simple:
📷 Capture photos and notes on the spot
📋 Follow ready-made checklists for consistency
📄 Generate clear, professional reports instantly
📧 Share them easily with tenants and landlords
📷 Capture photos and notes on the spot
📋 Follow ready-made checklists for consistency
📄 Generate clear, professional reports instantly
📧 Share them easily with tenants and landlords
The information contained in this article is exclusively for promotional purposes. It does not in any way constitute legal advice and should not be relied upon as the basis for any legal action or contractual dealings. The information is not and does not attempt to be, a comprehensive account of the relevant law. If you require legal advice, you should seek independent legal counsel. myInspections does not accept any liability that may arise from the use of this information.
More resources
The most common excuses in property inspections (and what they really mean)
Everyone in property management and inspections has heard “that excuse” before. The truth is, excuses are part of the job — and most of them follow familiar patterns. Whether it’s a tenant or a landlord, people sometimes give explanations that don’t quite add up. Usually, it’s not about deception, but about avoiding blame or hoping a small issue won’t be taken too seriously.
Here are some of the most common excuses inspectors come across — and what they usually mean.
“That stain was alread...
Things to look for at the beginning of an inspection
You don’t need to be a pro to spot the most common issues in a property. The first few minutes of an inspection can often tell you more than the rest of the walkthrough. Starting with the right mindset helps set the tone for the whole inspection.
There are certain signs that, if checked early, can quickly reveal a lot about a property’s condition. For example, checking the areas around a shower might show the first hints of mould before it turns into a major hazard. Similarly, a small crack ...
Pen and paper vs inspection software: which is better for property inspections?
If you’ve ever tried juggling pens, clipboards, and forms during an inspection in the rain, you’ll know exactly how tricky it can get. Property inspections are all about details, and how you record those details is just as important as spotting them in the first place. The way you document can make the whole process faster, clearer, and a lot less stressful.
So, what works better these days - trusty pen and paper, or modern inspection software?
The classic way: pen and paperThere’s something ...
Photo evidence in property inspections: What’s acceptable, useful, and necessary
Not all photos are created equal when it comes to property inspections. Photo evidence is one of the most important parts of an inspection because it provides unbiased proof of the property’s condition. But not every photo adds value. Knowing what to capture (and what to avoid) makes all the difference.
Here’s a guide to the necessary, useful, and acceptable photos – plus some pitfalls to avoid.
Necessary photos (non-negotiables)Every inspection should include these, no matter what:
• Water ...