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Communicating inspection findings with property owners and tenants



When you are caught between a tenant who is upset and a property owner who believes everything is fine, communication can make or break the situation.

Clear communication matters. Inspections are routine, but misunderstandings during or after them can quickly create tension. An inspector’s role is not just to document issues, but also to communicate them in a way that builds trust, avoids disputes, and speeds up solutions.

Communicating with tenants


When speaking with tenants, avoid overly technical language. Instead of “moisture ingress”, say “damp wall from a leak”. Tenants don’t need technical terms, just clear descriptions of what was observed.

Keep your notes factual and objective. Describe what was seen rather than assuming causes. For example, “scratch on the living room wall” is more helpful than “damage caused by a pet”. If tenants ask for next steps, inspectors can suggest official resources, or recommend they speak directly with the property owner or manager.

Framing issues as shared goals is also important. Instead of “this has been left too long”, use language like “this will need attention to keep things safe and dry”.

Communicating with property owners


Property owners are usually focused on how serious a problem is and whether it affects compliance. Keep reports clear and concise, especially in writing. Phone calls can be forgotten, but emails or reports can always be referred back to later.

Sometimes owners ask inspectors to pass on messages to tenants. Before doing so, ensure the message is appropriate and practical, not confrontational. If inspectors find themselves in the middle of a dispute, the best approach is to remain unbiased and stick to facts rather than opinions.

When both parties are present


Inspections where both tenants and owners are present can be challenging. Tensions often run high, and inspectors must present information factually without assigning blame.

For example, instead of “someone hasn’t kept this clean”, a better approach is “there is mould under the sink, here is the photo from today’s inspection”. Sharing evidence in a neutral way helps prevent disputes and allows tenants and owners to focus on solutions rather than accusations.

Tools that make communication easier


Inspections can become stressful, but the right tools help keep things clear and consistent. Software like the myInspections app allows inspectors to keep notes, checklists, and photos organised. It also makes it simple to generate clear, professional reports that can be shared with both tenants and property owners.

Document everything - even small issues. What seems minor today may become major in the future.

Common pitfalls to avoid

  • Using jargon or technical language that confuses people
  • Taking sides in disputes, even unintentionally
  • Relying only on verbal updates instead of following up with written records
  • Forgetting to point tenants or owners to official resources when needed

Tips for smoother communication

  • Be honest but not alarmist - describe issues clearly without exaggeration
  • Repeat key points and follow up with a written summary to avoid misunderstandings
  • Use tools like the myInspections app to back up observations with photos
  • Keep your tone calm and frame issues as shared goals
  • Direct people to trusted sources like tenancy.govt.nz for guidance beyond your role

Make inspections easier with myInspections


Routine and move-in inspections don’t have to be stressful. With myInspections, you can document, photograph, and generate professional inspection reports in just minutes - right from your phone or tablet.

📷 Capture videos, photos and notes effortlessly
 📄 Generate digital reports on-site
 📧 Share reports instantly with tenants or owners
 📋 Stay consistent with reusable templates

Ready to simplify inspections and improve communication? Start your 14-day free trial of myInspections today.

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.


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