Should property owners attend inspections? A guide for property managers

As a property manager or inspector, you've likely been asked whether a property owner should attend an inspection. From my experience, having owners present can go either way. Here’s a breakdown of the pros, cons, and most importantly, how to manage the situation when property owners want to tag along.

When Property Owners Are Helpful

1. Context is everything - I once inspected a property where the kitchen appliances had a few issues. Fortunately, the landlord was present and explained the repair history and confirmed that fixes were already scheduled. That kind of background can make your job easier and help avoid unnecessary follow-ups.
2. Access to locked areas - In another case, the garage was locked, and only the landlord had the key. Without them, I wouldn’t have been able to inspect that space—saving me a return visit.
3. Faster decision-making - At one inspection, I noticed water damage on the living room ceiling. With the owner there to see it firsthand, they were able to arrange repairs immediately. That kind of responsiveness is a win for everyone.
4. Positive interactions with tenants - Sometimes, having both tenants and owners present can lead to constructive conversations. I’ve found tenants often feel more comfortable raising minor issues when the owner is present in a neutral, structured setting like an inspection.

When Things Go Sideways

1. Bias and misplaced blame - One owner was convinced the tenant’s cat had caused all the damage—including picture hook holes, chipped paint behind a couch, and even scratches around the keyhole… on the outside of the front door.
2. Overstepping boundaries - Another owner used a supposed concern about rodents as an excuse to poke through bathroom cabinets and bedroom drawers—hardly areas rodents are likely to be.
3. Steering the narrative - Some owners try to influence the inspection with their own agenda—building evidence for tenancy tribunal claims or guiding the report to justify an upcoming rent increase. In these cases, objectivity can quickly go out the window.
4. Misjudging wear and tear - Owners don’t live in the property day to day, which can skew their perception. I’ve seen them interpret normal wear—like scuffed paint or aged carpet—as serious damage, when it’s clearly from everyday use.

Tips for Managing Property Owners During Inspections

• Set boundaries early
  Before the inspection begins, clearly explain the process—what will be covered and what the owner’s role should be. If they start to overstep, don’t hesitate to politely steer things back on course.
• Stay neutral
  If the tenant is also present, maintain a balanced, professional tone. Your job is to observe and document—not mediate or take sides.
• Document everything independently
  Take your own notes and photos. Don’t rely solely on what the owner points out—stay objective and thorough.
• Use a structured checklist
  A good, pre-prepared inspection checklist (like the one you can create in the myInspections app) helps keep things consistent and focused. It also reduces the chance of the inspection turning into a blame game.
• Know the rules—and share them
  Both owners and tenants should understand their rights and responsibilities. Be prepared to refer them to the relevant tenancy authority or official government website in your region for the most accurate and up-to-date information.