Should tenants be present during routine inspections?
Insights from a professional property inspector with hundreds of inspections under his belt
Routine inspections are an essential part of rental property management. They help landlords stay on top of maintenance, ensure the property is being looked after, and pick up on issues before they become expensive problems. But one question that often comes up is: should tenants be present during the inspection?
As a property inspector, I’ve seen both sides — from helpful and communicative tenants to rushed, tense, and even confrontational visits. In this article, I’ll share some pros and cons of tenant presence, as well as tips to make inspections go more smoothly.
The benefits of having tenants present
- Tenants can point out hidden or ongoing issues
Tenants live in the property day in and day out. They often know about issues that aren’t visible during a walkthrough.
There was once a tenant showed me hidden pet stains in a dim corner of the lounge — something I wouldn’t have spotted on my own. Another time, a tenant explained that the dishwasher only worked if a piece of wood was wedged into the door. Little details like these can make a big difference.
- You get helpful context and property history
Especially when doing a one-off or mid-tenancy inspection, tenants can provide background you wouldn’t otherwise have.
A tenant once flagged an electrical outlet in the kitchen that hadn’t worked in months. Another pointed out a boarded-up back door because the locks didn’t work — a safety concern I was able to escalate quickly.
- Encourages open communication
A respectful, in-person chat often helps build trust and can reduce the chance of disputes later.
The downsides to consider
- Inspections can feel rushed
Some tenants are in a hurry or may pressure you to move quickly.
I’ve had several tenants push me to finish quickly because they “had to be somewhere”. I understand inspections can sometimes be scheduled between life but being pressured to move faster only increases the risk of missing something important.
- Tension in strained relationships
If there’s been previous conflict between the tenant and the landlord or property manager, the atmosphere can be awkward or defensive.
There was one tenant who aggressively downplayed some obvious damage to a wall because they were upset with their landlord, making it harder to get accurate documentation.
- Access issues can arise
In rare cases, tenants may outright refuse entry, even with proper notice.
I once received a threatening phone call from a tenant who refused access without valid grounds. I didn’t proceed, but the missed inspection delayed necessary repairs and complicated things for both parties.
Tips for a better inspection experience
Over time, I learned a few things that made inspections smoother for everyone:
- Communicate early and clearly. Give plenty of notice and explain why the inspection is happening — not just to check cleanliness, but to identify maintenance and safety concerns.
- Set expectations and offer education. When tenants understand the process, they’re usually more cooperative. I’d often reassure tenants beforehand and let them know what I’d be looking at (e.g. checking for leaks, damage, ventilation, etc.). I often referred hesitant tenants to general information about inspections or tenancy obligations if needed — it helps take emotion out of the conversation.
- Stay calm and professional. Even in difficult situations, being respectful and neutral helps avoid escalation.
Use tools that keep everyone on the same page
Inspections can sometimes feel tense — but with the right approach and tools, they don’t have to be. The myInspections app helps landlords and property managers conduct routine inspections in a structured, consistent way. With clear checklists, photo documentation, and simple reporting, it takes the pressure off and brings professionalism to every visit.
If you take away one thing, let it be this...
Whether tenants are present or not, the ultimate goal remains the same: to maintain a safe, healthy, and well-cared-for property. From my experience, good communication — paired with a clear, respectful approach — goes a long way in making inspections feel less like a box-ticking exercise and more like a shared effort to look after the home. When everyone is on the same page, the whole process becomes smoother and more productive.
*** 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.
