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 already there.”
👉 Often means the spill happened recently.
This one is hard to resolve at the first inspection, but check-in photos make it easy to compare conditions over time.
“These aren’t my pets, I’m just watching them.”
👉 Usually means the pets are permanent.
Signs like scattered hair, toys, or scratches show whether animals really are “temporary guests.”
“The smoke alarm was working just yesterday!”
👉 Usually means the battery has been flat or removed for some time.
Always test alarms yourself to be sure.
“That scratch/chip/ding has always been there.”
👉 Often means it wasn’t.
Cross-check with initial inspection photos to confirm whether it’s new.
“We were just about to fix that.”
👉 Often means the repair hasn’t been started yet.
Note the issue and the timeline for follow-up.
“We don’t really use that room.”
👉 Sometimes means they’d prefer you didn’t look inside.
Always check every space, even ones described as “unused.”
“We only smoke outside.”
👉 Sometimes means there has been indoor smoking at least occasionally.
Trust your senses — check for lingering odours or discoloured walls.
Why excuses happen
Most excuses aren’t meant to deceive. People simply don’t want to get in trouble, face extra charges, or feel blamed. Tenants may try to minimise issues, and landlords sometimes do the same to avoid tackling repairs. It’s human nature to “save face.”
How to handle excuses professionally
- Stay friendly and neutral — don’t get confrontational
- Rely on documentation — photos and reports provide clarity
- Record facts, not opinions — keep your notes objective
- Choose your battles — small issues can be left as notes, but serious ones should follow the proper repair or notice process
Make inspections easier with myInspections
📷 Snap photos and add notes on the spot
📋 Follow ready-made checklists so nothing gets missed
📄 Generate clear, professional reports instantly from your phone
📧 Share them easily with tenants or landlords
📋 Follow ready-made checklists so nothing gets missed
📄 Generate clear, professional reports instantly from your phone
📧 Share them easily with tenants or landlords
Pen and paper still works, but inspection software just makes life simpler — and prevents debates by keeping everything consistent and transparent. Want to see the difference? 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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