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Annual rental inspection: giving notice and what to check

DoorKeeping team

3 min read

An annual inspection of an occupied rental needs advance notice that meets your state's entry rule, a purpose that is allowed, a short checklist and a written record. Visit at a reasonable time, limit it to what you need to see and share the findings. Done well, it catches small problems early and builds trust.

Start with the entry notice

A landlord cannot walk in whenever they like. Most states require advance notice, a reasonable time of day and a legitimate reason. The notice period varies. Examples: Washington requires at least two days of written notice for entry under RCW 59.18.150; California requires 24 hours of written notice under Civil Code 1954; Oregon requires 24 hours under ORS 90.322. Other states differ, and your lease may add to it. Read how much notice before a landlord enters for the pattern.

Put the date, the time window, the reason and who will enter in the notice, and deliver it the way your lease and state allow. Keep proof of delivery.

A short entry notice

"Hi [name], this is notice that I will enter [address] on [date] between [start] and [end] for the annual inspection of the unit's condition, smoke and carbon monoxide alarms and plumbing. The visit should take about [number] minutes. If this time does not work, reply with another time within [number] days. [your name]"

What to check

  • Smoke and carbon monoxide alarms: test them and note the dates and batteries.
  • Under sinks and around toilets, tubs and the water heater: look for leaks, stains or soft spots.
  • Windows, doors and locks: do they open, close and lock?
  • Heating and cooling: change the filter and note the date.
  • Ceilings and walls: water stains, mold, cracks or new holes.
  • Pests: droppings, damage or signs the tenant has mentioned.
  • Appliances you provide: do they work?
  • Exterior points you own or manage that serve the unit, such as gutters or steps.

Do not open drawers or cabinets that have nothing to do with the purpose of the visit, and do not comment on the tenant's belongings or habits. The visit is about the property.

Plan the visit so it is short. Bring a phone for photos, a spare smoke alarm battery and a filter in the right size, so small fixes happen on the spot. A visit that takes fifteen minutes and leaves a working alarm and a fresh filter is easy for a tenant to agree to next year.

If the tenant is home, introduce yourself, say what you are checking and ask whether anything needs attention. This gives them a chance to mention a problem they had not reported, which is often the most useful result of the whole inspection.

Record and share the results

Take dated photos of anything you find and note the room and the item. Afterward, send the tenant a short summary: what you checked, what you found and what you will do. A tenant who sees that the inspection led to a fixed faucet is more likely to welcome the next one than a tenant who hears nothing.

Create a work order for each repair, and give the tenant a date. For roof and gutter checks that are not tied to a unit, see the gutter and roof schedule.

Keep the visit within bounds

  • Follow the notice you gave. Do not arrive early or stay long.
  • Do not use an inspection to look for lease violations unrelated to the stated purpose, or to pressure a tenant.
  • Some cities have their own inspection rules and rental licensing programs; see rental license and city inspection rules.
  • Do not schedule inspections right after a complaint in a way that could look like retaliation.

How DoorKeeping handles it

DoorKeeping drafts the entry notice email from the lease and shows it to you before it is sent, with the tenant, unit and your chosen window filled in. Ask Claude or ChatGPT, for example: "Draft a 24 hour entry notice for unit 5B for Thursday morning." Findings become work orders, and a vendor gets a job link.

Sources

  1. RCW 59.18.150, Landlord's entry, Washington Legislature, read Oct 30, 2026
  2. California Civil Code 1954, Landlord's entry, California Legislative Information, read Oct 30, 2026
  3. ORS 90.322, Landlord access to premises, Oregon statutes, read Oct 30, 2026

Questions

Do landlords have to inspect a rental every year?
Not usually by state law, but many do it as good practice, and some cities or programs require inspections. Check your area.
Can a tenant refuse an inspection?
If your notice is proper and the reason is allowed, a tenant generally should not refuse, but state rules on entry and remedies vary. Try to reschedule before escalating.
How much notice do I need to give?
It varies by state, from 24 hours to two days in the examples above, and your lease may add to it. Check your state and give a written notice.

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