Property inspection checklist for NZ landlords

Why routine inspections matter

Routine property inspections are one of the most effective tools a landlord has for protecting the value of their investment and maintaining a safe living environment for tenants. They allow you to identify maintenance issues early, check that the property is being kept in reasonable condition, and ensure ongoing compliance with the Healthy Homes standards.

Done well, inspections also build trust with tenants by demonstrating that you take the property — and their wellbeing — seriously. Done poorly, or without following proper process, they can damage the landlord-tenant relationship and even result in Tenancy Tribunal proceedings.

Here is a practical guide to getting inspections right, along with a comprehensive checklist you can use.

Legal requirements for inspections

The Residential Tenancies Act 1986 sets clear rules about how and when landlords can inspect a property.

Notice requirements

You must give the tenant at least 48 hours' written notice before conducting a routine inspection. The notice must specify:

• The date of the inspection
• The approximate time (within a reasonable window — not "sometime on Tuesday")
• The purpose of the visit

Notice can be given in writing by letter, email, or text message, provided the tenant has agreed to receive communications by that method. Verbal notice alone is not sufficient.

Frequency limits

Routine inspections may be conducted no more than once every four weeks. In practice, most landlords inspect quarterly — every three months — which strikes a reasonable balance between staying informed and respecting the tenant's right to quiet enjoyment of the property.

Tenant rights during inspections

Tenants have the right to:

• Be present during the inspection (though they are not required to be).
• Refuse entry if proper notice has not been given.
• Quiet enjoyment of the property, which means inspections should not be unnecessarily intrusive or frequent.

Inspections should be conducted at a reasonable time — during business hours or at a time agreed with the tenant. Turning up unannounced, outside agreed hours, or conducting an inspection in an overly invasive manner can constitute a breach of the tenancy agreement.

Exceptions for urgent access

In an emergency — such as a burst pipe, fire, or suspected gas leak — a landlord or their agent may enter the property without notice to carry out urgent repairs or prevent damage. This is a narrow exception and should not be used for routine matters.

Before the inspection

Preparation makes the inspection itself quicker and more productive.

• Review the previous inspection report (if one exists) so you can check whether any issues identified last time have been resolved.
• Check your maintenance log for any outstanding requests from the tenant.
• Bring your checklist, a camera or phone for photos, and a notepad or digital tool for recording findings.
• Confirm the appointment with the tenant a day beforehand as a courtesy, even though formal notice has already been given.

The inspection checklist

Exterior

• Roof and gutters. Look for visible damage, missing tiles or roofing iron, and blocked or sagging gutters. Check downpipes are connected and directing water away from the foundation.
• Cladding and paintwork. Note any peeling paint, cracks in plaster, damaged weatherboards, or signs of moisture ingress.
• Windows and doors. Check that all external windows and doors open, close, and lock properly. Look for cracked or broken glass, deteriorated seals, and signs of rot in timber frames.
• Fencing and gates. Confirm boundary fences are in reasonable condition and gates latch securely, particularly if the property is marketed as suitable for pets or children.
• Paths and driveways. Look for trip hazards, cracked concrete, or drainage issues.
• Garden and grounds. Check whether lawns and gardens are being maintained to a reasonable standard, as most tenancy agreements require the tenant to keep outdoor areas tidy.
• Exterior lighting. Test any exterior lights and check that sensor lights are functioning.

Interior — general

• Walls and ceilings. Look for cracks, water stains, mould, scuff marks, or damage beyond normal wear and tear.
• Flooring. Check for damage to carpet, vinyl, tiles, or timber floors. Note any lifting edges, stains, or excessive wear.
• Doors and windows. Confirm all interior doors open and close properly. Check window latches and stays are intact.
• Light fittings and power outlets. Visually inspect for damage or discolouration (which can indicate electrical faults). Do not test wiring yourself — note anything concerning for follow-up by an electrician.
• Ventilation. Check that extractor fans in bathrooms and kitchens are working. Look for condensation on windows, which can indicate inadequate ventilation and lead to mould.

Kitchen

• Benchtops and cabinetry. Check for water damage, particularly around the sink area. Look under the sink for leaks.
• Appliances. If the property is furnished with appliances (oven, rangehood, dishwasher), confirm they are in working order.
• Taps and plumbing. Run the taps briefly to check water pressure and look for drips or leaks.

Bathroom and laundry

• Shower and bath. Check silicone seals and grout for deterioration. Look for signs of water escaping the shower area onto adjacent flooring.
• Toilet. Flush to confirm it operates correctly. Check for leaks at the base and around the cistern.
• Taps and drains. Check all taps for drips and ensure drains are flowing freely.
• Extractor fan. Confirm the fan operates and is not excessively noisy (which can indicate a failing motor).

Safety and compliance

• Smoke alarms. Test every smoke alarm by pressing the test button. Confirm they are photoelectric, long-life or hardwired, and within their expiry date.
• Heating. Check that the fixed heating source required by the Healthy Homes standards is present and operational.
• Insulation. While you cannot easily inspect underfloor or ceiling insulation during a routine visit, note any visible signs of insulation issues such as extreme cold or dampness.
• Moisture and ventilation. Look for mould growth, musty odours, or visible condensation. These can indicate either a ventilation issue (landlord responsibility) or a tenant behaviour issue (such as not using extractor fans or drying clothes indoors without ventilation).
• Hot water. Confirm the hot water system is functioning. Check the temperature — the safe range is between 55 and 60 degrees Celsius at the cylinder, delivered at no more than 55 degrees at the tap to prevent scalding.

Documenting your findings

Thorough documentation protects both the landlord and the tenant. For each inspection:

• Take dated photographs of any areas of concern, and also of areas in good condition. Photos provide objective evidence that is far more useful than written descriptions alone.
• Complete a written report noting the condition of each area inspected, any maintenance required, and any issues to follow up on.
• Provide a copy to the tenant within a reasonable timeframe. This gives the tenant the opportunity to respond to any observations and keeps the relationship transparent.
• Store the report securely as part of the property's records. Inspection reports can be valuable evidence in Tenancy Tribunal proceedings if disputes arise later.

Managing inspection records across multiple properties can become unwieldy without a system. Tools like keel help landlords schedule inspections, record findings with photos, and maintain a searchable history — making it straightforward to track the condition of each property over time.

After the inspection

Follow through is what makes inspections genuinely useful.

• Action any maintenance issues promptly. If you identified a leaking tap or a deteriorating seal, arrange repairs sooner rather than later. Small issues left unaddressed become expensive problems.
• Communicate with the tenant. If there are areas where the tenant needs to take action (such as keeping the property cleaner or using extractor fans), raise it constructively and in writing.
• Update your compliance records. If smoke alarms, heating, or other Healthy Homes elements need attention, schedule the work and update your records once complete.
• Schedule the next inspection. Staying on a regular schedule means nothing gets forgotten.

Key takeaways

• Give at least 48 hours' written notice before any routine inspection.
• Inspect no more than once every four weeks (quarterly is standard practice).
• Use a consistent checklist covering exterior, interior, and safety/compliance items.
• Photograph and document findings thoroughly.
• Follow up promptly on any maintenance or compliance issues identified.
• Respect the tenant's right to quiet enjoyment at all times.

A well-conducted inspection is not about catching tenants out — it is about maintaining the property, meeting your legal obligations, and building a professional relationship that benefits everyone involved.