The Biggest Mistakes Property Managers Make When Asking Tenants to Do Move-In Inspections

Let’s face it, move-in inspections are a critical part of property management. But, asking tenants to handle these inspections? That’s where things can get a little dicey. Sure, handing over the reins sounds easy, but if you’re not careful, you might be setting yourself up for some major headaches down the road.

Here’s the thing: Move-in inspections set the stage for how tenants see your property and how you’ll handle things when it’s time for them to move out. Mess it up now, and you’re looking at disputes, confusion, and possibly some unplanned repair costs.

To help you avoid these pitfalls, let’s talk about the biggest mistakes property managers make when they ask tenants to do the move-in inspection themselves—and, of course, how to fix them.

1. Not Providing a Clear Checklist

We all know if you hand your tenants a vague “check the property” list and send them on their way, expect a half-baked inspection. No checklist? No consistency. And that’s the first mistake.

The Fix:
Provide a detailed checklist that outlines every room/area/item of the property that needs to be checked. You can’t just say “inspect the kitchen”, you need to be specific. “Check the oven for any damages,” “Make sure the sink has no leaks.” Spell it out. If you give them a blueprint to follow, they’ll know exactly what to do.

2. Assuming Tenants Know What to Look For

Newsflash: your tenants aren’t property managers and they just moved in. They’re not trained to look for the subtle wear & tear that you can spot a mile away. So, when you send them in blind, they’ll probably overlook things that will come back to bite you at move-out time.

The Fix:
Guide them. Offer a quick tutorial on what to watch for (things like plumbing leaks, electrical issues and hidden damage). Even better, give them examples of common problems to keep an eye out for. It’s not just about saving you time, it’s about making sure nothing slips through the cracks.

3. Forgetting to Require Photos or Videos

Written descriptions are like a game of telephone. What the tenant thinks is a “small crack” in the wall might actually look like a gaping hole to you. If you don’t ask for photos or videos expect to see some very subjective interpretations of property condition.

The Fix:
Always ask for visual documentation. Make it mandatory. Photos and videos give you the objective proof you need, and they leave little room for debate later on. A tenant might write “minor scratch on hardwood floor” but a photo will show the full extent of that “minor” damage.

4. Failing to Set a Deadline

Another big mistake? Not giving tenants a deadline to complete the inspection. You’ll send them the checklist, ask them to do the inspection… and crickets. Remember the tenant just moved in and they have a million other things going on, we all work best off deadlines. If tenants don’t have a hard deadline, some will put it off until it’s too late, or worse, until they’ve already been living there for weeks when damage could have already occurred.

The Fix:
Set a clear deadline for the move-in inspection. Give tenants a firm time frame (ideally 48 to 72 hours) to complete the checklist, document everything, and submit it. This ensures they capture the property’s true condition, not the “after I’ve moved my furniture in” condition. Suggest they complete the inspection before any furniture is moved in, this helps get clear pictures/videos.

5. Not Reviewing the Inspection Yourself

Here’s a major one. You ask tenants to handle the inspection, they send it back and you file it away without ever reviewing it (or just quickly approve it). Don’t do that. If you’re not looking over the details, you’re just asking for trouble.

The Fix:
After the tenant submits their inspection, review everything. Compare it to your own records, check the photos, and make sure they didn’t miss anything important. This is your last chance to catch anything before move-in day gets too far in the rearview.

6. Leaving the Tenant in the Dark

If your tenant finishes the inspection and hits submit, they’re likely wondering… now what? Not telling tenants what happens next in the process can leave them feeling unsure and cause unnecessary back-and-forth communication.

The Fix:
Once the inspection is complete, send a confirmation email thanking them for submitting it and letting them know what the next steps are. This simple step will make tenants feel like the process is buttoned up and give them peace of mind that everything is in order.

7. Not Offering a Digital Solution

Look, we’re living in the 21st century, and your tenants expect a digital solution (not a paper checklist that looks like it was designed in the 80s). If you’re still asking tenants to print, scan, and manually submit inspections, you’re making things more complicated than they need to be for both you and the tenant

The Fix:
Use an inspection app (like TenantCircle) or digital platform to streamline the process. This way, tenants can complete the inspection from their phone, upload photos, and submit it in a matter of minutes. Not only does this make life easier for them, but it keeps everything organized for you, too.

Final Thoughts: Set Yourself Up for Success

Letting tenants take the lead on move-in inspections isn’t a bad idea, but it only works when you give them the tools to succeed. By avoiding these mistakes, you’ll make the inspection process smoother, avoid disputes down the road and not go around in circles trying to get the move in inspection completed.

Make the process simple, clear, and structured, and you’ll see the difference when it’s time for them to move out.