Need to enter the unit?. Create a notice of entry →
Most landlords inspect an occupied rental once or twice a year. They give written notice that meets their state's entry rule and use the same checklist as the move-in inspection, so the results can be compared. The aim is to catch slow leaks, failing smoke alarms and unreported damage early, not to police how the tenant lives. Put the inspection schedule in the lease, give notice every time even where your state doesn't require it, and send the tenant a short written summary afterward.
Why inspect during a tenancy
A routine inspection is mostly preventive maintenance:
- Water damage from slow leaks under sinks, around toilets and at water heaters is cheaper to fix in month 3 than month 12.
- Safety devices such as smoke and carbon monoxide alarms, GFCI outlets and fire extinguishers need periodic checks.
- HVAC filters, dryer vents and gutters cause outsized repair bills when ignored.
- Lease compliance issues, such as an unauthorized pet or occupant, are easier to address early. See how to write a lease violation notice if you find one.
- Deposit evidence: dated photos mid-tenancy help show whether damage happened during this tenancy.
Pair the inspection with your seasonal maintenance; see the rental property maintenance checklist.
How often
Once or twice a year suits most single-family homes and small buildings. Add a visit when there's a reason: a tenant reports a leak, a neighbor complains about odors, or you need access for scheduled work. Inspecting more often than your lease allows, or without a real purpose, invites a dispute over the tenant's privacy and quiet enjoyment, and it erodes goodwill. Tenants who feel watched tend not to renew; see tenant retention strategies.
Give notice, even if your state doesn't require it
Entry rules vary widely. A few examples from our state-law dataset:
| State | Entry notice rule |
|---|---|
| California | At least 24 hours' written notice (six days if mailed), stating date, approximate time and purpose; normal business hours (Cal. Civ. Code § 1954) |
| Virginia | At least 72 hours' notice for routine maintenance the tenant didn't request (Va. Code § 55.1-1229(A)(4)) |
| Washington | At least two days' written notice with the date, time window and a phone number for objections (RCW 59.18.150) |
| Arizona | At least two days' notice, at reasonable times (A.R.S. § 33-1343) |
| Minnesota | At least 24 hours' notice, for a reasonable business purpose, between 8 a.m. and 8 p.m. (Minn. Stat. § 504B.211) |
| Ohio | Reasonable notice, with 24 hours presumed reasonable, at reasonable times (R.C. 5321.04(A)(8)) |
| Texas, Georgia, Pennsylvania | No statute; the lease controls |
Where there's no statute, your lease is the only source of an entry right. Without an entry clause, a Georgia tenant can refuse non-emergency entry, according to the state's landlord-tenant handbook. Write a clause that allows periodic inspections on notice. For your state's rule, see the landlord entry notice by state pages or the landlord entry notice guide. Our free notice of entry form fills in the date, time window and purpose.
Get landlord guides by email
New guides on leases, notices, taxes and rental laws. Unsubscribe any time.
What to check
Use the same room-by-room layout as your move-in/move-out checklist so you can compare results across visits. Focus on:
- Kitchen and baths: under-sink leaks, caulk and grout, toilet base, exhaust fans, signs of mold
- Safety: smoke and CO alarms (test them), fire extinguisher, GFCIs, stair rails
- Mechanical: HVAC filter, water heater (leaks, pressure relief valve line), visible electrical problems
- Envelope: windows and locks, door seals, ceiling stains, roof and gutter condition from outside
- Occupancy: pets and occupants consistent with the lease
Take dated photos of anything you note, and avoid photographing the tenant's personal belongings more than you need to.
After the visit
Within a few days, send the tenant a short written summary:
- What you checked and found in good order
- Repairs you'll make, with an expected date
- Anything the tenant must address, with a reasonable deadline and a reference to the lease clause
Then make the repairs you promised. If you find damage the tenant caused, document it; you may be able to bill for it now or deduct it from the deposit later under your state's rules. See normal wear and tear examples for where the line falls.
Special cases
- Voucher tenancies. If a unit is rented under the Housing Choice Voucher program, the public housing agency runs its own inspections. Life-threatening deficiencies must be fixed within 24 hours and others within 30 days (24 CFR 982.404). See Section 8 for landlords.
- Move-out inspections. Some states give tenants a pre-move-out inspection right. New York, for example, requires you to offer one when the tenancy is ending, with 48 hours' written notice and a chance to fix problems (N.Y. Gen. Oblig. Law § 7-108(1-a)(d)). See New York security deposit return rules.
- Emergencies. Most entry statutes let you enter without notice in a genuine emergency, such as a burst pipe or a gas smell. Document why you entered.
Sources
Official sources cited above (checked 2026-10-30; entry rules as recorded in our state-law dataset):
- Cal. Civ. Code § 1954, landlord entry
- Va. Code § 55.1-1229, access
- RCW 59.18.150, landlord's right of entry
- A.R.S. § 33-1343, access
- Minn. Stat. § 504B.211, residential tenant's right to privacy
- Ohio Rev. Code § 5321.04, landlord obligations
- Georgia DCA Landlord-Tenant Handbook
- 24 CFR 982.404, owner and family responsibility for housing quality standards (Cornell LII)
- N.Y. Gen. Oblig. Law § 7-108, security deposits
Frequently asked questions
How often should a landlord inspect a rental?
Once or twice a year suits most rentals, plus visits when there's a specific reason such as a reported leak. Put the schedule in the lease and give notice each time.
Can a tenant refuse a routine inspection?
If your state's entry statute and the lease allow it, a tenant generally can't refuse a properly noticed entry at a reasonable time. In states with no entry statute, like Georgia, the lease is your only source of an entry right.
Need to enter the unit?
Fill in a notice of entry with the date, time window and purpose, preview it and print it. Free, no account needed.
Learn more and tools
Never miss an update
Join landlords getting tips on leases, taxes and rental laws.