What is a Tenant Notice of Inspection Letter?

From time to time, landlords or property managers may need to enter a property to make sure that everything works correctly and that the premises adheres to certain safety standards. While these checks are often necessary, tenants do have rights and those rights need to be respected. In order to inspect a tenant’s home, landlords will need to send a property inspection letter to the tenant to inform him or her of the time and date the owner plans to make an inspection. 

When to Send a Tenant Notice of Inspection Letter

Landlords and property managers should send a notice of inspection letter any time they need to enter a tenant’s home for inspection. The notice of inspection letter should be sent with enough advance notice that the tenant has time to prepare. Typically the notice should be sent a minimum 24 hours in advance, but it’s more polite and best practice to give more advance notice, such as a week. Inspections should also be scheduled during normal business hours or whenever is convenient for the tenant.

What to Include in a Tenant Notice of Inspection Letter

Your tenant notice of inspection letter can be mailed or hand delivered. Either way it should include some standard information such as: 

  • Tenant’s name
  • Property address
  • Landlord’s name + contact info
  • Date the letter was written 
  • Date and time of the inspection 
  • Reason for the inspection
  • People who will be accompanying the landlord on the property inspection (electrician, plumber, other contractor)

Tenant Notice of Inspection Example Letter

Alison Fray

111 Smith Street

Naples, FL 99887

 

May 17th, 2021

 

Re:  Notification to inspect property located at [tenants address]

 

Dear Alison:

This letter serves as official notification that we shall be examining your property on May 24th, 2021 at 10:00am.The reason for this inspection is concerns regarding the electrical panel. 

We intend to bring Doug Brown from Brown Electrical to check the breakers in the electrical panel. I’d like the electrician to look for shorts in the electrical panel, as well as any other issues that may be arising from the electrical concerns above. I’m giving you one week’s notice before the planned inspection in accordance with the lease agreement you signed on December 20th, 2020.

I understand that you may want to be present during the inspection, so if you let us know at least 3 days ahead of time, we will arrange an inspection day and time that is more convenient for you within the week. We prefer not to wait any longer to prevent further damage due to the concerns with the electrical panel.

If you need to reschedule, please contact me at 602-222-3333 or [[email protected]

 

Sincerely,

Deidre Jones

Deidre Jones

1178 Ohio Street

Orlando, FL 98765

[email protected]

602-222-3333

 

Tenant Notice of Inspection Template Example

 

[Tenant(s) Name]

[Tenant(s) Address]

[City/State/Zip]

 

[Date]

 

Re:  Notification to inspect property located at [tenants address]

 

Dear [Tenant(s) Name(s):

This letter serves as official notification that we shall be examining your property on [DATE] at [TIME].The reason for this inspection is [inspection reason].

We intend to bring [name of person] to [name of company] to check [inspection reason]. I’d like the [trade name] to look for [inspection reason], as well as any other issues that may be arising from the [inspection reason] above. I’m giving you one week’s notice before the planned inspection in accordance with the lease agreement you signed on [lease effective date].

I understand that you may want to be present during the inspection, so if you let us know at least [number] days ahead of time, we will arrange an inspection day and time that is more convenient for you within the week. We prefer not to wait any longer to prevent further damage due to [inspection reason].

If you need to reschedule, please contact me at [Phone Number] or [Email Address].

 

Sincerely,

[Property Manager or Owner’s Signature]

[Property Manager or Owner’s Name]

[Property Manager or Owner’s Address]

[City/State/Zip]

[Email Address]

[Phone Number]

 

Looking for more property manager resources? Check out our other blog posts.