Facilities & Property checklist
Property Condition Inspection Checklist
Inspect property condition across external areas, roofs and facades, structural warning signs, interior finishes, electrical and life-safety systems, HVAC and plumbing, moisture and pests, accessibility and security, defect severity, repair priorities, verification, and capital follow-up.
Are there visible structural, envelope, electrical, life-safety, water, or access defects requiring immediate control or specialist review?
Property Manager | Restrict affected area | Arrange specialist assessment and verified repair
Select an answer to preview the workflow.
About this checklist
What a property condition inspection checklist should help you verify
Inspect visible property condition consistently, identify deterioration and safety defects before they worsen, document evidence and severity clearly, and route findings into maintenance, specialist assessment, refurbishment, or capital action.
When
Periodic property inspections, annual condition surveys, handovers, portfolio reviews, and capital-planning checks
Use it for annual or periodic condition inspections, landlord or portfolio reviews, lease handover, acquisition-support inspections, budget planning, refurbishment planning, post-weather checks, and recurring defect follow-up.
Who
Property management, facilities, engineering, maintenance, landlords, consultants, and specialists
Property managers, facility teams, maintenance, engineers, landlords, asset managers, surveyors, specialist contractors, EHS, and operations leaders can contribute condition evidence and follow-up.
Outcome
A documented condition record with prioritized repair and renewal actions
Create one evidence trail for visible condition, structural warning signs, MEP defects, life-safety visibility, moisture, accessibility, defect ratings, immediate controls, work orders, repair verification, and capital needs.
Complete property condition inspection
60 checks across grounds, roofs and facades, structural warning signs, interiors, electrical and life-safety condition, utilities, moisture and pests, accessibility and security, defect ratings, immediate controls, repair priorities, verification, and capital follow-up
Ten sections, sixty checks. Expand any section, then adapt the inspection to your property type, building age, lease responsibilities, local building and fire rules, accessibility obligations, specialist-survey programme, maintenance standards, insurance requirements, and capital-planning process.
Section 1Inspection scope, property profile, occupancy, responsibility, and previous condition history
- Confirm the property name, address or site identifier, building reference, inspection date, occupancy status, and inspection scope are recorded.
- Identify the buildings, floors, units, common areas, exterior zones, roofs, plant rooms, parking areas, service spaces, and vacant zones included in the inspection.
- Review available property plans, asset records, lease or responsibility boundaries, previous condition inspections, defect logs, open work orders, and capital plans.
- Confirm known recurring issues such as water ingress, facade deterioration, structural cracking, HVAC failures, drainage problems, electrical concerns, or repeated complaints are highlighted before inspection.
- Identify responsible property manager, facilities owner, maintenance contact, landlord or tenant representative, engineering contact, and specialist contractors where relevant.
- Record property, building or zone, inspection date, inspector, property owner, facilities owner, and planned follow-up date.
Section 3Roof, facade, exterior walls, windows, doors, sealants, and building-envelope condition
- Inspect safely accessible or visible roof coverings, flashings, drains, gutters, scuppers, penetrations, parapets, and rooftop elements for damage, blockage, ponding, or deterioration.
- Check exterior walls, cladding, render, masonry, joints, panels, canopies, soffits, and trims for cracks, spalling, corrosion, impact damage, loose components, or displacement.
- Inspect windows, glazing, frames, gaskets, seals, louvers, shutters, and external doors for damage, broken components, water entry, failed seals, or unsafe condition.
- Look for staining, efflorescence, peeling coatings, dampness, biological growth, corrosion, failed sealants, or other evidence of persistent moisture at the envelope.
- Confirm recurring roof or facade leakage is linked to maintenance or specialist review rather than repeatedly closed through cosmetic repair alone.
- Escalate loose facade elements, unstable parapets, falling-material risk, severe roof damage, or other envelope conditions requiring immediate access restriction or qualified assessment.
Section 5Interior floors, walls, ceilings, doors, common areas, finishes, and occupant-facing condition
- Inspect floors, tiles, carpets, coatings, transitions, skirtings, and thresholds for wear, cracks, lifting, loose materials, staining, or trip hazards.
- Check walls, partitions, columns, paint, panels, wall protection, and internal finishes for damage, impact marks, dampness, staining, peeling, or deterioration.
- Inspect ceilings, suspended grids, ceiling tiles, access panels, bulkheads, and overhead finishes for staining, sagging, loose components, missing panels, or water damage.
- Check internal doors, frames, handles, closers, locks, glazing, seals, and thresholds for damage, poor alignment, sticking, or loss of intended function.
- Review lobbies, corridors, reception areas, stairwells, shared rooms, tenant or occupant common spaces, and public-facing areas for condition, lighting, damage, and serviceability.
- Record recurring cosmetic deterioration, repeated patch repair, vandalism, tenant damage, or finish failures that may justify planned refurbishment instead of repeated minor repair.
Section 7HVAC, plumbing, water, drainage, lifts, mechanical plant, and utility-system condition
- Inspect visible HVAC units, air-handling areas, grilles, thermostats, ducts, pipework, and service spaces for damage, leakage, corrosion, unusual noise, or poor performance.
- Check plumbing fixtures, pipes, valves, drains, pumps, tanks, water heaters, and visible water systems for leaks, corrosion, blockage, staining, or poor drainage.
- Inspect plant rooms, mechanical rooms, utility risers, pump rooms, boiler areas, compressor rooms, and service spaces for housekeeping, access, leaks, alarms, damage, and stored materials.
- Review lifts, elevators, escalators, automatic doors, dock equipment, or similar building-service assets for out-of-service status, visible damage, abnormal operation, or overdue service indicators where available.
- Check recurring temperature complaints, drainage backups, pressure problems, odors, noise, vibration, condensation, or utility failures against maintenance history where available.
- Escalate active major leaks, sewage backup, critical ventilation loss, mechanical alarms, overheating, unsafe plant-room conditions, or failure of essential property utilities.
Section 9Defect documentation, condition rating, severity, immediate controls, repair priority, and work-order creation
- Assign each finding an approved condition or severity rating such as good, acceptable, monitor, repair, poor, critical, or the organization's equivalent.
- Classify findings by site, envelope, structural, interior, electrical, fire, mechanical, plumbing, moisture, accessibility, security, or other relevant property category.
- Photograph significant defects from both context and close-up views and record exact building, floor, room, asset, or location references.
- Prioritize defects using safety risk, deterioration rate, operational impact, water-damage potential, service interruption, occupant impact, repair cost, and asset criticality.
- Apply immediate controls such as barricading, isolation, restricted access, temporary stabilization, alternative routing, or shutdown when an unsafe condition cannot be corrected immediately.
- Create or link maintenance work orders, contractor tasks, specialist surveys, refurbishment projects, capital requests, or planned-replacement actions with named owners and target dates.
Section 2External site, parking, pathways, drainage, boundaries, landscaping, and grounds condition
- Inspect driveways, parking areas, loading approaches, pedestrian paths, curbs, ramps, steps, and paved surfaces for cracking, settlement, potholes, loose materials, or trip hazards.
- Check surface drainage, channels, grates, catch basins, gutters, downpipes, swales, and site grading for blockage, ponding, erosion, overflow, or uncontrolled runoff.
- Inspect fences, boundary walls, gates, bollards, barriers, guardrails, retaining elements, and perimeter structures for damage, instability, corrosion, or missing components.
- Review landscaping, trees, branches, roots, irrigation, planting beds, and ground cover for conditions affecting buildings, walkways, drainage, lighting, access, or visibility.
- Confirm external lighting, parking lighting, wayfinding, property signage, and visible security fixtures are intact and operational where provided.
- Escalate unstable external structures, dangerous trees, severe erosion, flooding risk, damaged access routes, or other grounds conditions requiring immediate control or specialist review.
Section 4Structural warning signs, foundations, columns, beams, slabs, movement, and visible distress
- Inspect visible foundations, columns, beams, slabs, structural walls, frames, balconies, platforms, and other load-bearing elements for obvious damage or distress.
- Record significant cracks, widening cracks, diagonal cracking, settlement, displacement, deflection, bowing, spalling, exposed reinforcement, corrosion, or impact damage.
- Check for persistent water exposure, corrosion, chemical attack, dampness, or other environmental conditions that may accelerate structural deterioration.
- Inspect balconies, guardrails, canopies, suspended structures, stair assemblies, service platforms, and external attachments for secure condition and visible deterioration.
- Compare monitored or previously recorded structural defects with earlier evidence where available and note visible progression, stability, or new movement.
- Escalate any condition suggesting instability, falling material, significant movement, severe corrosion, major cracking, or structural damage for qualified assessment and interim control.
Section 6Electrical, lighting, fire protection, emergency routes, and visible life-safety condition
- Inspect electrical panels, distribution boards, switchgear, disconnects, visible conduits, covers, and service areas for damage, water exposure, overheating evidence, or blocked access.
- Check receptacles, switches, visible wiring, cords, junction boxes, lighting fixtures, emergency lighting, and external lights for obvious damage, failed components, or exposed parts.
- Confirm applicable exit routes, exit doors, stairs, corridors, and discharge paths remain free and unobstructed.
- Inspect visible fire extinguishers, fire doors, alarm points, detectors, sprinkler valves, hose cabinets, hydrants, fire-service access, and emergency signage for blockage or obvious damage.
- Verify exit signs, emergency lighting, alarm-panel status, evacuation information, and other visible emergency safeguards are serviceable or defects are logged.
- Escalate blocked exits, exposed electrical hazards, water near electrical equipment, impaired life-safety systems, or other urgent safety conditions for immediate control.
Section 8Moisture, mold-like growth, pests, sanitation, accessibility, security, and environmental condition
- Inspect for active leaks, dampness, condensation, water staining, wet materials, mold-like growth, or musty odors in occupied, vacant, and service areas.
- Identify likely moisture sources such as roof, facade, plumbing, drainage, condensation, sealant, or ventilation problems for maintenance or specialist follow-up.
- Check for pest evidence including droppings, nesting, insects, entry gaps, stagnant water, waste sources, or damaged materials that support infestation.
- Inspect accessible entrances, ramps, handrails, doors, routes, sanitary facilities, parking spaces, and other accessibility features for visible damage, obstruction, or loss of intended use.
- Check access-control readers, locks, security doors, gates, CCTV housings, intercoms, barriers, and visible security hardware for damage or service issues.
- Record recurring odors, moisture, pests, sanitation defects, accessibility failures, or security conditions requiring technical, housekeeping, pest-control, or property-management action.
Section 10Repair verification, recurring defects, maintenance backlog, capital needs, reporting, and final sign-off
- Verify completed significant repairs through reinspection, live photos, functional checks, contractor evidence, technical reports, or specialist sign-off before closure.
- Confirm the final condition record reflects repairs completed after the inspection and does not leave outdated critical ratings without explanation.
- Trend recurring leaks, facade defects, structural warnings, lighting failures, HVAC problems, plumbing failures, accessibility issues, and other repeat condition findings.
- Review maintenance backlog, repeat repairs, aging assets, specialist recommendations, and unresolved poor-condition items for preventive maintenance or capital-planning impact.
- Use inspection evidence to support refurbishment, lifecycle planning, reserve or capital budgeting, vendor scope changes, maintenance priorities, and future inspection frequency.
- Record final property condition status, critical open defects, restricted areas, major repair or capital needs, next inspection date, inspector, property owner, facilities owner, and management approval.
Take it with you
Download the printable PDF to inspect property condition consistently, record C, PC, NC, or NA findings, capture live deterioration evidence, and connect critical defects, maintenance work, specialist reviews, refurbishment, and capital actions to accountable owners.
Use the complete checklist during your next property condition inspection
This internal Facilities & Property template supports visible property-condition inspection. Apply current building, fire, electrical, accessibility, lease, insurance, manufacturer, specialist-survey, maintenance, and local regulatory requirements as controlling references.How to use it
Turn property condition inspections into a controlled inspect-to-repair workflow
Define the property and known defects, inspect condition systematically with evidence, control critical risks and rate findings consistently, then verify repairs and use recurring condition data for maintenance and capital planning.
Define the property and inspection scope
Map buildings, zones, roofs, plant areas, external spaces, responsibility boundaries, known defects, previous ratings, open work, and specialist inspection needs.
Inspect condition and capture evidence
Review grounds, envelope, structural warning signs, interiors, MEP systems, life-safety visibility, moisture, pests, accessibility, security, and occupant-facing defects.
Rate defects and assign action
Use consistent condition ratings, control critical hazards, create work orders or specialist reviews, identify repair priority, and separate routine maintenance from capital work.
Verify repairs and plan renewal
Reinspect significant repairs, trend recurring defects, update condition records, review maintenance backlog, and use findings to support refurbishment and capital planning.
Live interactive demo
See how property condition inspections work when they are run in Taqtics
Use the digital workflow to guide property inspections, capture live condition evidence, rate defects, flag critical deterioration, assign repairs or specialist reviews, verify completion, and compare condition trends across a portfolio.
Capture property, building, zone, defect, rating, live photo, owner, work order, due date, repair evidence, and inspection history together.
Separate urgent safety controls, routine repair, specialist assessment, refurbishment, and capital renewal using consistent inspection evidence.
Track poor-condition areas, recurring leaks, structural warnings, facade defects, utility failures, maintenance backlog, and verified repair closure across properties.
Illustrative website demo. Responses are not stored or submitted.
Why digitize it
A clearer way to manage property condition inspections across every building and site
Taqtics connects scheduled condition inspections, live evidence, defect ratings, immediate controls, maintenance actions, specialist reviews, repair verification, recurring deterioration trends, capital needs, and portfolio reporting.
Inspect every property consistently
Capture property, building, zone, condition, photo, rating, owner, action, due date, and inspection history together.
Standardize condition evidence
Use consistent C, PC, NC, NA options, critical-condition rules, photo requirements, defect categories, repair priorities, and escalation triggers.
Connect defects to the right action
Assign maintenance, contractors, structural or MEP review, refurbishment, replacement, or capital work and verify significant actions with evidence.
Compare condition across the portfolio
Track poor-condition areas, repeated water ingress, structural warnings, MEP failures, maintenance backlog, recurring defects, and capital needs across sites.
Frequently asked questions
Property condition inspection checklist FAQs
What should a property condition inspection checklist cover?
It should cover external grounds and drainage, roofs and facades, windows and doors, visible structural warning signs, internal floors and finishes, electrical and life-safety condition, HVAC and plumbing, moisture and pests, accessibility and security, defect documentation, condition ratings, immediate controls, work orders, repair verification, recurring deterioration, and capital follow-up.
How is a property condition inspection different from a general property condition checklist?
The inspection version is more execution-focused: it guides a structured walk-through, evidence capture, condition rating, severity assessment, immediate control, repair assignment, and reinspection. A broader property-condition checklist can also support portfolio strategy and lifecycle planning beyond the inspection itself.
What should happen when significant structural cracking is found?
Document the location and visible condition, control access if there is a potential immediate hazard, and escalate significant cracking, movement, deflection, spalling, corrosion, or instability for assessment by a qualified structural professional. A routine checklist does not replace a structural survey.
What safety conditions should be checked during the inspection?
Include visible walking-surface hazards, blocked exits, damaged electrical equipment, water near electrical systems, obstructed fire-protection equipment, failed emergency lighting or signs, unsafe access, loose overhead elements, and other conditions requiring immediate control. Apply the exact requirements relevant to the property and jurisdiction.
What does OSHA require for walking-working surfaces and exit routes in covered general-industry workplaces?
OSHA 29 CFR 1910.22 requires applicable walking-working surfaces to be maintained in a clean and safe condition and inspected regularly as necessary. OSHA 29 CFR 1910.37 requires covered exit routes to remain free and unobstructed.
How should property-condition findings be closed?
Assign the appropriate maintenance, contractor, specialist, refurbishment, or capital action; document the owner and target date; keep interim controls in place where needed; and verify significant repairs through reinspection, photographs, testing, technical evidence, or specialist sign-off before closure.
Digitize every stock audit
Run retail stock audits with live evidence and accountable variance control
Maintain one operational view of count completion, stock accuracy, value variance, shrink risk, open actions, approvals, and recurring inventory-control issues.
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