Best Practices for End-of-Year Inspections: What Landlords Should Check in December

Key takeaways:

• A December inspection catches small problems before winter turns them expensive.
  
  
• A consistent checklist, photos, and a clear report protect both landlord and tenant.
  
  
• The goal is a calm, documented process that supports renewals, repairs, and fair deposit decisions.
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If you want an end-of-year rental property inspection checklist that actually helps, keep the goal simple: confirm safety, spot winter-related risks, and document the current condition so there are no surprises later. December is a smart time to do this. You are already thinking about year-end maintenance, and you still have time to schedule repairs before the coldest stretch hits.

This guide is practical, not legal advice. Local rules vary, and some states require landlords to follow specific notice and entry standards.

Why December inspections are worth your time

A lot of owners treat inspections like a chore. I get it. But property inspections are important for one reason: they reduce uncertainty.

• You catch water damage early, before it spreads.
  
  
• You find small maintenance issues before they become emergency calls.
  
  
• You document wear and tear versus actual damage to the property.
  
  

For rental properties in colder climates, December is also when heating systems, windows, and moisture control get tested.

Set expectations with tenants before you schedule anything

Inspections go better when the relationship is steady.

Send a clear notice to the tenant  that includes:

• the date and time window
  
  
• who will be entering the property
  
  
• what you will look at
  
  
• how long it should take
  
  

This is where the landlord and tenant dynamic can either stay calm or get tense. A short explanation helps.

If you manage the home yourself or you are a landlord or property manager, use the same language every time. Consistency builds trust.

Know what your lease and local rules say

Before you conduct the inspection, review the lease and any tenancy agreement terms about entry, notice, and inspections.

Some jurisdictions require landlords to give a certain amount of notice. Others have different standards for emergencies.

If you are unsure, ask a local attorney or your property management companies partner. This is not the place to guess.

Build a checklist that you can repeat every year

A good inspection checklist is not a random list. It is a system.

You can start with an inspection checklist template and adapt it to your building type. A single-family home will look different from a duplex or a small multi-unit.

If you want a quick structure, your checklist should cover:

• safety devices
  
  
• water and moisture
  
  
• heating and ventilation
  
  
• appliances
  
  
• exterior and common areas (if applicable)
  
  
• documentation and follow-up
  
  

A good checklist is one you will actually use.

The rental inspection checklist: what to check, room by room

Below is a practical rental inspection checklist you can use as your baseline. It is written for December, so it leans toward winter risks.

Safety and life-safety items

Start here. Always.

• Test smoke and carbon monoxide detectors (yes, both).
  
  
• Confirm carbon monoxide detectors are present where required.
  
  
• Check fire extinguishers if you provide them.
  
  
• Look for blocked exits and unsafe cords.
  
  

These items are part of why inspections are important for landlords and why landlords and tenants alike benefit from a consistent process.

Water, moisture, and hidden leaks

Moisture is the quiet budget killer.

• Look under sinks and around toilets for drips.
  
  
• Check around tubs and showers for soft spots.
  
  
• Scan ceilings and window corners for staining.
  
  

If you see staining, document it as a potential leak. It may be old. It may be active. Either way, note it.

Heating, ventilation, and winter readiness

December is when heating problems show up.

• Confirm the thermostat works and is readable.
  
  
• Ask if the tenant has noticed cold spots.
  
  
• Check filters and vents.
  
  

If the tenant reports uneven heat, that is a repair priority. It affects comfort and can lead to frozen pipes.

Appliances and fixtures

A broken appliance is not always an emergency, but it becomes one at the worst time.

• Run the dishwasher briefly.
  
  
• Check the fridge seals.
  
  
• Confirm the stove burners ignite properly.
  
  

If you see a problem, log it as a repair item with a target date.

Walls, floors, and general condition

This is where you document the condition of the property.

• Note scuffs, nail holes, and worn carpet.
  
  
• Look for cracked tiles and loose railings.
  
  
• Check windows for drafts and broken locks.
  
  

This is where you separate normal wear and tear from damage. That distinction matters for the security deposit later.

Pest indicators

Pests do not take holidays.

• Look for droppings, gnaw marks, and gaps around pipes.
  
  
• Check for signs of pest activity in kitchens and utility areas.
  
  
• If you see signs of pest infestation, document it and schedule treatment.
  
  

Exterior and property basics (if applicable)

If you have exterior responsibility, check:

• gutters and downspouts
  
  
• grading and drainage
  
  
• exterior lighting
  
  

This protects property value and reduces winter slip hazards.

Documenting the property condition: photos, notes, and a report

Your inspection is only as good as your documentation.

Create an inspection report that includes:

• date and time
  
  
• attendees (tenant, owner, manager)
  
  
• notes by room
  
  
• photos
  
  
• follow-up items
  
  

This is how you create a shared record of property condition and property’s condition.

If possible, ask the tenant to review it so you can agree on the property’s condition. You do not need them to agree with every detail, but you want a clear paper trail.

How often should you inspect?

Many landlords aim for an annual inspection. Some do more.

A practical standard is at least once a year, plus move-in and move-out.

If you do regular inspections, keep them predictable. Tenants dislike surprise visits.

And yes, every inspection should follow the same workflow.

Move-in, move-out, and tenant moves

December inspections are not the same as a turnover inspection.

If tenant moves are coming up, you will also want:

• a move-out checklist
  
  
• documentation for move-in and move-out comparisons
  
  

This protects you if there is a dispute about the deposit.

The inspection process: keep it calm and professional

A solid inspection process is simple:

1. Confirm notice and entry rules.
   
   
2. Walk the unit with the tenant when possible.
   
   
3. Take photos and notes.
   
   
4. Log repairs and assign owners.
   
   
5. Send the report and timeline.
   
   

This is inspecting your rental in a way that keeps the relationship intact.

If a tenant is anxious, explain what you are doing and why. A lot of complaints come from uncertainty.

Tools and templates that make this easier

If you want to run inspections without losing your mind, use tools.

• A shared folder for photos by address and date
  
  
• A standardized inspection template
  
  
• A spreadsheet or property management software to track repairs
  
  

Some property management software includes inspection modules. If you already use a platform, see if it supports an inspection workflow.

If you work with a property manager, ask how they track follow-ups. You want fewer dropped balls.

Common December inspection mistakes (and how to avoid them)

Skipping the tenant communication

If you do not set expectations, tenants assume the worst.

Treating the inspection like a deposit hunt

If the tenant feels judged, cooperation drops. Your goal is a unit in good condition, not a fight.

Not following up on repairs

The inspection is pointless if nothing changes.

If you identify issues, schedule fixes and confirm completion. That is how you keep the property in property in good shape year-round.

A printable checklist you can use

If you want something you can hand to a team, create a checklist pdf and keep it consistent.

You can build it from checklist templates and save it as a pdf for easy sharing.

A property inspection checklist should be easy to scan. If it is too long, no one uses it.

If you want a property inspection checklist template, start with your room-by-room list and add a section for follow-ups.

What this means for your rental business

If you treat your rentals like a rental property business, inspections are part of operations.

They support renewals, reduce emergency calls, and protect your asset.

They also help you stay fair. When a deposit question comes up, your documentation matters.

Where Clara fits 

Inspections are about clarity and shared records. Screening is similar.

If you want a cleaner rental workflow end to end, tools like Clara can help you keep applicant information organized and verified, so you spend less time chasing paperwork and more time running the property.

A December inspection is a small investment that pays back in fewer winter emergencies and fewer disputes later. Use a consistent checklist, document what you see, and follow up on repairs quickly.

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