Getting your rental property licensed is an important step to operating legally and protecting your investment. The Rental license inspection aims to ensure your rental meets health, safety and maintenance standards. While requirements vary by location, most inspections check similar items. With some preparation and forethought, you can pass the inspection smoothly. Here are tips to get your rental inspection-ready.
Do Your Research
The first step is understanding exactly what the inspector will check in your jurisdiction. Licensing requirements can differ between cities, counties and states. Your local housing or permitting department website will outline standards and expectations. Some common checks include:
- Exterior condition – Inspector will check the exterior is in good repair with no debris, damaged siding, peeling paint, etc. Gutters should be cleared and secure.
- Structural integrity – Foundation, walls, roof, stairs must be sound and free of cracks, leaks and other defects.
- Functioning utilities – Electric, water, gas and HVAC systems must be in working order.
- Pest control – Property should be free of bed bugs, cockroaches, rodents, etc. Exterminator receipts may be required.
- Working smoke and carbon monoxide detectors – Required in each bedroom and on each floor. Check expiration dates.
- No overcrowding – Occupancy limits depend on bedroom sizes and numbers. Know the standards.
- Adequate egress – Bedrooms and basement (if finished) need proper emergency exit windows.
- Electrical safety – No damaged wiring or overloaded circuits. Electrical panels and any outlets near water must be GFCI protected.
- Functioning plumbing – Fixtures must drain properly with no leaks. Water temperature must be 120°F or lower to prevent scalding.
Reviewing the specific requirements in your area lets you focus on priority issues during preparation. Check with your licensing office if any standards are unclear.
Inspect from an Official’s Perspective
The next step is doing your own comprehensive walkthrough as if you were the inspector. Take notes on any issues that may not comply with standards. Consider:
- Does the exterior need paint, siding repair, gutter cleaning or other fixes? Is the property number clearly displayed?
- Are windows and doors in good working order? Locks should function properly.
- Do walls or ceilings have cracks, water stains or other damage?
- Are stair railings loose or missing? Stairs should be sturdy.
- Is plumbing free of leaks and drips? Do drains run slowly?
- Do electrical fixtures work properly? Check for exposed wires or missing cover plates.
- Are there safety hazards like peeling paint, torn carpets, steep steps, etc?
- Is there any visible mold? Are bathrooms properly vented?
- Do you need pest control services? Any signs of infestations?
- Are smoke and carbon monoxide detectors installed and working in all required locations?
- Is living space crowded or cluttered? Remove excess furnishings if needed.
- Do emergency escape windows open fully and meet egress requirements?
Making repairs or upgrades for any issues noted ensures you address problems before the official inspection.
Clean Thoroughly
A clean, well-maintained property makes a good impression. Schedule a deep clean:
- Clean all floors – Sweep, mop and vacuum floors thoroughly. Clean carpet stains.
- Sanitize bathrooms – Disinfect showers, tubs, sinks and toilets. Remove soap scum and mildew.
- Wipe down surfaces – Clean countertops, cabinets and walls. Remove grease and dust buildup.
- Clean windows and mirrors – Remove dirt, grime and streaks for clear visibility.
- Remove cobwebs and dust – Clean corners, ceilings, vents and fans thoroughly.
- Check appliances – Clean stove, oven, fridge, dishwasher and microwave thoroughly inside and out.
- Wash linens – Provide clean shower curtains, towels and any other linens.
- Remove trash and clutter – Discard debris, unneeded items and expired food. Organize closets and storage areas.
- Freshen air – Air out any pet, smoke or musty odors. Consider renting an ozone machine.
A sparkling clean property makes a positive impression and shows you take care of the rental.
Make Exterior Curb Appeal a Priority
Your rental’s exterior and landscaping should look neat and welcoming:
- Touch up exterior paint if needed to look fresh. Repair any damaged siding.
- Clean gutters and downspouts. Check they drain properly without leaking.
- Keep lawns trimmed and edged. Remove weeds. Renew mulch beds.
- Prune overgrown trees and bushes. Keep vegetation from touching buildings.
- Sweep debris from driveways, sidewalks and porches. Remove oil stains.
- Check exterior lighting fixtures to ensure bulbs work. Install where needed.
- Renew faded house numbers so they are clearly visible.
- Remove abandoned vehicles, trash cans and other clutter from the yard.
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Great curb appeal helps make a good first impression on the inspector before they even reach the front door.
Request Repairs from Your Landlord
If you rent out a property you don’t own, reach out to the landlord or property manager for help correcting any issues outside of your control:
- Request exterior painting or siding repair if needed
- Ask to have gutters cleaned and leaks fixed
- Seek repairs for structural issues – foundation cracks, leaky roof, etc.
- Ask landlord to provide exterior lighting if absent
- Request pest control treatment if building has infestations
It’s in both parties’ interest for the property to pass inspection. The landlord should be willing to help address major issues. Be sure to communicate early so repairs can be completed in time.
Gather Key Records and Documentation
The inspector will ask for certain documents to review. Having them ready avoids delay:
- Occupancy permit – Shows maximum number of tenants allowed
- Inspection reports – Provide any previous inspection records if available
- Utility bills – Have several months of statements to show active service
- Maintenance invoices – Show work done for repairs, improvements or pest control
- Fire extinguishers – Receipts for annual service
- Lead disclosures – If rental was built before 1978
- Rental licenses – Prior or current licenses if renewing
Being organized with paperwork makes the process smoother for you and the inspector. Keep all documents in a designated folder or binder for easy access.
Schedule Repairs in Advance
If your walkthrough reveals violations that need professional repair, don’t put it off. Schedule service calls early so work can be completed before the inspection date. Common repairs may include:
- Electrician – For any wiring issues, lacking GFCI protection, electrical panel problems, etc
- Plumber – For leaks, clogs or other plumbing repairs
- HVAC technician – For furnace, AC or ductwork repairs
- Carpenter – For structural issues like sagging porches or unstable stairs
- Roofer – For damaged shingles, gutters, fascia boards, etc
- Locksmith – To fix any inoperable locks or doors
Having repairs done by qualified professionals (and getting receipts) demonstrates your commitment to meeting property standards.
Ensure Tenants Understand Expectations
Your residents play a role in passing the inspection too. Explain what the inspector will check and ask for their cooperation:
- Provide access to all rooms – tenants aren’t required to let the inspector in without notice, so ask for their help
- Remove clutter that causes congestion
- Clean their units thoroughly beforehand
- Ensure no unauthorized residents or pets are present
- Keep valuables and medications out of sight
- Secure any pets so they are not loose and don’t interfere
- Report any issues like leaks, cracks or appliance problems
Tenants who understand the process will likely be more willing to work with you. Provide guidance on preparing if needed.
Be Present for the Inspection
You or your representative should plan to accompany the inspector during the visit. This allows you to:
- Provide access to all units and areas of the property
- Answer any questions that arise
- Discuss potential repairs if issues are pointed out
- Learn which aspects passed or failed for your knowledge
- Show that you take an active interest in meeting licensing requirements
Following the inspector lets you immediately begin correcting any deficiencies noted in the report. Be sure to take your own notes.
Make Timely Corrections
You will get a written report of inspection results within a designated time frame. If violations are cited, act quickly to make corrections:
- Review the report and notes from your shadowing
- Prioritize any safety issues and urgent repairs – don’t allow tenants to occupy areas that fail until fixed
- Create a timeline for less critical repairs
- Follow up with contractors to complete work
- Take photos once violations are corrected
- Submit paperwork showing violations were addressed
The inspector may come back to check repairs or require evidence of correction. Acting promptly can help avoid citations and next steps in the legal process if the inspection fails.
Consult an Attorney if Application is Denied
If your rental license application is ultimately denied, don’t lose hope. You can:
- Request details on denial reasons in writing
- Submit an appeal if the process allows
- Consult a landlord/tenant attorney for guidance on appeal rights
- Ask what steps are required before reapplying if appeal is unsuccessful
- Work to make repairs and address all violations
- Reapply after following guidance and improving the property
With proper legal guidance and a willingness to comply with regulations, many landlords can successfully work through a denied application and achieve licensing.
Partner with a Home Inspector
If your upcoming inspection has you worried, consider hiring a home inspector to review your property first. An independent home inspection can catch issues you may miss.
A home inspector will:
- Do a start-to-finish walkthrough, checking all areas
- Use professional tools and testing methods to detect problems
- Assess systems like electrical, plumbing and heating that require technical expertise
- Take precise notes and photographs documenting issues found
- Deliver a marked-up inspection report explaining repair needs
Getting an expert home inspection gives you objective insight into your rental’s condition. It allows time for repairs before the official visit. Independent home inspectors have no authority to approve or deny a license – they simply provide information to help owners prepare.
Partnering with a home inspector can take much of the anxiety and uncertainty out of the licensing process. It shows your commitment to operating a property that meets local health, safety and maintenance standards.
Stay Proactive Year-Round
Don’t wait until license renewal time to pay attention to your rental property’s condition. Maintain standards all year:
- Perform regular maintenance like gutter cleaning, paint touch-ups, etc
- Log and address repair needs promptly as they arise
- Renew fire extinguishers, smoke detectors and carbon monoxide detectors on schedule
- Watch for any developing problems like leaks, cracks or electrical issues
- Listen and respond if tenants report concerns
- Do an annual deep clean and safety review
- Update and improve as needed – consider renovations that increase safety, like handrails
- Keep detailed records of ownership, maintenance and improvements
Proactive landlords don’t view licensing as a once-a-year hurdle. They know diligent care of their rental, and respect for their tenants’ safety, is an everyday priority.
With some planning, forethought and elbow grease, you can pass your rental inspection on the first try. Remember to: research requirements, do a thorough pre-inspection, make repairs promptly, communicate with tenants, and keep accurate maintenance records. Paying close attention to property conditions throughout the year will also help avoid surprises come inspection time. Your efforts will pay off with a licensed, compliant and safe rental property.
