Property · free template

Property Inspection Checklist

Room-by-room property inspection checklist for move-in, move-out or routine visits, with condition ratings and photos.

A ready-to-use real estate & property form for agents, lettings teams and property managers: 18 questions, 2 pages, 3 conditional rules.

Questions
18
Pages
2
Layouts
classic · card
Time to complete
≈ 10 min
Conditional rules
3
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This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.

Page 1 of 2 — Inspection details

Property inspection checklist

Every question on this page is currently visible.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Property Inspection Checklist is built for agents, lettings teams and property managers who need to pre-qualify enquiries and gather documents up front.

  • Agents, lettings teams and property managers working in real estate & property.
  • Teams who need to pre-qualify enquiries and gather documents up front without writing code or paying for a custom build.
  • Anyone replacing viewings booked with people who were never eligible with one structured record per enquiry.
  • Respondents are buyers, renters and landlords — the form asks them 18 questions across 2 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of viewings booked with people who were never eligible and turns each submission into a record your team can act on immediately.

  • 6 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It accepts a document or photo upload as evidence.
  • It records a signature you can keep as proof of agreement.
  • It pins the request to a specific date.
  • It scores satisfaction on a consistent scale.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Property Inspection Checklist lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features advanced show logic: if “Inspection type” is Move-out, the form dynamically exposes “Compare against move-in report”. Otherwise that question never appears.
  • Features conditional validation: if “Overall condition rating” is Poor — damage noted, “Describe the damage” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Overall condition rating” is Poor — damage noted, “Is this a pre-existing condition?” becomes mandatory before the form can be sent.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A property inspection is only as useful as the record it leaves behind, and most disputes over a security deposit come down to whether anyone documented the unit's condition before the tenant moved in. This checklist walks through a property room by room — kitchen, bathrooms, bedrooms, living areas, and the exterior or common areas — rating the condition of walls, flooring, fixtures, appliances and windows in each. A photo upload against the overall condition field means the written rating is backed by something a tenant or owner can look at months later if a disagreement comes up. The inspection type field at the top lets the same form serve a move-in, move-out or routine mid-lease visit, since the categories being checked barely change even though the purpose does; what changes is which copy gets compared against which. Any item marked poor or damaged automatically asks for a description and whether it's a pre-existing condition, which is the single field that resolves most move-out deposit disputes before they start. Keep a signed copy from both the inspector and, where possible, the tenant, and store it alongside the lease for the length of the tenancy.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Inspection details

  • Property addressrequired
  • Inspection typerequired
  • Inspection daterequired
  • Inspector namerequired
  • Tenant name

Page 2 — Room-by-room condition

  • Kitchen condition
  • Bathroom(s) condition
  • Bedroom(s) condition
  • Living areas condition
  • Windows and doors condition
  • Appliances condition
  • Overall condition ratingrequired
  • Describe the damage
  • Is this a pre-existing condition?
  • Compare against move-in report
  • Photos of overall condition
  • Additional notes
  • Inspector signaturerequired

18 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 2 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Inspection type”

  • Reveals questions

    If “Inspection type” is Move-out, the form reveals “Compare against move-in report”.

Driven by “Overall condition rating”

  • Makes answers required

    If “Overall condition rating” is Poor — damage noted, “Describe the damage” and “Is this a pre-existing condition?” become required before the form can be submitted.

Set it up step by step

  1. 1

    Photograph every room, every time

    A photo attached to a routine or move-in inspection is worth more than a written rating months later.

  2. 2

    Always compare move-out to move-in

    The comparison field is what actually protects a deposit decision from being disputed.

  3. 3

    Rate rooms consistently

    Use the same rating scale each visit so condition trends are visible across the tenancy, not just at the endpoints.

  4. 4

    Get the tenant's signature when possible

    A jointly signed move-in or move-out report is far harder to dispute than one signed by the landlord alone.

Mistakes to avoid

  • Skipping a move-in inspection and only ever documenting the move-out — with nothing to compare it against.
  • Rating a room as poor without describing the specific damage or attaching a photo.
  • Not asking whether damage is pre-existing, which is the detail most deposit disputes hinge on.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

File the completed inspection with the lease, and for move-outs, compare it directly against the move-in report before finalising any deposit deduction.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the property inspection checklist, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

Can this be used for routine inspections during a tenancy?

Yes — select routine mid-lease as the inspection type; the same room-by-room fields apply, just without the move-in comparison.

Does this replace a professional home inspection?

No. It documents visible condition for tenancy purposes; a structural or systems inspection is a separate, specialised service.

How does this relate to the House Cleaning Checklist?

This checklist records condition, not cleanliness tasks — pair it with the House Cleaning Checklist when a unit needs to be brought up to standard before a new tenant moves in.

Should the tenant be present for the inspection?

It's good practice where possible, since a jointly observed and signed report is harder to dispute later.

Is the Property Inspection Checklist template free to use?

Yes. You can preview and test Property Inspection Checklist on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Property Inspection Checklist template ask for?

It asks 18 questions across 2 pages, 6 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Property Inspection Checklist form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this real estate & property form work?

3 conditional rules ship with the template: Features advanced show logic: if “Inspection type” is Move-out, the form dynamically exposes “Compare against move-in report”. Otherwise that question never appears. Features conditional validation: if “Overall condition rating” is Poor — damage noted, “Describe the damage” becomes mandatory before the form can be sent. Features conditional validation: if “Overall condition rating” is Poor — damage noted, “Is this a pre-existing condition?” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Property Inspection Checklist form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Property Inspection Checklist form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

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