The most common property inspection mistakes (and how to prevent them)
Liz Pollock
10 April 2025
Routine inspections are a crucial part of any property manager's role.
They're not just about ticking a box for compliance — they're your opportunity to protect assets, reassure investors, and strengthen relationships with renters.
But when you’re juggling multiple properties, evolving legislation, and a constantly changing workload, mistakes can happen.
The good news?
Most routine inspection mistakes are avoidable.
And with the right processes (and technology) in place, inspections can shift from being a stressor to a time-saving, value-adding part of your day.
Why are routine inspections important?
Routine inspections do more than just satisfy compliance requirements.
They’re a simple, high-impact way to show investors that you're proactive, organised, and investing in a better service experience — for them and their renters.
For agencies offering a premium service, it’s also a moment that can justify higher fees, especially when your processes are consistent, transparent, and easy to access.
They also give property managers the opportunity to:
- Identify and address maintenance issues early, before they become costly
- Spot opportunities to improve the asset for investors
- Keep owners informed and confident that their investment is being looked after
- Foster positive renter relationships through proactive communication
- Reduce disputes and misunderstandings at end of lease
- Catch red flags or risks before they escalate
- Create a meaningful touchpoint with investors to showcase your service and build trust
In short?
Routine inspections are where everyone wins. Renters feel heard. Investors feel reassured.
And you get to deliver a standout service — without the stress.
Top 10 mistakes to avoid when performing routine inspections
1. Locked out and let down: forgetting the keys
With a million things on your plate, it's easy to overlook something as simple as grabbing the right keys.
But nothing derails a morning like standing at a door with no way in. A quick check the day before can spare you the detour (and the frustration).
2. Missing the details that hide in plain sight
When you’re managing a busy day, it’s easy to overlook less obvious spots — inside cupboards, drawers, wardrobes, or under the sink.
But these quiet corners can reveal signs of damage, leaks, or mould.
A consistent checklist makes sure those important little things don’t slip through.
3. Renters know the home better than anyone — ask them
Routine inspections are just as much about customer experience as they are about property condition. If a renter has flagged an issue, following up on it during your visit is one of the simplest ways to show you’re listening.
Reviewing recent messages beforehand helps you arrive informed — and if the renter is home, a quick question like, “Is there anything you’d like me to check today?” can go a long way.
With the right system, renter feedback can be logged and surfaced before every inspection, so nothing gets lost in the rush.
4. Missing a chance to connect with investors
Some investors want to be there — especially if they see your agency as a premium service provider.
Inviting them (when appropriate) is a chance to build trust, deepen relationships, and show them how thorough you are in person.
5. Showing up early (or a little too late)
Delays happen. So do packed calendars.
But when an inspection happens outside the agreed window, it can cause unnecessary stress for renters — especially if pets or kids are involved.
A quick message to update your ETA can make all the difference.
6. Leaving renters wondering what happened
You completed the inspection, made your notes, and moved on. But without a quick follow-up, renters are left in the dark.
A short message post-inspection isn’t just good service — it builds trust and clarity.
7. Being surprised by pets
Not every property has one, but it only takes one surprise pup to derail your day.
It’s not always clear from the file, so a quick check or message to confirm pet details ahead of time can help avoid surprises (and scratches).
8. Overlooking the outside of the property
Driveways, yards, and carports are just as important as the inside — especially from a renter and investor perspective.
First impressions matter.
Is the garden tidy? Are there signs of damage to fences or outdoor structures? Are there unapproved vehicles or evidence of misuse?
Stepping back for a moment before you walk in helps you spot the things a checklist might not catch.
9. Inconsistent inspections across your property managers
It happens — one person checks everything, another misses the extractor fan.
Consistency is tough in a busy team. Shared checklists and workflows help everyone stay aligned (and reduce handover headaches).
10. Still writing inspection reports without AI?
After a long day of inspections, sitting down to write detailed reports can feel like a mountain of admin.
But with the right platform, AI can do the heavy lifting — turning your notes, photos, and property data into a polished, professional report.
You save time, reduce human error, and still deliver a great experience for renters and investors.
Avoiding property inspection mistakes starts with the right tool
Inspections are one of the most important touchpoints with your customers — and one of the easiest to get wrong without the right system behind you.
When the pace picks up, your tools should make it easier to deliver a consistently great experience — not harder.
Look for a platform with built-in digital workflows — grounded in industry best practice but flexible enough to match the way your team works. These should include:
- Multi-user access so you can tag-team inspections with a team member — from any device
- Embedded templates that reflect how top agencies run inspections — and can be customised to suit your style to ensure nothing is missed — no matter who’s on the job
- Automatic reminders that prompt the right people at the right time
- Digital, immersive and high-quality reports that are easy to complete, sign, share, and revisit when needed
- Shared visibility so anyone on your team can step in if someone’s away, without missing a beat
- Smart workflows where inspection data connects directly to your to-do list and messages
- A clear history of past inspections and upcoming visits to help you track progress over time
- An inspection planner to help you stay organised — especially when juggling multiple properties
And for entry and exit inspections:
- Immersive condition reports with high-quality, 360° photos
- Paperless ingoings with electronic signing, time-stamped photos, automated reminders, and signature tracking
- Multi-user access so renters (and housemates) can complete their inspection together — from any device
With Ailo, routine inspections are more consistent, collaborative, and less stressful — and the experience improves for renters, investors, and your team.
Learn more about Inspections in the Ailo platform.
Frequently asked questions
What features should I look for in inspection software for property managers to help avoid common mistakes?
Essential features include AI-powered report generation, 360° photography capabilities, electronic signatures, and seamless team collaboration tools.
You'll also want automated scheduling, entry notice management, and the ability for multiple team members to work on inspections simultaneously.
Can property management inspection software help reduce inspection time?
Absolutely – Your team focuses on capturing quality images while the software handles the heavy lifting of report writing.
For ingoings alone, this can save you 30% of your time per property, which translates to significant cost savings and happier, less overwhelmed staff.
How does property management software support communication?
In Ailo, communication is built in. You can message renters and investors directly, share photos and inspection updates, and track every interaction in one place. This keeps everyone informed and reduces back-and-forth.
How can property management software help prove value to owners and investors?
Consistent, professional inspections — shared in real time — show owners their property is being looked after. And when renters feel supported, they stay longer. That means fewer vacancies and better returns. Everybody wins.
Can inspection software handle team collaboration and sick leave coverage?
Yes, the best inspection software allows multiple property managers to collaborate on inspections in real-time, using any device. Team members can jump into each other's inspections to help out or take over completely, with no complex handover process needed.
How does inspection software improve investor experience?
Digital inspection platforms create immersive condition reports with high-quality photos and 360° virtual tours that give investors a front-row seat to their property's condition.
Investors can browse through comprehensive photo galleries, access historical inspection records, and receive professional reports that build confidence in your management.