Open workspace

Report structure and example

Rental Property Inspection Report Template

A useful inspection report makes it clear what property was reviewed, when the walk-through took place, what was observed in each room, and which details still need follow-up.

The preview below is illustrative. It is not a completed inspection or a statement about a real property. Adapt reports to your circumstances and local requirements.

What a clear report includes

  • Property name or reference, address if you choose to include it, inspection date, and inspection type.
  • Inspector and participant details only when relevant and supplied.
  • A section for each room, with the area and item described in plain language.
  • A condition selection, notes about what was observed, and photos where they add useful context.
  • A summary of items marked as needing attention and any areas that were not reviewed.

Example report preview

Inspecterfly · example only

Rental property inspection

Property: Example property · Date: 12 March 2026

Type: Move-in · Inspector: Example inspector

Kitchen

Sink and faucetSatisfactory

Surface appears clean on visual review. Faucet operation was noted as tested by the inspector.

Cabinet doorNeeds attention

Door sits unevenly. Photo attached for reference; repair status not assessed.

Summary: One item was marked as needing attention. This record reflects the observations entered and is not a guarantee or legal determination.

Writing observations that help later

Prefer specific descriptions over judgments. For example, “two small chips at the lower-left corner of the bathroom mirror” is easier to interpret than “bathroom damaged.” Note whether something was observed visually or tested, and do not imply a cause unless it is known.

Build and export a report

In the Inspecterfly workspace, add details, review rooms, choose condition states, and generate a downloadable PDF. The report is created in the browser; exporting a PDF does not automatically make a backup of the editable inspection data.

For a consistent walk-through, start with the rental inspection checklist. See the comparison guide if you are recording condition at more than one point in time.