From a practical viewpoint, the manager’s first responsibility is to be aware of the over-all condition and operations of each property under his or her care. The manager’s effectiveness as a maintenance administrator will depend on the thoroughness of routine inspections and his ability to pinpoint and correct problems. In addition to reviewing the preventive maintenance reports, the property manger will conduct spot checks and a tour of the premises, preferably once every month or six weeks. These inspection trips allow for a more extensive check of the systems, equipment and condition of the building. Seasonal checks of the building’s weatherproofing are also the usual responsibility of the property manager.


The most important requirement for a maintenance check is that it be a routine procedure. Many potentially serious problems can be averted by regular inspections. The inspections will be more comprehensive if the manager brings along checklists of the building features to be examined. These should include the names of the maintenance personnel employed by the building and the tasks for which they are responsible. The manager can then rate the performance of building employees while touring the physical premises. Sample inspections forms for the different types of property are provided in the appropriate chapters.


The manager will inspect all interior and exterior features of each property. The exterior check includes comments on the condition of the grounds, walls, entrance steps, doorways, mailboxes, fire escapes, windows, eaves and roof. Maintenance needs and their approximate cost should be entered on the checklist to help the manager set up a performance schedule and operating budget. Although it is not wise to become enmeshed in trivial daily maintenance problems, the property manager must be aware of all major concerns around the promises because he or she ultimately is accountable for all maintenance expenditures. The inspection checklist can help the manger explain to the owner any expenditures made for maintenance service and repairs.


When examining the exterior of any property, the manger should observe the condition of the entranceway, stairwells, corridors, elevators, light fixtures, lobby and other common areas, heating and ventilating plant, hot-water heather, plumbing system and sewage disposal unit. Needed repairs and their anticipated cost should be noted on the checklist. Doors, locks, ceilings, baseboards, windows, light fixtures and switches, electrical outlets, floors, plumbing and any permanent fixtures also should be inspected when checking recently vacated space.


The property manger should tell all tenants to report problems and maintenance needs immediately to the management or building office. Tenants should be personally thanked by the manager for passing on information about needed repairs in their rented space or public areas, even if the manger was already aware of the condition. Building employees should be alert to maintenance needs of the property and know how to report such problems.

ROUTINE INSPECTIONS