Annual Property Inspection
1. Initial Bulk Inspection Notice
Responsible: Paulo / Assigned Coordinator
Send the initial bulk email to tenants notifying them of the upcoming mandatory annual inspection.
Email Template: Initial Notice
Subject: Upcoming Annual Property Inspection
Hello,
We will soon be conducting a mandatory comprehensive interior and exterior inspection of your residence. During this inspection, we will need access to every room, including garages, attics, and utility areas, as well as accessible mechanical systems such as plumbing, HVAC, and electrical panels.
A Treaty Oak Property Management representative will conduct the inspection. We will contact you separately to confirm the inspection date and time.
This inspection is not optional, and your ability to renew or extend your lease is contingent upon our ability to access and complete the inspection. Additionally, failure to provide access on the scheduled date may result in a $100 trip charge, as provided under your lease.
We appreciate your cooperation in helping us maintain the property. Please let us know if you have any questions.
Thank you!
2. Scheduled Inspection Notice
Responsible: Paulo / Assigned Coordinator
Once the schedule is finalized, send the inspection date confirmation using the template below and update the Annual Inspection Tracker.
Email Template: Scheduled Inspection
Subject: Annual Property Inspection Scheduled | [Property Address]
Hello [Tenant Name],
We are following up regarding the annual property inspection for your residence at [Property Address].
Your inspection has been scheduled for:
Date: [Inspection Date]
Time: [Inspection Time / Time Window]
Our representative will conduct a comprehensive interior and exterior inspection. Please ensure all rooms, garages, attics, and utility areas are accessible.
If you have any access concerns, please notify us as soon as possible.
As previously communicated, this inspection is mandatory, and failure to provide access may result in the applicable $100 trip charge under your lease.
Thank you for your cooperation!
3. Inspection Completion & Review
Responsible: Inspector / Deryl
- Complete the inspection and upload the report and photos.
- Review findings and identify maintenance concerns and potential tenant violations.
- Assign maintenance items to Deryl for work order coordination.
- Refer tenant-responsible violations to Adelfa / Paulo.
4. Tenant Violation Notice
Responsible: Adelfa / Paulo
Send a written notice for confirmed tenant-responsible violations, referencing the applicable lease provision.
Email Template: Annual Inspection Follow-Up
Subject: Annual Inspection Follow-Up | [Property Address]
Hello [Tenant Name],
During the recent annual inspection of [Property Address], the following item was identified as requiring your attention:
Inspection Finding: [Describe Violation]
Per Section [Lease Section] of your lease, [Brief Explanation of Tenant Responsibility].
Corrective Action Required:
[Describe Required Action]
Please complete the corrective action by [Deadline] and provide photos confirming the issue has been resolved.
We appreciate your cooperation. Please let us know if you have any questions.
Thank you!
5. Violation Tracking & Follow-Up
Responsible: Adelfa / Paulo
- Add all confirmed violations to the Violation Tracking Sheet.
- Record the property, violation, notice date, deadline, and status.
- Follow up with tenants until resolution photos are received and reviewed.
- Escalate unresolved or repeated violations to Jake.
6. Maintenance Follow-Up
Responsible: Deryl
- Create work orders for maintenance-related findings.
- Coordinate repairs and obtain completion confirmation.
- Track outstanding items until resolved.
7. Weekly Quality Control
Responsible: Operations Manager
- Review the Annual Inspection Tracker and Violation Tracking Sheet weekly.
- Confirm completed inspections have been reviewed.
- Ensure violations and maintenance findings have assigned follow-ups.
- Escalate significant or overdue issues to Jake.
Standard Workflow: Initial Bulk Email → Scheduled Inspection Email → Inspection → Report Review → Violation Notice / Work Order → Follow-Up → Verified Resolution
Core Rule: Every inspection finding must be documented, assigned, and followed up until resolved.