OUTDATED Annual Rental Property Inspection Workflow
IMPORTANT: REFER TO BASECAMP FOR THIS TASK LIST. THE WIKI BELOW IS SLATED TO BE DELETED.
Step 1: Pre-Inspection Planning
- FT: Generate a list of properties due for annual inspection using AppFolio.
- Anyone that moved in before July 1st {{THIS YEAR}}, will be subject to a fall inspection.
- Anyone that moved in after July 1st {{THIS YEAR}} will be subject to a spring inspection.
- MC: Schedule inspections with FT and ensure tenants are notified in advance. Use Bulk Communication functionality in Appfolio
- MC: Update the AppFolio calendar with inspection dates.
- LC: Review photos & issue lease violation notices (unauthorized pets/vehicles, etc) and ensure they're resolved.
- PM: Review photos of any B-rated or below properties. Make determination on lease renewal, and any further repairs that may be required.
Step 2: Conducting the Inspection
- FT: Visit the property on the scheduled date.
- FT: Conduct a thorough inspection of the interior and exterior.
- FT: Take detailed notes on any maintenance issues or concerns.
- FT: Capture clear pictures of any areas needing attention or repair.
- FT: Submit inspection notes and photos to AppFolio immediately after completion.
- FT: Fill out the 'Inspections {{THIS YEAR}}' tab of the Vacancy Spreadsheet.
Step 3: Review and Work Order Assignment
- Responsible Party: Maintenance Coordinator
- MC: Review FT inspection notes and pictures in AppFolio.
- MC: Create work orders for any required maintenance or repairs.
- MC: Assign work orders to the appropriate vendors, including Walt, based on the complexity and nature of the task.
- MC: Update the status of each work order in AppFolio (e.g., assigned, in-progress, completed).
Step 4: Oversight and Follow-Up
- PM: Monitor the progress of inspections and ensure timely completion.
- MC: Confirm that all work orders are properly addressed and marked as completed in AppFolio.
- PM: Update property inspection notes in AppFolio, including any actions taken and the current property condition.
- PM: Address any tenant concerns related to the inspection or repairs.
Step 5: Post-Inspection Reporting
- PM: Generate and review a summary report of completed inspections.
- PM: Highlight trends or recurring issues to share with the management team.
- PM: Archive inspection details in AppFolio for record-keeping and future reference.
Ongoing Coordination
- Communication:
- MC is to act as the primary point of contact for all inspection-related queries.
- MC is to inform PM of any delays or complications with assigned work orders. Escalate tenant concerns to PM.
- Documentation:
- All updates, notes, and photos are to be consistently logged in AppFolio to maintain accurate records.