Purpose
This procedure contains the instructions for the conduct of periodic inspections.

Procedure

Periodic Inspections 
•	On the third  Friday of every month, print an "inspections Due" report. 
•	Check Management Agency Agreement/File notes for any special instructions pertaining to periodic inspections.
•	Ensure the office is currently holding a set of keys for the property(s) due for inspection.
•	If keys are not held, make arrangements with the Tenants for access.

Arrange Periodic Inspections/Advise Tenants
•	Arrange inspections in 2 hourly time frames, as often as required to get through your monthly requirement of inspections.
•	Book office camera for each time slot.
•	Inspections are to be allocated to common streets and suburbs to reduce wasted travel time.
•	Update your calendar with our inspection times.
•	Advise Tenants of the upcoming inspection.
 
•	Preparation for Periodic Inspection
•	Prior to attending the property ensure you have confirmed the following:
o	Any “Additional Terms” (ensure they are being upheld)
o	Is there an alarm (do you need a code?)
o	Check file for any work recently completed - to be inspected
o	Confirm there is an up to date Rental Listing Form for the property.
•	If using a PDA, upload the most recent inspection report.
•	Collect camera.
•	Collect office keys and small key ID stickers.
•	Take business cards, pens and folder.

Complete Periodic Inspection
•	Knock on the Tenants door loudly/ring door bell.
•	If no reply, unlock door: 
o	Noting which locks were locked and which were not.
•	Call out to the Tenant loudly, in case they are home and did not hear you knocking.
•	Complete the Periodic Inspection Form:
o	Items that are not satisfactory require further explanation.
•	Confirm all terms of the Tenancy Agreement are being met and record details on the report.
•	Check keys, ensuring keys to ALL locks are held:
o	Label each key with its specific use.
•	Take photos, especially if there is work required or being checked.
•	Update the Rental Listing Form (if required).
•	Record Strata Managing Agent's details (if a Strata Lot).
•	Confirm the location and type of parking and laundry facilities.
•	Leave a business card with a thank you note on the back.
•	Lock property as you found it.

Return Keys/ Camera
•	Immediately upon returning to the office:
o	Return Keys
o	Download photos and return Camera.

Prepare and Send Periodic Inspection Reports
•	If you could not gain access to the property, contact the Tenant and make arrangements for access and keys.
•	Update computer with the next inspection date.
•	Inspection Reports to be given to Property Management Support to type letter and report to be sent to owner
•	Arrange for any quotations that may be required.
•	Confirm the Agreement expiry date:
o	Is a Renewal Agreement possible/recommended?
•	Confirm the rental amount:
o	Is a Rent Review possible/recommended?
•	Advise Landlord(s) of any repairs and/or maintenance that may be required now or in the future (quotes maybe useful for future reference).
•	Follow up repairs until they are either approved or declined.
•	Report on the status or completion of any repairs.
•	Update computer with any new strata details or property details.
•	Give Landlord(s) solutions to issues that may arise, not just the problems.
•	File documentation.

Finalise Tenant Requests
•	Confirm any Tenant requests with the Landlord and advise the Tenant of the outcome.

Tenant Advised Of Inspection Results
•	Send the Tenant's relevant details/results from the inspection.
•	Deal with any breaches of the Tenancy Agreement in accordance with the Breach – General Breach Procedure.
•	Diarise for follow up inspection (if applicable).