Rental inspection report template
A report structure another person can follow.
Use this template to plan the information and photo order for a rental inspection report. RoomRecord applies the same basic structure when you capture rooms and export a PDF.
What should a rental inspection report include?
A clear report identifies the property and inspection type, groups photos by room, keeps captions beside the relevant image, records useful capture details, and ends with a completeness review. It should be readable by someone who was not present at the inspection.
How do I turn rental inspection photos into one PDF?
In RoomRecord, create the rooms, capture each wider view and detail under the right heading, add notes where needed, review the record, and export the report. The result is one timestamped PDF rather than a sequence of separate image attachments.
HTML report outline
1. Property and inspection details
- Property address or internal identifier
- Inspection type: entry, routine, or exit
- Inspection date and report creator
- Relevant handover or access notes
2. Room sections
- Room name
- One or more wide context photos
- Detail photos for surfaces, fittings, appliances, storage, or visible issues
- Short caption naming the item, location, and visible condition
- Capture date and time where included by the reporting tool
3. Property-wide details
- Exterior and outdoor areas
- Meters, keys, remotes, access cards, bins, and manuals where relevant
- Repair or follow-up references kept in the appropriate system
4. Review before sharing
- Every expected room is present
- Photos are clear and under the correct heading
- Captions describe what is visible without guessing at cause
- The report file opens and the intended recipient is correct
This is a supporting structure
The template is not a prescribed condition report, tenancy notice, compliance certificate, or legal document. Use the official forms and processes required for the property’s location.