Rental inspections in NZ: notice, checklists, and records

Regular inspections protect your investment, catch maintenance early, and create the paper trail you need if a bond or Tribunal dispute arises. Under the Residential Tenancies Act 1986, entry for inspections is allowed — but notice, timing, and tenant privacy rules apply. Always confirm current guidance on tenancy.govt.nz.

Inspection types

• Move-in (condition) — baseline photos and notes before or at possession; the reference for exit and bond decisions.
• Routine — monitor care, maintenance, and compliance during the tenancy (many landlords use quarterly or every 3–6 months).
• Maintenance / follow-up — targeted visits for repairs or issues flagged earlier.
• Exit / move-out — compare to move-in records to decide bond refunds and any claim for damage beyond fair wear and tear.

Notice and entry rules

• Give at least 48 hours' written notice before entering for a routine or condition inspection (emergencies are different).
• For many repair situations, 24 hours' notice may apply — check the current Tenancy Services rules for the purpose of entry.
• Notice should state the date, a reasonable time window, and the purpose (e.g. routine inspection).
• Enter only at reasonable hours unless the tenant agrees otherwise.
• Tenants may attend; their presence is not mandatory for a valid inspection.

Keep a copy of the notice and how it was served (email if agreed, post, or hand delivery).

Move-in checklist

Be specific — "kitchen benchtop has a minor scratch near the sink; oven clean; rangehood works" beats "kitchen OK".

• Walls, paint, ceilings — marks, holes, damp
• Floors and carpets — stains, scratches, wear patterns
• Windows, doors, locks, and hardware
• Lights, switches, smoke alarms (present and working)
• Utilities: hot water, heating, extraction fans — plus Healthy Homes items (heating, insulation, ventilation, moisture/drainage, draughts)
• Kitchen and bathrooms — benches, appliances, taps, mould, seals
• Exterior, grounds, fences, and outdoor storage if included

Date every photo. Share the report with the tenant and ask them to note disagreements early. For a ready-made printable template, use the free NZ inspection checklist download.

Routine inspection focus

• Unreported damage or emerging maintenance
• Cleanliness and property care expectations in the agreement
• Unauthorised occupants, pets, or alterations
• Mould, moisture, or pest signs
• Ongoing Healthy Homes / smoke-alarm compliance

Discuss issues calmly, confirm in writing, and use a Notice to Remedy when a breach needs a formal fix timeline.

Documentation standards

• Room-by-room dated photos (wide shots plus close-ups of defects)
• Written notes or ratings for each area
• Store move-in, routine, and exit packs together for the tenancy
• Prefer digital copies with backups over paper-only files

After a routine visit, sharing a short summary within about a week helps tenants fix small issues before they escalate. Safety hazards should be actioned urgently.

Exit inspection and bond

Compare exit condition to the move-in baseline. Fair wear and tear is expected; damage beyond reasonable use, missing items, or unclean premises may support a bond claim. See bond lodgement for filing and reference habits.

Often fair wear and tear

• Sun-faded curtains; minor wall scuffs; carpet wear in doorways
• Small picture-hook holes; gradual seal/caulk ageing

Often tenant damage

• Large holes, burns, heavy stains, pet destruction
• Broken fixtures from misuse; unclean premises needing professional clean