Describe the unit, inspection stage, and rooms. Makeform creates a room-by-room rental inspection report form with condition notes, photos, keys, and acknowledgments.
Send inspection records to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a prompt, tailor it to the property, or send it into the Makeform builder.
Audience
Landlords and new tenants documenting the starting condition
Format
Room checklist with photos and acknowledgment
Prompt size
267 chars
Example form structure
Room checklist with photos and acknowledgment
Property, unit, date, and participants
Room condition and notes
Photos of existing damage
Meters, alarms, and keys
Landlord and tenant acknowledgment
Suggested routing tags
Move-in
Routine inspection
Move-out
Ask for a condition rating, a written note, and a photo for each problem so the report records both the location and visible evidence.
Step 1
Identify
property, unit, inspection stage, and attendees
Step 2
Inspect
room ratings, notes, readings, and photos
Step 3
Summarize
priorities, responsibilities, and disputed items
Step 4
Follow up
maintenance tasks, target dates, and status
A clearer inspection record
Keep every observation attached to its unit, room, visit, and follow-up.
Use consistent surface, fixture, appliance, and cleanliness checks, with extra spaces for each property.
Pair each rating with an exact location, note, and optional photo.
Record priority, owner, target date, and status beside each issue.
Inspection stages
Adjust questions to the tenancy stage while keeping a consistent property record.
Document existing marks, appliances, readings, keys, and participant comments.
Capture condition, maintenance concerns, access, and tenant observations.
Compare departure observations with the starting record and flag differences.
Revisit issues, add completion evidence, and update their status.
Build the workflow
Start with the rooms and purpose, then refine how issues are recorded.
Name the unit, rooms, inspection stage, participants, and property-specific spaces.
Choose a condition scale and require notes or photos for flagged ratings.
Complete each relevant room and collect attendee comments during the walkthrough.
Send the report to your inbox or connected tools for follow-up.
Choosing a format
Compare common ways to capture and route inspection findings.
Field guide
Use six sections for a complete, adaptable record.
Inspection identity
Identify this walkthrough and its purpose so every observation has context.
Room structure
Group fields by room and show optional areas only when relevant.
Condition evidence
Pair flagged ratings with precise notes and relevant uploads.
Systems and access
Add a focused area for utilities, appliances, keys, and access items.
Issue routing
Keep observations separate from responsibility decisions and add routing details.
Review and acknowledgment
End with a summary, participant comments, and clearly labeled acknowledgments.
Related tools
Use these live Makeform tools for adjacent stages such as move-in, maintenance intake, applications, and broader property checks.
Create a focused condition record for the beginning of a tenancy.
Open toolBuild broader property checks for residential or managed spaces.
Open toolCollect repair details, location, access notes, priority, and supporting photos.
Open toolGive tenants a structured list of departure tasks before the final walkthrough.
Open toolGather tenancy details for a separate rental agreement workflow.
Open toolCollect consistent applicant and household information before tenancy review.
Open toolFAQ
Practical answers for landlords and property managers organizing room-by-room inspections.
It records a rental unit's visible condition during a move-in, routine, move-out, or follow-up inspection. It connects visit details with room ratings, observations, photos, readings, keys, comments, and actions.
Include the room, relevant surfaces and fixtures, condition rating, issue location, notes, and photos. For concerns, show follow-up questions for priority, action, access, and target date.
Yes. Ask for the stage and show relevant questions conditionally. Move-in can capture a baseline and issued keys; move-out can reference it, record current condition, and log returned keys.
Add uploads beside room or issue questions for images during the walkthrough. Also request a caption or exact location so reviewers know what each photo shows.
Give each participant a comment field and add a disputed or needs review status. Keep the observation, tenant response, and later decision distinct.
Not necessarily. State whether it records participation or receipt and allow disagreement. Choose wording appropriate to your process and seek qualified local review for terms with legal consequences.
Yes. Makeform offers unlimited free forms and responses, so you can generate, edit, publish, and collect inspection submissions without a response cap. The paid tier removes the Makeform badge.
Collect the category, location, priority, photos, access, responsible team, and target date. Route the report, then track completion with status, work notes, and follow-up evidence.
Give every room a consistent record.
