Routine inspection in property mgt necessary—- ESV Ohaeto

By Mashe Umaru Gwamna

An Estate Surveyor and Valuer (ESV) Ngozi Ohaeto said routine inspection in property mgt is very necessary.

She stayed this yesterday while addressing newsmen in Abuja.

“I thought to write about this topic when I realized that a lot of my tenants are unaware of what it means. Even when it is explained, some still find it strange and uncomfortable. They often wonder why the property manager should come in to inspect the house while they are in possession.

“To enlighten most of them, routine management inspection in property management as the name implies refers to the regular assessment of rental properties. It is conducted by an Estate Surveyor and Valuer or a Professional Property Manager, who comes in to assess the various aspects of the property by examining the state or condition.

“This is done to ensure they are well-maintained, comply with regulations, and meet the expectations of both landlord and tenant. These inspections are typically conducted periodically throughout a tenancy period, aiming to identify any maintenance issues, safety concerns, or lease violations. Routine inspection exercise is part of every tenancy/lease agreement, and it is a legal practice. “

Speaking about the objectives, she said the purpose of a routine inspection is majorly to identify any maintenance issues, safety concerns, or lease violations.

“Other objectives include;
• Identifying areas of maintenance lapses, and breaches of terms and conditions of contract, regulations, and standards.
• To ensure that the facilities are effectively being used and maintained
• Identify areas of non-compliance with the tenancy agreement, regulations, policies, or standards. Etc.”

She said routine inspections are typically conducted every three to six months, although the frequency may vary depending on peculiar issues such as stated in the lease agreements, and the condition of the property. More frequent inspections may be necessary for properties with a history of maintenance problems or high turnover rates.

“Adequate notification must be given to avoid the disruption of operations, especially as regards residential and commercial properties.
She listed documents needed for a routine inspection to include:
• An existing inventory duly signed by the occupant upon handover.
• A checklist or inspection form that outlines areas to be assessed and any specific item of concern, e.g., evidence of electricity payment, facility management fee receipt, tenement rate, water bill payment receipt, etc.”
She said the Surveyor walks through the property, systematically examining each room and area for cleanliness, damage, or maintenance issues.

“For full or semi-service apartments, the appliances should be tested as was done during the handover to ensure they are functioning correctly.

“The Inspectors may take photographs or notes to document any findings or concerns. The inspection must be done alone side with the tenant or a representative, and the report done collectively. The tenant must have a copy of the checklist on site; however, the property manager is required to send a detailed report to the tenant itemizing their repair responsibility towards the property as stated in the lease agreement and also a similar letter to the landlord highlighting any repair work that requires his attention.

“Routine Inspection can be divided into 3 categories; External works, Internal works (Decorative), and facilities/ services.”