Periodic Property Evaluation Policy and Procedure

Purpose

The purpose of this policy is to ensure periodic property evaluations are conducted consistently, efficiently, and in accordance with company standards. These evaluations are designed to assess property conditions, identify potential issues, and maintain effective communication with tenants and property owners.

What is a Periodic Property Evaluation?

A periodic property evaluation is a scheduled assessment of a property’s condition. It is conducted to ensure lease compliance, identify maintenance needs, and document the current state of the home.

Scheduling and Planning

General Flow

  • Periodic evaluations will appear as tasks in the system 30 days before they are due. This lead time allows the Property Manager (PM) to plan routes, schedule evaluations around move-ins and move-outs, and manage their workload effectively.
  • Periodic evaluations should not be scheduled on Mondays. Mondays are reserved for PM meetings and any necessary move-out evaluations required to meet the 72-hour move-out evaluation deadline.
  • Move-ins and move-outs take priority over periodic evaluations. Do not overbook yourself — these tasks must remain the top priority.
  • PMs should limit themselves to no more than four (4) periodic evaluations per day to allow sufficient time for travel, rescheduling, and task management. If more than four periodic evaluations are needed, discuss with your manager before scheduling.

Geographic Grouping

  • To maximize efficiency, group scheduled evaluations geographically. For example:
    • Manassas on Tuesday, Woodbridge on Wednesday — avoid jumping between distant locations on the same day unless unavoidable.

Scheduling Best Practices

  • As soon as the evaluation date is determined, update the date in Outlook and communicate the scheduled visit with the tenant simultaneously.

Rescheduling

  • While it’s important to accommodate tenant requests, tenants should not dictate company processes. Rescheduling is acceptable if:
    • The tenant proposes a time during business hours.
    • The date aligns with the PM’s availability and workflow.
  • Weekend or after-hours evaluations are not permitted.
  • If a tenant repeatedly delays the evaluation to an unreasonable degree, consult your manager for guidance. A formal Notice of Intent to Enter may be required if the tenant continues to avoid scheduling.

Pre-Evaluation Preparation

Prior to the evaluation:

  1. Review Previous Evaluations: Review past inspection notes for recurring concerns or unresolved issues.
  2. Review the Lease Agreement: Confirm details such as:
    • Presence of pets (ensure proper registration or ESA documentation).
    • Number of occupants listed in the lease.
  3. Check for Outstanding Maintenance Requests: Review pending maintenance (Meld) requests to be aware of ongoing concerns.
  4. Review Tenant Communication History: Identify any issues raised by the tenant that may require follow-up.

Day of Evaluation

Tenant Communication

  • If a tenant requested a specific arrival window or a notification call/text, accommodate their request and ensure clear communication.
  • Always knock first before entering the property.
  • Do not enter if minors are present without an adult.

Key & Access Management

  • Test the office key before departing to ensure it works at the property.
  • Be mindful of potential changes to codes or locks and ensure access procedures are followed.

On-Site Evaluation Process

  • Document observations in Zinspector during the evaluation to ensure accurate and complete records.
  • Complete the evaluation the same day whenever possible to prevent incomplete entries.

Evaluation Checklist

Exterior

  • Capture Photos of:
    • Front, sides, and back of the home.
    • Condo entry doors (if applicable).
    • Landscaping conditions.
    • Fence and deck areas.
    • Driveway and garage.
    • Gutters and roof (where visible).
    • Windows and Screens:
      • Check for damaged, missing, or improperly secured screens.
      • Look for signs of water intrusion or wood rot around window frames.
  • Mailbox Condition:
    • Ensure the mailbox is secure and in good condition.
  • Outdoor Fixtures:
    • Inspect outdoor lighting for functionality and security.
    • Check for exterior outlet covers (especially near decks and patios).
  • Pool/Outdoor Maintenance: Document pool conditions or other tenant-maintained outdoor features.
  • Sheds are not required to be evaluated unless specifically requested by the owner or tenant.

Interior

  • Capture Photos of:
    • Entryway/mudrooms.
    • Staircases.
    • Living room and dining areas.
    • Kitchen.
    • Bedrooms.
    • Basement rooms.
    • Laundry area, including appliances and utility sinks.

Closets

  • Open closets only if:
    • There are signs of water damage.
    • Unusual odors are present.
    • Other issues suggest further inspection is needed.

Systems and Safety

  • Test and Photograph the Following:
    • Smoke and Carbon Monoxide Detectors:
      • Test each one.
      • Photograph each detector in its respective room for documentation.
    • Appliances:
      • Capture the exterior of all major appliances.
      • If a recently replaced appliance is present (e.g., refrigerator), document the model and serial number tag.
    • HVAC System:
      • Photograph the unit and filter.
      • Ensure the filter size is visible in the photo.
      • If the property has baseboard heat or window units instead of central air, ensure these are documented.
    • Water Heater:
      • Photograph the exterior and any relevant plumbing components.
    • Plumbing Sources:
      • Open under-sink cabinets and photograph plumbing. Do not touch belongings unless you observe an active leak.
      • Running water through all plumbing fixtures is not required during periodic evaluations.
    • Toilets:
      • While running plumbing isn’t required, consider flushing each toilet to confirm proper function.
    • Security Systems:
      • If present, photograph the control panel or main components.
    • Electrical Panel/Breaker Box:
      • Photograph the closed panel.
      • Open the panel and photograph the breaker index and interior wiring layout.
    • HVAC Return Vents and Bathroom Vents:
      • Ensure vents are free of moisture buildup.
      • Confirm filters are present and clean. If inaccessible, take a photo from the floor for documentation.
  • Garage Doors/Systems:
    • Test the garage door opener and confirm the emergency release cord is functional.
  • Sump Pump (if applicable):
    • Ensure the sump pump is operational, especially in basements prone to flooding.
  • Pest Control Indicators:
    • Look for signs of rodent droppings, insect infestations, or nests in hidden areas such as basements or near plumbing lines.

Post-Evaluation Tasks

  1. Complete Zinspector Reports: Complete and close out the evaluation report in Zinspector on the same day whenever possible.
  2. Follow Up on Tasks:
    • Submit TQMs (Task Quality Management) and Q&A documentation to your manager as needed.
    • Open work orders (Melds) for any identified issues requiring attention.
  3. Ensure Task Completion: Finalize all post-evaluation tasks to maintain accuracy and avoid delays.

Tenant Prolonging or Avoiding Evaluation

If a tenant repeatedly delays scheduling an evaluation:

  • After two to three attempts to schedule, consult with your manager.
  • If further delays persist, issue a Notice of Intent to Enter to complete the evaluation.
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