Annual Property Condition Assessment Checklist

This annual property condition assessment checklist provides a thorough evaluation of a rental property's physical condition across all major systems and components. Completed once per year, this assessment drives preventive maintenance planning, capital expenditure budgeting, insurance renewal documentation, and long-term asset management decisions. Aligned with ASTM E2018 standards and ICC International Property Maintenance Code requirements.

  • Industry: Property Management
  • Frequency: Annually
  • Estimated Time: 60-90 minutes
  • Role: Property Manager / Maintenance Supervisor / Building Inspector
  • Total Items: 34
  • Compliance: ASTM E2018 Property Condition Assessment Standard, ICC International Property Maintenance Code (IPMC), NFPA 101 Life Safety Code, EPA Lead Renovation Repair and Painting Rule, EPA Asbestos NESHAP (40 CFR 61)

Structural Components and Exterior

Assess foundation, roof, exterior walls, and structural integrity.

  • Foundation condition (no major cracks, settling, or water intrusion)?
  • Roof condition and estimated remaining life?
  • Gutters and downspouts clear, secure, and draining away from foundation?
  • Exterior walls/siding condition (no major damage, rot, or failing paint)?
  • Exterior windows and doors weathertight with functional hardware?
  • Lot grading directs water away from building?

HVAC Systems and Mechanical

Evaluate heating, cooling, and ventilation systems.

  • Furnace/boiler age and condition (replace if over 20 years)?
  • Air conditioning system age and condition?
  • HVAC system professionally serviced within last 12 months?
  • Visible ductwork in good condition (no disconnections or excessive leakage)?
  • Water heater age and condition (replace if over 12 years)?
  • All exhaust vents (dryer, range, bath fans) venting to exterior (not attic)?

Plumbing and Electrical Systems

Assess plumbing infrastructure and electrical system condition.

  • No active plumbing leaks found (check under sinks, at shutoffs, in basement)?
  • Water pressure adequate (40-80 PSI typical)?
  • All drain lines clear and draining at normal rate?
  • Electrical panel in good condition with breakers properly labeled?
  • GFCI outlets installed in all wet areas (bathrooms, kitchen, exterior)?
  • Smoke and CO detectors installed per current code requirements?

Interior Common Areas and Unit Condition

General interior condition assessment.

  • Interior paint condition (no peeling, especially for pre-1978 buildings)?
  • Overall flooring condition and estimated remaining life?
  • Kitchen and bathroom cabinet condition?
  • All major appliances functional and within expected lifespan?
  • No signs of mold, mildew, or chronic moisture issues?

Safety Systems and Code Compliance

Verify life safety systems and regulatory compliance.

  • Fire extinguishers present, accessible, and within service date?
  • Exit signs and emergency lighting functional?
  • All stairway handrails and balcony guardrails secure and code-compliant?
  • Lead paint disclosure provided for pre-1978 properties?
  • Known asbestos-containing materials documented and managed?

Capital Expenditure Planning

Document major repair needs and budget for upcoming capital expenses.

  • Immediate repairs required (safety or habitability issues)?
  • Estimated immediate repair costs
  • Major capital expenses anticipated in next 1-3 years?
  • Major capital expenses anticipated in 3-7 year planning horizon?
  • Photo documentation of all noted deficiencies completed?
  • Annual assessment report filed and shared with property owner?

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Why Use This Annual Property Condition Assessment Checklist?

This annual property condition assessment checklist helps property management teams maintain compliance and operational excellence. Designed for property manager / maintenance supervisor / building inspector professionals, this checklist covers 34 critical inspection points across 6 sections. Recommended frequency: annually.

Ensures compliance with ASTM E2018 Property Condition Assessment Standard, ICC International Property Maintenance Code (IPMC), NFPA 101 Life Safety Code, EPA Lead Renovation Repair and Painting Rule, EPA Asbestos NESHAP (40 CFR 61), HUD Housing Quality Standards, UK Housing Health & Safety Rating System (HHSRS), Australia Residential Tenancies Act. Regulatory-aligned for audit readiness and inspection documentation.

Frequently Asked Questions

What does the Annual Property Condition Assessment Checklist cover?

This checklist covers 34 inspection items across 6 sections: Structural Components and Exterior, HVAC Systems and Mechanical, Plumbing and Electrical Systems, Interior Common Areas and Unit Condition, Safety Systems and Code Compliance, Capital Expenditure Planning. It is designed for property management operations and compliance.

How often should this checklist be completed?

This checklist should be completed annually. Each completion takes approximately 60-90 minutes.

Who should use this Annual Property Condition Assessment Checklist?

This checklist is designed for Property Manager / Maintenance Supervisor / Building Inspector professionals in the property management industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.

Can I download this checklist as a PDF?

Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.

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