Free Make Ready Checklist Form in PDF

Instructions on Writing Make Ready Checklist

Once the Make Ready Checklist form is completed, a comprehensive review of a property's condition before a new tenant moves in is ensured. This review encompasses diverse areas of the property, including entrances, living spaces, kitchen, bathrooms, and bedrooms, among others. Each section of the form requests specific information regarding the condition and functionality of various parts of the property. Filling out this form accurately is vital for property management to address any issues before the tenant's move-in date.

Steps to Fill Out the Make Ready Checklist Form

1. Start with the Property Address: Fill in the address of the property being inspected.
2. Enter the Apt Number to specify the unit.
3. Record the Move In Date: This is the date the new tenant will begin occupancy.
4. Indicate who Inspected By: Write the name of the person completing the checklist.
5. Fill in the Date Of Completions: Note the date when the inspection is completed.
6. For each section starting from Entrance Item down to Bathroom, follow the subsequent steps for each item listed:
   • Check the Passes column: Mark if the item is in satisfactory condition.
   • In the Comments section, provide detailed observations, any work orders issued, parts needed, or follow-up required for items that do not pass inspection.
7. Proceed through each category (Living And Dining Room, Kitchen, Bedrooms, Hallways, and Bathroom) carefully inspecting and noting the condition of each listed item.
8. Ensure that any Other items specific to your property are inspected and documented. This allows for a customized inspection that accounts for unique features or amenities of the property.
9. Conclude the checklist by reviewing all entries for completeness and accuracy. Any section that requires attention should be clearly marked to ensure that all necessary repairs or maintenance are carried out before the move-in date.

Once the form is fully completed, it will serve as a documented assessment of the property's condition, guiding property management in preparing the unit. This process ensures a thorough and organized approach to property readiness, ultimately contributing to the tenant's satisfaction and the maintenance of the property's value.

What is a Make Ready Checklist?

A Make Ready Checklist is a detailed form used in the property management industry to ensure an apartment or rental unit is in proper condition before a new tenant moves in. It covers various areas of the unit, such as the entrance, living and dining room, kitchen, bedrooms, hallway, and bathrooms, requiring inspection of aspects from doors and locks to appliances, plumbing, lighting, and more. Each item on the checklist can be marked as passed, and comments or work orders can be added as needed for repairs or maintenance.

Why is changing locks and keys included in the checklist?

Changing locks and ensuring that keys, including mailbox keys, are replaced is crucial for the safety and security of new tenants. It prevents former tenants or unauthorized persons from gaining access to the unit. This measure protects both the property and the personal safety of the new occupant.

What items are checked in the kitchen section of the form?

The kitchen section of the Make Ready Checklist includes an inspection of appliances such as the stove, oven, refrigerator, and dishwasher for functionality and leaks. It also covers the sink, countertops, cabinets, flooring, lighting, and electrical outlets to ensure everything is clean, operational, and up to safety standards. Moist and mold checks are also performed to guarantee a healthy living environment.

How does the checklist address the condition of carpets and floors?

Carpets and floors throughout the unit, including in living areas, bedrooms, and hallways, are examined for cleanliness, damage, and wear. The checklist ensures that floors are safe to walk on and carpets are free of stains, tears, and excessive wear. Comments or work orders may be added for cleaning, repair, or replacement as necessary to meet the property's standards for new tenants.

What does inspecting doors and windows entail?

Inspecting doors and windows involves checking their condition, operation, and security features. This includes ensuring doors open, close, lock properly, and screens are intact. Windows are examined for proper operation, intact screens, and working locks to enhance security and prevent unwanted entry. It also checks for any drafts that might indicate a seal issue.

Are electrical and plumbing systems reviewed in this checklist?

Yes, the electrical and plumbing systems are closely reviewed. The checklist includes checking light fixtures, ceiling fans, electrical outlets, switchplates, and GFCIs to ensure they are operational and meet safety standards. Plumbing inspections focus on leak detection, proper operation of faucets, toilets, showers, and sinks, and that the water heater and other plumbing fixtures function correctly and safely.

How is the checklist finalized?

The checklist is finalized after each section is thoroughly inspected and any necessary comments or work orders are added. The responsible party, typically a member of the property management or maintenance team, will sign and date the form upon completion, indicating that the unit is ready for the new tenant. This document can then be used as a record of the unit's condition at the time of move-in and can be referenced in future inspections or maintenance requests.

When filling out the Make Ready Checklist for a property, it's common for individuals to overlook certain aspects or make mistakes that can later impact the management or maintenance of the property. One common mistake is not checking off each item due to assumptions that everything is in good order without thoroughly inspecting it. This can lead to missed issues that might require urgent attention.

Another error involves not providing detailed comments in the "Comments – Work Orders/ Inspection Parts/ Follow up needed" section. This area is crucial for noting any discrepancies, damages, or repairs needed. Skipping over this step or providing vague entries can result in inadequate follow-up or misunderstandings regarding the condition of the unit.

Failing to update the "Inspected By" and "Date Of Completions" fields is a more administrative, yet critical mistake. These details verify who conducted the inspection and when, serving as a record that may be important for accountability and reference in the future.

Not verifying that all locks, including doors, windows, and mailbox keys, have been changed or are functioning correctly is a safety concern that is often overlooked. Ensuring the security features of the unit are fully operational is essential for the safety of the future occupants.

A mistake frequently made is not testing the appliances thoroughly. The checklist includes several items like the stove, refrigerator, dishwasher, and disposal. It's essential to ensure not only that these appliances are present but also that they are in full working order, free from leaks or damages.

Omitting to check all lighting fixtures and electrical outlets can lead to inconvenience and potential hazards. This involves making sure that all lights work, outlets are operational, and that there are no exposed wires or electrical issues.

Not paying close attention to plumbing in areas such as the kitchen and bathroom is another common mistake. It’s crucial to check for leaks, proper water pressure, and the functioning of sinks, toilets, and showers to prevent future problems.

Ignoring the condition of floors, carpets, walls, and ceilings throughout the unit can also be problematic. Marks, holes, or damages should be recorded accurately to ensure they are addressed before move-in or noted for future reference to avoid disputes about damages caused by tenants.

Lastly, not inspecting the external aspects of the unit, such as the condition of patio, balcony, doors, and railings, is a mistake often made. The external condition of the property is just as important to the tenant's safety and satisfaction as the interior.

In conclusion, filling out the Make Ready Checklist thoroughly and attentively is crucial. It ensures that any necessary repairs are made promptly, security is maintained, and that future tenants are moving into a safe and well-maintained property. Avoiding these common mistakes can save time, money, and ensure a smooth transition for new residents.

When managing a rental property, ensuring that everything is in order and functional before a new tenant moves in is crucial. Alongside the Make Ready Checklist form, a suite of other documents often plays a vital role in streamlining the entire process, from initial inspection to finalizing the rental agreement. These documents serve various purposes, such as ensuring legal compliance, improving communication between property managers and tenants, and maintaining a high standard of living conditions within the property.

• Lease Agreement: This is a binding contract between the landlord and the tenant. It outlines the terms of the lease, including rent, lease duration, and obligations of both parties.
• Move-In/Move-Out Inspection Form: This form complements the Make Ready Checklist by documenting the property's condition at the time the tenant moves in and again when they move out. It helps determine what damages, if any, the tenant is responsible for.
• Property Inventory List: Often used alongside the Make Ready Checklist, this list itemizes all fixtures, furniture, and equipment provided by the landlord, noting their condition to prevent future disputes over damages or missing items.
• Emergency Contact Form: Lists contact information for essential services and individuals (such as property management, maintenance staff, and emergency services) that the tenant might need access to during their lease period.
• Maintenance Request Form: Allows tenants to formally request repairs or maintenance work, detailing the problem and its location. It helps property managers track and prioritize maintenance tasks efficiently.
• Lease Renewal Agreement: Used towards the end of a lease period, this document outlines the terms under which both parties agree to extend the tenant's stay at the property, including any changes to rent or conditions.
• Pet Agreement Form: If pets are allowed on the property, this document outlines the terms and conditions regarding pet ownership, including size, breed restrictions, and any additional security deposits required.

Each of these forms plays a specific role in the larger process of property management. Together with the Make Ready Checklist, they create a comprehensive system that helps ensure a smooth transition for tenants moving in or out, minimizes potential conflicts, and maintains the property in good condition. It’s important for property managers to effectively utilize these forms to provide a clear, structured, and professional approach to managing rental properties.

The Make Ready Checklist form shares similarities with the Residential Lease Agreement insofar as both documents are integral to the leasing process, setting the stage for the tenancy. A Residential Lease Agreement outlines the terms and conditions of the rental agreement between a landlord and tenant, including rent, duration, and obligations of each party. In parallel, the Make Ready Checklist ensures the rental property is in acceptable condition before a new tenant moves in. This checklist serves as a comprehensive review of the property's state, similar to how a lease agreement covers all legal stipulations for tenancy. Both documents are foundational to a successful landlord-tenant relationship, focusing on establishing clear expectations and responsibilities.

Comparable to the Property Inspection Report, the Make Ready Checklist form is used to detail the condition of a rental unit before occupancy. While the Property Inspection Report is typically utilized at both the beginning and end of a lease to document any changes or damages that have occurred during the tenancy, the Make Ready Checklist focuses on the preparatory steps required to make the property ready for a new tenant. Each serves as a crucial record-keeping tool that provides evidence of the property's condition at specific times, used to identify responsibility for repairs or maintenance and to settle any disputes regarding the state of the unit.

Another document similar to the Make Ready Checklist is the Maintenance Request Form, which is used by tenants to report issues or request repairs within their rental unit. While the Maintenance Request Form allows ongoing communication about the condition of the unit during the tenancy, the Make Ready Checklist is proactively used by landlords or property managers before a tenant moves in to ensure the property meets certain standards. Both documents are pivotal in managing and maintaining the quality and safety of the rental property, emphasizing a proactive versus reactive approach to property management.

The Make Ready Checklist also bears resemblance to the Home Inspection Checklist used by homebuyers or homeowners. A Home Inspection Checklist is a tool for assessing the overall condition of a property, identifying areas in need of repair or maintenance. Similarly, the Make Ready Checklist evaluates the readiness of a rental unit for new tenants, focusing on ensuring all aspects of the unit are functional and aesthetically pleasing. While the context differs—ownership versus rental—the objective of safeguarding the inhabitor's comfort and security through comprehensive property evaluation remains constant.

Finally, the Inventory Checklist is another document that parallels the Make Ready Checklist by itemizing the contents and condition of the property at a given time. In hospitality or rental contexts, an Inventory Checklist is often utilized at check-in and check-out to record the state of furniture, appliances, and other items. This checklist mitigates disputes over missing items or damages. The Make Ready Checklist, while focused more on property readiness than contents, similarly serves to ensure everything is in order before occupancy, thereby setting a clear benchmark for the property's condition.

When managing a property, accurately completing a Make Ready Checklist is crucial for ensuring that a unit is prepared for new tenants. Here are some dos and don'ts to guide you through the process:

• Review the entire form before beginning: This allows you to understand all the areas that need inspection and gather necessary materials.
• Use clear, concise language: When filling out comments or work orders, be precise to aid in understanding and follow-up actions.
• Check every item listed: Ensure no area is overlooked for a comprehensive inspection.
• Document with photos: When possible, take photos of any damages or areas of concern. This provides visual evidence and can be helpful for work order clarifications.
• Report all damages or maintenance needs: Even small issues should be noted to ensure they are addressed before new tenants move in.
• Update the checklist as work is completed: This keeps the document current and provides a clear timeline of actions taken.
• Verify all safety devices are operational: This includes smoke alarms, fire extinguishers, and security locks.
• Sign and date the form: This validates the inspection and acknowledges responsibility.
• Provide a copy to relevant parties: Ensuring that property management and maintenance teams have access to the checklist promotes prompt action on any issues.
• Keep records: Store completed forms securely for future reference, especially for comparing condition between tenants.

• Rush through the inspection: Taking your time will help ensure no detail is missed.
• Assume something works without testing: Operate lights, appliances, and locks to confirm functionality.
• Forget to check external areas: Balconies, patios, and external lighting are also important for tenant safety and satisfaction.
• Overlook minor issues: Small problems can become major inconveniences for tenants if not addressed.
• Skip documentation for known issues: If a problem is already scheduled for repair, note it on the checklist for completeness.
• Use technical jargon in descriptions: Keep language simple so that it's understandable to all parties, including tenants.
• Amend completed checklists without noting changes: Any alterations should be clearly documented with reasons for changes.
• Dispose of old checklists immediately: Retaining these documents can be crucial for resolving future disputes.
• Fill out the form alone if unsure: If available, conduct the walkthrough with a colleague for a more thorough inspection.
• Ignore tenant feedback: Previous occupants may provide valuable insights into issues not immediately apparent.

There are several misconceptions about the Make Ready Checklist form that need to be addressed. Understanding these can help both property managers and tenants ensure a smooth move-in process.

• Only for large properties: Some people believe the Make Ready Checklist is only relevant for large apartment complexes or commercial properties. However, this document is beneficial for properties of all sizes, including single-family homes, to ensure a thorough preparation for new occupants.
• Exclusively for landlord use: While it's true that landlords or property managers commonly use the checklist, it’s also valuable for tenants. By reviewing this form, tenants can be informed about the condition of the property and what has been inspected before moving in.
• It's optional: Many might think of the Make Ready Checklist as an optional tool. However, it’s an essential part of property management that ensures every aspect of the unit is ready and safe for the next occupant, reducing future disputes over property conditions.
• Only concerns cleaning: Another misconception is that the checklist solely focuses on cleaning. In reality, it covers a wide range of items, including security features like locks and deadbolts, appliances, lighting, HVAC systems, and safety devices, ensuring a comprehensive property evaluation.
• Data is static: Some may assume once completed, the form's contents are set in stone. Yet, the checklist is a living document that should be updated if further issues are discovered or additional work is completed. It allows for ongoing notation about the property’s readiness status.
• Unused areas are unimportant: There might be a belief that areas of the property not directly used by the tenant, such as HVAC systems or safety devices, need not be included in the checklist. However, ensuring these elements are in good working order is crucial for safety and compliance reasons.
• Completing the form is the final step: Many see the completion of the Make Ready Checklist as the last step before moving in. While it’s a critical step, it’s equally important for both landlord and tenant to walk through the property together, verifying the checklist's accuracy and condition of the property.

Demystifying these misconceptions about the Make Ready Checklist can lead to better-prepared properties, a smoother move-in process, and more satisfied tenants and landlords.

When using the Make Ready Checklist form for property management, there are several crucial takeaways to ensure the process is both thorough and effective. This form is instrumental in preparing a rental unit for a new tenant and ensuring that maintenance tasks have been completed to a satisfactory standard.

• Every section of the Make Ready Checklist form is designed to address different areas of the rental unit, such as the entrance, living and dining rooms, kitchen, bedrooms, hallways, and bathrooms. This comprehensive approach helps ensure no area is overlooked.
• For each item listed within these sections, there are columns to indicate whether the item "Passes" inspection and to provide "Comments – Work Orders/Inspection Parts/Follow-up needed". This structure aids in tracking the inspection outcomes and any subsequent actions required.
• Changing locks and ensuring the availability of keys are critical safety measures that are specifically highlighted in the entrance section, emphasizing their importance in the security of a new tenant.
• The checklist covers a wide array of fixtures and appliances in the kitchen and bathroom sections, such as the stove, refrigerator, dishwasher, and plumbing aspects, ensuring they are all functioning properly before move-in.
• Maintenance of living spaces is addressed through items examining carpets/floors, walls, ceilings, and lighting among others. This ensures that the living conditions are optimal for incoming tenants.
• The inclusion of HVAC vents, air filters, smoke alarms, and fire extinguishers in various sections of the checklist underscores the importance of safety and air quality in the unit.
• Outdoor and communal areas such as patios, balconies, and hallways are also included, emphasizing the attention to both private and shared spaces within the property.
• Detailed inspection of doors, windows, locks, and security features throughout the unit is a clear priority, highlighting the significance of tenant security and peace of mind.
• The "Other" sections included in many parts of the form provide flexibility for inspectors to note additional items that may not have been explicitly listed but require attention.
• Filling out the Make Ready Checklist thoroughly and accurately is crucial for creating a reliable document that can be referred back to if any disputes arise regarding the condition of the unit at the time of move-in.

Ultimately, the Make Ready Checklist form is a valuable tool for property managers and maintenance teams, assisting them in efficiently preparing a unit for new tenants and ensuring a pleasant and safe living environment.