Fill Out a Valid Make Ready Checklist Form

Make Ready Checklist - Usage Guide

Before a new tenant moves into a property, a thorough inspection and preparation process is crucial to ensure the unit is in optimal condition. The Make Ready Checklist serves as a comprehensive tool for property managers or landlords to assess and document the state of the unit. This inventory-like form helps identify necessary repairs, replacements, or cleaning tasks prior to a tenant's move-in date. Properly completing this form guarantees that all parties have a clear understanding of the unit's condition, potentially preventing disputes over responsibilities and the state of the apartment at move-in. Follow the steps outlined below to fill out the Make Ready Checklist accurately.

1. Property Address: Fill in the full address of the property being inspected, including any unit or apartment number.
2. Apt Number: Clearly write the specific apartment number or identifier, if applicable.
3. Move In Date: Indicate the date when the new tenant is expected to move into the unit.
4. Inspected By: Write the name of the person conducting the inspection. This could be a property manager, maintenance staff member, or landlord.
5. Date Of Completion: Note the date when the checklist and any corresponding repairs or cleaning were fully completed.
6. Starting with the Entrance section, go through each item listed (e.g., Doors, Locks, Mailbox Keys, etc.). For each item:
   • Check the box under "Passes" if the item is in satisfactory condition.
   • In the "Comments - Work Orders/ Inspection Parts/ Follow up needed" section, detail any issues, repairs needed, or parts to be replaced.
7. Repeat the above step for each section of the checklist, covering all areas of the unit including the Living And Dining Room, Kitchen, Bedrooms, Hallways, and Bathrooms. Make sure to inspect and comment on all specified items like Carpet/Floors, Walls, Ceilings, Doors, Windows/Locks, Appliances, HVAC Vents, and Safety Features among others.
8. For items that require additional notes or specific actions, use the "Other:" space provided at the end of each section to add your comments.
9. Review the completed checklist to ensure no areas have been overlooked and that all necessary actions, repairs, or cleaning tasks are clearly documented.

Upon finishing the Make Ready Checklist, the next steps involve addressing and completing all identified repairs, replacements, or cleaning. This process ensures the unit is prepared to welcome the new tenant and meets the agreed-upon standards of living. It's advisable for the person who conducted the inspection to oversee the completion of these tasks, verifying that everything has been addressed before the move-in date. This diligence reinforces the level of care and management quality of the property, fostering a positive start to the tenant's residency.

What is the purpose of the Make Ready Checklist form?

The Make Ready Checklist form is designed to ensure that rental units are in a suitable condition before new tenants move in. It serves as a comprehensive assessment tool for inspecting the property's various areas, including entrance ways, living spaces, kitchens, bedrooms, hallways, and bathrooms. This checklist helps in identifying any necessary repairs, maintenance, or upgrades, facilitating clear communication and follow-up actions between property management teams and maintenance staff.

Who should complete the Make Ready Checklist?

This checklist should ideally be completed by a property manager or a designated inspection representative. It is important that the person conducting the inspection has a thorough understanding of the property's maintenance standards and tenant expectations. In some instances, a maintenance professional might also be involved, especially for more technical assessments.

What does "Passes" mean on the form?

In the context of the Make Ready Checklist, "Passes" indicates that the inspected item meets the property management's standards and is in good condition for new tenants. If an item is marked as "Passes," it does not require any immediate repair or maintenance work.

How are "Comments – Work Orders/Inspection Parts/Follow up needed" used in the process?

This section of the checklist is critical for documenting specific problems, concerns, or maintenance requirements identified during the inspection. The comments and work orders provide detailed instructions for maintenance staff, ensure accountability, and help in tracking the repair work's progress. This not only improves efficiency but also serves as a record for future reference.

What should be done if an item does not "Pass" the inspection?

If an item fails to meet the required standards during the inspection, it should be noted in the "Comments" section along with a detailed description of the issue. Subsequently, a work order should be generated to address the specific concern. The property management team should ensure that all necessary repairs or maintenance tasks are completed satisfactorily before the move-in date.

Is it necessary to change locks and mailbox keys for each new tenant?

Yes, for security reasons, it is standard practice to change the locks on doors and mailbox keys before a new tenant moves in. This policy helps protect tenants' privacy and security by ensuring that only they have access to their new home and mailbox.

What roles do lighting, HVAC, and plumbing inspections play in the checklist?

Lighting, HVAC (Heating, Ventilation, and Air Conditioning), and plumbing are essential components of a comfortable and functional living space. Inspecting these elements ensures they are in proper working order, thus providing a safe and livable environment for new tenants. Inspections help identify any issues that may not be immediately visible, such as hidden leaks, electrical faults, or HVAC inefficiencies, addressing them before they escalate into larger problems.

Can modifications be made to the Make Ready Checklist?

While the Make Ready Checklist provides a comprehensive framework for property inspection, property management may modify the document to better suit their specific needs, standards, or the unique characteristics of their property. However, any modifications should maintain the checklist's integrity to ensure all critical areas are reviewed thoroughly.

What is the importance of the "Inspected By" and "Date Of Completion" sections?

These sections are vital for record-keeping and accountability. Including the name of the person who conducted the inspection and the date it was completed provides a clear reference for who to contact with any questions or concerns. Moreover, it helps in tracking the efficiency of the preparation process and ensures that everything is in order before the new tenant's move-in date.

Filling out a Make Ready Checklist is a crucial step in preparing a rental property for a new tenant. However, common mistakes can lead to oversights and future disputes. One frequent error is failing to provide complete information about the property address, apartment number, and move-in date. This lapse can result in confusion and miscommunication about the specific unit being inspected. Precise details are essential for ensuring that any necessary repairs or maintenance are accurately tracked and assigned to the correct property.

Another common mistake is neglecting to thoroughly inspect every item listed in the checklist, including doors, lights, and locks in the entrance area, as well as the condition of carpets, floors, and walls in living and dining rooms. Rushing through this process or skipping sections can lead to missed issues that may later affect the tenant's satisfaction and the property's condition. Every element should be carefully reviewed to ensure the unit is truly ready for occupancy.

Often, individuals filling out the checklist overlook the importance of detailed comments in the sections provided for work orders, inspection parts, or follow-up needed. Vague or incomplete comments can lead to inadequate follow-up, making it challenging to address issues in a timely manner. Specific notes and observations can guide maintenance teams more effectively, ensuring that all necessary repairs are comprehensively understood and promptly addressed.

Not assigning clear responsibility for action items identified during the inspection is another mistake. Without specifying who is responsible for each necessary repair or maintenance task, items can be overlooked or forgotten. Clear delegation ensures accountability and helps streamline the process of making the unit ready, preventing delays in the move-in date and enhancing tenant satisfaction.

Lastly, individuals often fail to confirm the completion of all identified repairs or maintenance tasks before the move-in date. This oversight can lead to new tenants moving into a unit with outstanding issues, impacting their initial experience and potentially leading to complaints. A final walkthrough, guided by the completed checklist, is key to confirming that the property meets all agreed standards and is fully prepared for the new occupants.

When managing property, especially preparing a unit for new tenants, the use of a Make Ready Checklist is a crucial step in ensuring that all aspects of the unit meet the required standards for habitability and appeal. This document serves to comprehensively review and rectify any issues within a property before occupancy. Beyond the Make Ready Checklist, there are several other forms and documents that are frequently utilized in the property management process to ensure thorough preparation and legal compliance. These documents support various stages of the leasing process, from initial inspection to tenant move-in.

• Lease Agreement: This is a legal document that outlines the terms and conditions between the landlord and tenant, including rent, deposit amounts, duration of the lease, and responsibilities of each party. It's essential after the make-ready process, ensuring both parties understand their rights and obligations.
• Move-In/Move-Out Inspection Form: This form complements the Make Ready Checklist by documenting the condition of the property at the time of a tenant's move-in and again when they move out. It helps in comparing the property's state before and after tenancy to determine if there are damages beyond normal wear and tear.
• Property Inspection Report: A more detailed inspection document that assesses the overall condition of the property, typically used before the Make Ready Checklist. It identifies existing issues that need repair or replacement, serving as a basis for the make-ready work.
• Emergency Contact Information Form: This document is vital for both tenant and property manager, listing contact information for emergency services and preferred contractors. It can be crucial during the tenancy if urgent issues arise that need immediate attention.
• Maintenance Request Form: When tenants are living in the property, this form is used to formally request maintenance or repair works. It's an important document for documenting tenant requests and the property manager's response and actions.
• Rental Application Form: Prior to the lease agreement, this form is used to collect information on potential tenants, including employment history, previous landlords, and consent for credit and background checks. This helps in selecting qualified tenants before the make-ready process begins for them.

Together, these documents create a comprehensive framework for property management, covering each phase from initial inspection to tenant occupancy while ensuring a clear understanding between landlords and tenants regarding the condition, maintenance, and use of the property. Proper use of these forms can significantly enhance the efficiency, legality, and professionalism of property management tasks.

The Make Ready Checklist form is quite similar to a Home Inspection Report. Both are used to assess the condition of a property, but while the Make Ready Checklist is often used by landlords or property managers before a new tenant moves in, a Home Inspection Report is typically used during the buying process of a home. Both documents include a detailed review of various property aspects, such as doors, locks, lighting, and appliances, and both require the inspector to note the condition and any needed repairs or maintenance.

Another related document is the Tenant Move-Out Checklist. This checklist is the flip side of the Make Ready Checklist, documenting the state of the apartment or home as a tenant leaves. While the Make Ready Checklist focuses on preparing the property for new tenants, the Move-Out Checklist assesses how well the departing tenant has maintained the property. Both involve inspecting similar elements such as floors, walls, light fixtures, and appliances, and both can include notes on required repairs or maintenance issues.

The Maintenance Work Order Form shares similarities with the Make Ready Checklist, as both facilitate the reporting and tracking of repair or maintenance issues within a property. The Make Ready Checklist might identify problems or deficiencies that require attention before a new tenant moves in, while the Maintenance Work Order Form is typically used to initiate and document the process of addressing those issues. Both forms contribute to the maintenance of property standards by identifying and outlining the steps for remediation.

A Property Condition Report also has similarities with the Make Ready Checklist. It is used to document the overall condition of a property at a specific point in time, often at the beginning or end of a lease term. Both documents focus on assessing and recording the state of various property features such as floors, walls, ceilings, and built-in fixtures. The key difference lies in the audience and timing; the Property Condition Report might be used for broader property management purposes, while the Make Ready Checklist is more specifically tailored towards preparing a unit for a new occupant.

When filling out the Make Ready Checklist form, it is crucial to approach the task with diligence and attention to detail. To ensure that the process is conducted efficiently and effectively, here are eight dos and don'ts:

• Do read through the entire form before starting to fill it out, ensuring you understand each section.
• Don't rush through the inspection; take your time to carefully examine each item.
• Do use a pen with black or blue ink to ensure that all entries are legible and can be photocopied or scanned without issues.
• Don't leave any sections blank. If an item does not apply or if there's nothing to report, write "N/A" (not applicable) to indicate that the section was reviewed but was not applicable.
• Do be thorough in your comments. If work orders, inspection parts, or follow-ups are needed, provide detailed descriptions to avoid any confusion later.
• Don't forget to check off whether each item "Passes" or "Fails" based on your inspection. This clarity is crucial for prioritizing any maintenance or repairs.
• Do ensure that all necessary parties sign and date the form where indicated. This includes the person conducting the inspection and, if applicable, a witness or supervisor.
• Don't use acronyms, technical jargon, or shorthand that may not be understood by everyone reading the form. Clear and concise language helps ensure accurate follow-ups.

Accuracy, clarity, and attention to detail are key when completing the Make Ready Checklist. This document not only aids in preparing a property for new occupants but also serves as a record of the property's condition at the time of inspection. By following these guidelines, you can contribute to a smooth transition for incoming residents and help maintain the quality and safety of the property.

When it comes to preparing a rental property for new tenants, the Make Ready Checklist plays a crucial role. However, there are several common misconceptions about this document that both landlords and tenants may have. Understanding these can help ensure the move-in process is smooth and that the property is in the best possible condition.

• It’s just a formality. Some might think the Make Ready Checklist is a mere formality rather than a vital document. However, this checklist ensures that all aspects of the property are inspected and meet specific criteria before a new tenant moves in. It’s an essential tool for property management and for maintaining standards.

• Only major issues are noted. Contrary to this belief, the checklist is detailed and covers both major and minor issues. From the condition of carpets and walls to the functionality of all appliances and security locks, every detail is accounted for. This thorough approach helps in maintaining the property’s value and habitability.

• It’s the landlord's responsibility alone. While the initial preparation and assessment using the Make Ready Checklist is indeed the landlord's responsibility, it’s beneficial for tenants to understand the items on this list. Being informed can help tenants know what to check during their walkthrough and what standards they should expect upon moving in.

• Amendments cannot be made once completed. Some believe that once the checklist is completed and signed off, no further changes can be made. In reality, if additional issues are discovered after the initial completion, amendments can be made to address these concerns, ensuring the property meets all necessary standards.

• Only inside features are checked. The checklist includes not only the interior aspects of the property, such as rooms, appliances, and fixtures, but also the exterior elements like outdoor lights, patio doors, and railings. Ensuring the entire property is safe and presentable is crucial for a positive tenant experience.

• It's used at the move-in only. While the primary use of the Make Ready Checklist is to prepare a property for new tenants, it can also be a useful tool during move-out. Comparing the property's condition upon tenant move-in and move-out can help assess any damage or changes that occurred during the tenancy.

• The checklist is universal. While many items on the checklist are standard, properties are unique, and certain aspects may require customization of the list. Understanding the specific needs and features of the property can ensure that the checklist covers all necessary aspects for preparation and inspection.

Correcting these misconceptions and properly utilizing the Make Ready Checklist can significantly enhance the rental experience for both landlords and tenants. It serves not only as a comprehensive guide to preparing a property but also as a foundation for maintaining the property’s condition and value over time.

Filling out and using the Make Ready Checklist form is essential for property managers and landlords preparing a rental unit for new tenants. Here are key takeaways to ensure effectiveness and efficiency in this process:

• Accuracy is crucial: Ensure all information, including property address, apartment number, and move-in date, is filled out accurately to prevent any confusion or misunderstandings.
• Detailed inspections: It's important to conduct thorough inspections of each item on the checklist. This means checking the functionality and condition of items, not just their presence.
• Use the comments section: The comments section next to each item allows for detailed notes on the condition, needed repairs, or replacements. This helps in maintaining a clear record for work orders.
• Follow-up is key: After noting down the necessary repairs or maintenance issues, ensure there is a system in place for follow-up. This ensures that all items are addressed before the move-in date.
• Security measures: Pay special attention to security-related items such as door locks, deadbolts, and window locks. Ensuring these are in working order is crucial for tenant safety.
• Consistency: Use the checklist consistently for every unit make-ready process. This ensures that no items are overlooked and maintains a high standard for all units.
• Update as necessary: If certain items on the checklist are frequently problematic or become obsolete, consider updating the checklist to reflect current needs and technology.
• Sign-off: Having a designated section for signatures (Inspected By and Date Of Completions) adds a level of accountability and confirms that the checklist has been fully executed.

By following these key takeaways, property managers can ensure that each unit is prepared thoroughly and efficiently for new tenants, ultimately leading to higher tenant satisfaction and reduced turnover.