Entry, Routine and Exit Inspections Explained
Each inspection type serves a different purpose. Using the right level of detail makes property records clearer and comparisons more useful.
Entry, routine and exit inspections are connected stages in the property record. Entry establishes the baseline, routine inspections track condition and maintenance, and exit compares the final condition with the agreed starting point.
Landlords must comply with current access and notice requirements. Refer to Tenancy Services inspection guidance.
The value of each inspection depends on the quality of the earlier record. A clear entry inspection makes routine monitoring and exit comparison far more reliable.
Entry inspection
The entry inspection creates the most important baseline record. It should document the condition of the property before or at the beginning of the tenancy.
What to record
- Overall condition of every room and exterior area
- Existing damage, marks and wear
- Fixtures, fittings and supplied appliances
- Keys, remotes and access devices
- Meter readings where relevant
- Smoke alarms and safety features
- Healthy Homes features and supporting evidence
- Clear date-stamped photographs
Both parties should have an opportunity to review and raise corrections. A strong entry report reduces later disagreement about pre-existing damage.
Routine inspection
A routine inspection checks how the property is being maintained, identifies repairs and monitors changes over time. It should not simply repeat the entry report.
What to record
- Changes since the previous inspection
- Maintenance and repair needs
- Leaks, moisture, mould or drainage problems
- Operation of heating and ventilation features
- Damage beyond expected use
- Outstanding actions from earlier inspections
- New risks or safety concerns
Routine inspections should be respectful and focused on property condition rather than the tenant’s personal lifestyle.
Exit inspection
The exit inspection records the property when the tenancy ends. Its purpose is comparison, not simply finding faults.
What to record
- Final condition of rooms, fixtures and exterior areas
- Comparison with the entry report
- Changes already documented during the tenancy
- Cleaning, rubbish or missing items
- Damage that may need investigation
- Keys and access devices returned
- Final meter readings where relevant
Fair wear and tear must be distinguished from careless or intentional damage. Clear entry evidence is essential because an exit report alone cannot show when a condition arose.
Why consistent capture matters
Using the same room names, sequence and evidence types makes comparisons easier. Wide images establish context, close-ups show detail, and notes explain what the image alone cannot.
Snapsure is designed to connect inspections across the property history. Explore the property inspection software product tour.
Practical recording tip
Use the same room order and labels for every inspection so changes can be compared quickly and accurately.
What belongs in every report?
- Property address and inspection type
- Date and person completing the inspection
- Areas inspected and areas not accessed
- Condition observations
- Photographs, video or measurements
- Required follow-up actions
- Relevant tenant comments or corrections
- Record of review or acknowledgement
Use the right checklist
A reusable checklist helps prevent omissions, but the detail should match the inspection purpose. Start with the Property Inspection Checklist for NZ Landlords.
For the full capture workflow, see how the Snapsure property inspection app works.
Inspection reports should support fair, evidence-based decisions. They do not remove the need to consider tenancy law, fair wear and tear, professional advice or the wider tenancy record.
How Snapsure supports the process
Snapsure helps organise photographs, video, speech, notes, measurements and follow-up actions into a connected property history.
Explore property inspection software for New Zealand, review the Snapsure product tour, or see how the property inspection app works.
Frequently asked questions
Which inspection needs the most detail?
The entry inspection usually needs the most comprehensive record because it establishes the baseline for future comparisons.
Should routine inspections repeat every photograph?
Consistent overview photographs are useful, but additional detail should focus on changes, issues and follow-up actions.
Can an exit inspection prove tenant damage?
Not by itself. A fair assessment requires comparison with the entry condition, tenancy history and the distinction between damage and fair wear and tear.
Capture property information once. Turn it into something useful.
Snapsure brings photographs, video, speech, notes and property evidence together in a structured inspection and reporting workflow.