Vacant does not mean maintenance-free. An unreported leak, open window, or failed heating system may go unnoticed between showings. Set the visit interval from the owner agreement, insurer's vacancy conditions, weather, and property risk; there is no universal schedule that fits every building.
Walk the same route every visit
- Before entry: confirm authorization, alarm instructions, and any prior open hazards. Record the visit date and who entered.
- Exterior: look for forced entry, roof or drainage issues visible from safe ground level, pooling water, broken glazing, and unsecured doors. Do not climb or perform specialist inspections without qualifications.
- Interior: check visible plumbing, ceilings, floors, windows, odors, temperature, and signs of moisture. Note whether utilities are on and whether the expected systems are operating.
- Security and finish: check locks, alarms, smoke or other installed detectors according to your maintenance process, and confirm lights, water, and doors are left in the agreed state.
- Closeout: take dated evidence of issues, create work orders, assign an owner and deadline, and record when a return visit is needed.
Do not confuse a check with a repair
A photo of a stain does not identify the water source. If water damage is found, use a qualified response and the water-leak response checklist. The EPA advises prompt drying of water-damaged areas; a walk-through cannot certify hidden materials are dry.
Save one visit record per date: observed condition, exceptions, photographs, assigned work, and the next check. JHA's property records, tasks, and maintenance views can keep those handoffs together. Open a free workspace to organize your first property.
Editorial note, October 2026: Check your actual insurance policy for vacancy-related conditions and obtain professional advice for safety or habitability questions.