Inspection Checklist
How to Inspect Your Rental Property
Below you’ll find a list containing the information you’ll need to make sure you’re able to ensure that you have safe living conditions. It is an extensive list and not all the items on it may pertain to your rental property.
Before Signing a Lease…
When visiting a potential rental, look over the property and go through this list to make sure everything is in order. This is important for maintaining accountability for damages (for your landlord and you) and providing an extensive list in the event you need to escrow your rent. If there's a problem, discuss it with the landlord and request the issues be written into the lease with the date they'll be resolved. Rental properties will have their own checksheet that may or may not have all the content below. It is important that you take the list below with you and compare it to theirs. If vital safety content is missing, you may write it in on their sheet and ask when it will be resolved. It is the responsibility of the landlord to provide safe housing.
Inspection Information
Exterior Evaluation:
● Address Numbers/Unit Identification are legible and visible and can be seen from the sidewalk/entrance
● Chimneys are structurally sound and well-maintained (not a fire-hazard)
● Crawl Space is free from any standing water and is properly ventilated/screened
● Doors & Windows are weatherproof, safe, secure, proper for egress, lockable, snug fit, operable, unbroken, and maintained
● Electrical/Gas Meters and all related equipment are maintained to code; wires and cables are secure
● Electric Panel service amps adequate for usage, properly grounded, in good conditioned & labeled; proper sized fuses, adequate clearance and easy access; no open circuits in box; all equipment maintained to code
● Exterior Lighting is functional and maintained; lines are secure and protected; no glare onto other properties or roadways
● Exterior Walkways/Exit Passageways/Common Areas are maintained and free of hazardous conditions
● Foundation: is weatherproof, structurally sound, and maintained
● Garage/Exterior Buildings have a solid structure and are maintained, with more than one operational access door, appropriate electrical services, and lighting
● Garbage Containers/Dumpsters are covered and stored in a proper location (within the property line, away from the curb, and away from neighbors property)
● Gutters/Downspouts are operational and maintained; water is diverted from building
● Inoperable Vehicles are not present on the property
● Lawn/Trees/Shrubs are maintained; less than 8” in height and free of noxious weeds (e.g. Oxeye Daisy, Wild Mustard, Musk Thistle, etc.)
● Parking: is adequate parking provided (land or space, covered or uncovered, laid out for, surfaced, and used or designed for use by a standing motor vehicle.) on a hard surface (pavement, asphalt, etc.)
● Porches: Solid & maintained; guardrails if applicable
● Roof: Waterproofed & maintained
● Rubbish and/or Junk: Property free of rubbish/junk
● Stairways: Guardrails, all adequate strength (able to support 200 lbs. of force on 2 sq. in.), solid & maintained; proper lighting (minimum of 12 lumens) Wall-siding, Fascia, Soffit, Trim Boards and/or Other exterior
● Surfaces: Structurally sound, intact, secure; complete & maintained
Interior Evaluation:
● Basement/Crawlspace is free of standing water, seepage, and mold
● Basement Apartments are free of standing water, seepage, and mold; there are 2 exits and an operable window
● Bathrooms have a window or mechanical ventilation that is operational and maintained
● Bathroom Access is unencumbered/unrestricted by traveling through additional sleeping rooms
● Bathtubs, Showers/Sinks are operating hot and cold water, maintained, and functioning; there are proper drainage and taps, with no leaks or drips
● Electric Panel service amps adequate for usage, properly grounded, in good condition; there are proper sized fuses adequate clearance, and easy access; no open circuits in box and all equipment maintained to code
● Electrical Outlets and Switches: All covered, operable & maintained; no exposed or bare live wires, splices to code in covered boxes; GFCIs where required & operable
● Entry Doors: are proper for unobstructed egress, lockable, snuggly fit, unbroken, operable, and maintained
● Fireplace(s): is operable and maintained, and if inoperable then properly closed
● Lights are operable, with buffer space around lights to combustibles; safe, with external lines secured & protected; all installations are to code (consult Wood County Building Inspections with questions)
● Mold & Mildew are not present in the unit
● Occupancy is limited by the number of bedrooms (ex: one occupant per bedroom)
● Plumbing is installed correctly, functioning with hot and cold water; no leaking, proper venting, and functional drains with proper traps and covers are present
● Rooms Unobstructed & adequate egress
● Sleeping Room(s) have a door and an operable window
● Stairways have handrails of adequate strength, (able to support 200lbs. on 2 in.) solid and maintained with proper lighting (minimum of 12 lumens)
● Vermin such as insects, rodents and other pests, are not present on the property and the property is free of infestations
● Walls, Flooring/Sub-Flooring/Ceilings are intact and maintained with no leaks
● Windows: have screens and are present in multiple locations, properly sized and located for lights/ventilation/proper egress; unbroken/un-cracked, lockable, and snuggly fit; all operable and maintained
Safety Evaluation: Appliances are operating, maintained, and installed to code, with appropriate electrical hookup(s)
● Carbon Monoxide Alarms are installed in proper locations, operable, and maintained (consult Bowling Green Fire Department with questions)
● Egress all sleeping areas have two emergency exits, and emergency exit windows are the appropriate size
● Fire Exits are clearly marked
● Fire Extinguishers are operable and maintained, and there are an adequate number for the facility
● Fire Sprinkler System is operable and maintained
● HVAC (Heating, Ventilation, and Air Conditioning) is accessible, operating,
and maintained; vents are secured & properly pitched, filters are present & cleaned seasonally; gas shuts on/off or switches are operable; installed & maintained to code (consult with Wood County Building Inspections with questions); all occupied spaces able to be heated to 60°-75°F & available
from Oct. 1st - May 31st
● Laundry is operating & maintained; dryer is properly vented to exterior with covers or capped if unused; vent is cleaned out seasonally; plumbing is operational with hot and. cold water; no leaks are present
● Sewage System is operating properly and maintained, with unobstructed lines
● Smoke Alarms: are installed in proper locations, operable, and maintained
● Swimming Pools(s) Follow safety standards & protocol (No running, No diving in the shallow end, follow posted signs); gates & enclosures operational & maintained; appropriate electrical hookup(s) & maintained; proper cover
● Water Heater is operating and maintained; no rust holes or leaks and
adequate surrounding clearance for accessibility and safety; gas shut-off,
proper pop-off valves, and drip pipe are present; vent is operational, secured,
and properly pitched
Lease Sections Breakdown
Lease Sections Descriptions
The sample lease above has highlighted sections that are defined below.
Section 1: Parties
Description: This section identifies the rental property, location, people on the lease, and the rental period. For legal purposes, these parties will be referred to throughout the remainder of the document.
Section 2: Term
Description: This section defines when the lease will begin and end. This clarifies how many months you will be responsible for paying rent.
Section 3: Rent
Description: This section states the total amount of money you will be responsible for paying to the landlord and the payment schedule. Typically, the total amount is paid in monthly installments, with the total amount to be paid by the end of the lease period. This clearly states the due dates for the monthly payments that may be subject to Sunday/holiday schedule, as well as what happens if a payment is late or missed and what late fees might be charged.
Section 4: Joint and Several Liability
Description: This section states the expected responsibilities of you (and any roommates) as the tenant. In addition to paying rent on time, you are typically expected to pay for any damages you make to the property, as well as any related charges. It clarifies that if multiple people live in the same property and one has been given the task of officially paying rent, they are legally allowed to demand any reimbursement should a fellow tenant fail to pay their share on time. This section typically makes sure that you as a tenant are liable for damages that you, your roommates, or your friends make to the property while renting it.
Section 5: Utilities
Description: This section lets you know what utilities you will be responsible for paying for in addition to rent. Any unlisted utilities are covered by your landlord. In general, a tenant is responsible for any phone services, Internet, and cable. This section, in particular, varies among properties and if it isn't specifically written out, it's a good idea to ask the landlord about utilities you are responsible for when considering to rent a property.
Section 6: Security Desposit
Description: This section informs you of when and how your security deposit is refunded. It also gives detailed information as to the expectations on property usage for 100% reimbursement or not. Read this section carefully, and be sure to ask questions if something written isn't clear.
Section 7: Responsibilities of Landlord
Description: This section is extremely important, as it defines the expected responsibilities of the landlord as a property owner/manager. It typically states that your landlord will comply with all codes, ordinances, and laws relevant to leasing and maintaining a property. This includes anything from cleanliness and garbage disposal to providing access to water and heat year-round. It is extremely important that you read this section thoroughly, especially when considering to lodge a complaint or send notice of an issue with the property, so that you know what the landlord is responsible for helping you with.
Section 8: Responsibilities of Tenants
Description: This section is also extremely important, as it defines the expected responsibilities of the tenants as renters of a property. Aside from abiding by relevant laws, codes, and ordinances relevant to renting, tenants are typically expected to maintain the cleanliness of the space they are renting, using appliances and plumbing properly, preventing damage to the property, and notifying the landlord of any issues within the property. In this section you are also asked to allow your landlord access to the property you're renting at reasonable times and within at least a 24-hour notice. This means that, unless your landlord has contacted you at least one day prior to trying to access your living space, you have the right to refuse access to your space, (aside from emergencies). This section is extremely important to read thoroughly, as it will outline in detail what you are expected to do as a tenant of a property. Failure to meet these expectations may mean losing your security deposit or, in more extreme cases, being evicted.
Section 9: Liability
Description: This section is responsible for clarifying any question of liability between landlord and tenant when encountering an issue. Typically, it serves as a disclaimer on the landlord's behalf to ensure that they are not held liable for any property damage you may cause or for any injury you get while on the property, (unless it is the result of severe property neglect by them). This also includes not holding your landlord responsible in the event of a break-in. It is typically recommended to purchase renter's insurance so that you are protected in the event of something like this happening.
Section 10: Subleasing
Description: This section clarifies whether you as a tenant are allowed to sublease and what happens if you sublease when you're not allowed to.
Section 11: Lawful Use
Description: This section makes it clear that you are always to use the property you are renting in accordance to the law. This includes a wide variety of things, from alcohol consumption to trash disposal. It also states your responsibility as a tenant to be respectful to your neighbors and to your landlord's property.
Section 12: Pets
This section will define what pets are allowed or not. If allowed additional tenant responsibilies rewill be noted along with any additional expences including monthly charges and/or additional security deposit. If pets are not allowed and what tenants can expect if they keep pets on the property
Section 13: Lead Paint Disclosure
Description: This section serves to notify you of the presence of any lead-based paint within the property you are renting. Landlords are required to meet specific regulations when it comes to lead-based paint, as it can be hazardous to children and pets. This section not only notifies you of its presence, but includes information regarding your landlord's compliance to federal law.
Section 14: Addendums
Description: In this section, anything not covered in the lease or permissions that vary from tenant to tenant is put forth. This can include specific permissions for pets, parking, furniture fees, parental guarantees, and more.
Addtional definitions for terms in the sample lease can be found in the link below or scrolling to Terms to Know.
Lodging a Complaint
Lodging an Official Complaint with a Landlord
Below you'll find the resources to lodge an official complaint letter for matters that need to be resolved on your rental property by your landlord. Be organized with your communication with your landlord.
Process of Communication
- Write the complaint letter.
- Send the letter via Certified Mail to the US Postal Service
- If after 14 days no reply, send another Certified Mail letter
- If after another 14 days, there is no response, consider options such as Rent Escrow (below) or contacting PEBG to follow up with the landlord.
Parts of a Complaint
It's important to review the construction of a formal complaint.
- Date your complaint. This allows you to begin the process of documenting when you've officially reached out to your landlord to resolve the issue you are notifying them of.
- Put the name and address of your landlord, (most likely your landlord's office), before beginning the complaint. Notify your landlord of the issue that you are having with your rental property.
- Include information about the relevant Ohio laws that require them to maintain their property.
- Remember, if your landlord fails to resolve this issue within 30 days or fails to contact you to address the situation, you can take legal action to ensure your needs are met. In this letter, you can remind your landlord that legal action can and will be taken on your behalf if this issue goes unresolved past the appropriate timespan.
- Don't forget to close your letter inviting further discussion about the issue before signing and sending it.
- Send the letter as Certified Mail. This provides you with proof of mailing and proof of delivery. This is proof of your actions in communicating with your landlord.
Rent Escrow
What is a Rent Escrow?
In Ohio, if your landlord fails to meet the obligations of your rental agreement, you can request a rent escrow. This is when a tenant deposits their rent with the local courthouse rather than the landlord. An official complaint must be provided in writing, dated, and sent to the landlord; if the landlord fails to remedy the problem within a reasonable amount of time depending on the severity, (or a maximum of 30 days), the rent will be sent to the court.
Visit this link to find the detailed information on how to file the escrow. Applications are available in the clerk's office.
Bowling Green Municipal Court
711 S. Dunbridge Rd.
Bowling Green, OH 43402
419-352-5263
Clerk's Office & Lobby Hours: 8:00 am - 4:30 pm Monday-Thursday, 8:00 am-noon Friday
Drive-Thru Hours: 8:00 am - 5:00 pm Monday-Thursday, 8:00 am-noon Friday
Terms To Know
Terms to Know
Navigating the world of rental properties can often be a confusing and frustrating process… On this page, we’ve gathered a list of common terms you may encounter throughout the renting process, as well as a brief description of what they mean. We have also provided you with a sample lease so that you may further familiarize yourself with this part of the renting process. Click the button below to see a section-by-section breakdown of a sample lease.
Button: Sample Lease Breakdown
List of terms and associated definitions:
● Abatement: An abatement is a lease clause stating that if your apartment is damaged or under repair (not by you or someone in your care's fault or from a disaster, also known as force majeure), your landlord will allow you to suspend your lease and not charge you rent while the apartment is uninhabitable and you're living elsewhere.
● Application: A document a potential tenant fills out so a landlord can decide if they're qualified to rent the apartment. In addition to basic information, such as your workplace, Social Security number and previous addresses, you may have to provide items, such as pay stubs, bank statements, references and recommendations.
● Arrears: When you're behind in your payments — whether you're late with rent or have a past-due utility bill — your finances are in arrears.
● As-is Condition: The tenant agrees to rent the apartment in exactly the condition that it's currently in. This includes accepting any defects, flaws and repairs needed and agreeing that you'll rent the space as-is.
● Boarder: A resident in your apartment that's not on the lease and is not subletting, but is paying a stipend to dwell there. A boarder is usually not responsible for utilities and often has meals provided for them by the tenant. They also don't have to go through a formal eviction process if you wish to remove them, as they have limited legal occupancy rights.
● Certificate of Occupancy: A certificate that verifies the spaces available for rent have been inspected, approved for occupancy and deemed as a quality place to live.
● Common Area: Areas of the apartment complex — such as the gym, laundry rooms, clubhouse and outdoor spaces — that are for common use. Every renter in the complex is allowed to use the common area.
● Co-signer: A secondary (or more) signer of your lease who won't be residing in the apartment, a co-signer is usually needed when the tenant has a short or poor rental or credit history and requires someone (usually a parent or employer) to vouch for them. This secondary person is equally responsible for upholding the terms of the lease as backup if you can't.
● Co-tenant: Co-tenants are two (or more) people who sign the lease with the intent that both or all will occupy the apartment and be equally responsible for rent and other lease provisions. Co-tenants have equal and shared accountability and legal rights under the agreement.
● Credit History: A public record of how you've managed your credit and debt in your past, including credit cards, loans and other leases. A potential landlord can request this from the credit bureaus to ensure you'll be able to pay your lease and have a history of paying your debts before deciding to rent to you.
● Eviction: The formal process where your landlord terminates your lease and asks you to vacate your apartment in a period of time decided by local laws and statutes. You can be removed from your apartment for failure to pay rent or breaking the other terms of your lease.
● First Refusal Right: The right of an existing tenant to have the first option to re-lease a unit at the same rent price or under the same conditions before the space is publicly available for other people to rent or lease.
● Fixed-Term Lease: A fixed-term lease specifies a set period of time, usually 12 months, that a tenant agrees to rent the apartment. This is different from a month-to-month lease under which a tenant can pay each month and decide whether or not to stay the following month. In a fixed-term lease, the tenant is required to fulfill the time period outlined in the lease before moving out.
● Guarantor: Similar to a co-signer, a guarantor is a third party who “guarantees" you'll pay your rent and fulfill your financial obligations as a renter. However, a guarantor can't live in the apartment, even if they're on the lease itself.
● Display real testimonials: Are your customers raving about you on social media? Share their great stories to help turn potential customers into loyal ones.
● Guest: A temporary visitor to your apartment who does not reside there, including your or your roommate's significant other who sleeps over often. While someone visits you, they're required to abide by the terms of your lease, as well, such as quiet hours, behavior or parking restrictions.
● Kitty: A combined fund between apartment co-tenants for non-rent financial responsibilities, such as groceries, cleaning supplies and utilities. Usually, all parties agree to contribute equally to the kitty rather than on a per-use or amortized basis.
● Lease: A residential tenancy agreement, a contract between you (and your co-tenants) and the landlord or owner. This is where the amount of the rent, lease term, rules, regulations and your and your landlord's responsibilities for the apartment are outlined in exchange for letting you live in the unit. Nearly every lease is a written contract — a lease can even be an oral agreement.
● Lease commencement date: The date that the lease officially starts and the renter has access to move into the facility. This does not mean the renter has to move in on this date.
● Lessee/lessor: The lessee is the tenant, or lease-holder, and the lessor is the landlord or owner who provides the lease to you.
● Lien: The right of a landlord to keep possession of a renters property until a debt has been paid.
● Mixed-use Zoning: An apartment complex that's mixed-use zoning will include residential and/or retail and office space. Parts of the building will be rental and living spaces while the other parts of the building will have commercial spaces. Usually, the ground level is retail/office while the higher levels are residential.
● Month-to-month: A rental agreement that's automatically renewed at the end of each month (as opposed to the end of the year or some other length) until ended by either party under the terms of the lease within a certain window of time.
● Notice to quit: A formal notice given to a tenant by the landlord stating they intend to end the lease and begin eviction. It will often state some cause that can be corrected, such as paying back owed rent or removing an illegal boarder, by a certain date to resolve the violation.
● Notice to vacate: A formal notice given to the landlord by a tenant stating they intend to end occupancy of the premises and not renew the lease. Your lease will usually state a window during which you can do this without penalty.
● Parking ratio: The number of parking spaces available per unit or per tenant.
● Profiling: An illegal discriminatory practice and pattern of refusing to rent to or rejecting a potential tenant based on their race or ethnicity or another protected status, such as disability or religion, often through deceptive or surreptitious means.
● Prorated: The amount of rent charged to a tenant when the first or last month of a lease is less than a full month. If you move in the middle of the month, the landlord will often only charge you for the percentage of the month you actually occupied the unit.
● Quiet enjoyment: A term often found in leases meaning you have an inherent right to peaceful and pleasurable use of your apartment within accepted standards. For example, this protects your basic rights to not have your landlord knocking on your door every day to bug you or having the lawn mowed at four in the morning.
● Renewal: The option the tenant has to continue living in the apartment after the initial term of the lease is over. There's often a choice of renewing for the original term or converting to month-to-month.
● Roommate: It's simply someone who shares a room or apartment with you. There's no legal definition of roommate, and it could describe co-tenants, you and a boarder, you and a sub-letter or you and your significant other.
● Security deposit: A security deposit is the extra sum of money you provide to your landlord upon signing the lease or moving in that proactively covers any damage you might do to your apartment or rent you don't pay during the term of your lease. Your landlord holds this money in escrow until you vacate the apartment. Upon move-out, your landlord will assess the condition of your apartment and refund your deposit less any money he or she decides to charge for damage or repair beyond normal wear and tear. Many landlords, however, are moving to a cheaper and more flexible insurance-based system.
● Step-up lease: A lease agreement where rent prices will increase or “step-up" at specified periods of time throughout the course of the lease.
● Sublease: When a renter rents out part or all of an apartment to another person. You can rent out a single extra bedroom in your apartment or the entire place (either for a profit or because you'll be away for an extended period). But you can't sublet your apartment without your landlord's permission and you, as the primary lease-holder, are ultimately responsible for the rent getting to your landlord and for any actions or damage caused by your sub-letter.
● Tenant: A person who enters into a lease and pays rent to occupy a space in an apartment or rental unit owned by another entity or person. A sub-letter or boarder is not a legal tenant.
● Wear and tear: A term found in most leases that describes the acceptable amount of damage that does not trigger a monetary penalty deducted from your security deposit upon vacating the apartment. This takes the burden of responsibility away from the tenant for normal, unavoidable usage deterioration. Repainting and carpet cleaning, as well as damage such as chips, scuffs and small scratches on cabinets usually fall under acceptable or normal wear and tear.