The short version
- Inspections in TenantLoop follow a room-by-room template for move-in, move-out and routine visits, so every walk covers the same items in the same order.
- For each item your inspector records a condition, who is responsible, a note and photos.
- When the walk is done, TenantLoop drafts a short summary from the conditions and notes recorded. Your team reads it, edits it and decides what happens next.
- A move-out inspection can be set against the move-in one, item by item, so changes in condition are easy to see.
- Issues can become work orders, and the finished inspection exports as a PDF.
Inspections are one of those jobs everyone agrees matter and nobody enjoys. They take time on site, more time back at the desk writing up notes, and more again months later when someone needs to settle a question about a security deposit.
This update covers how inspections and their summaries work in TenantLoop. The aim is a consistent record of a unit’s condition and less time turning that record into something readable. Your team stays in charge of every report.
Why inspections are hard to get right
An inspection is only as useful as it is consistent. A move-out report helps only if it can be compared fairly with the move-in report, and that breaks down when:
- Different people inspect in a different order and at a different level of detail.
- Notes are brief one time and long the next.
- Photos live on personal phones or in scattered folders.
- Write-ups happen days later, after the details have faded.
One template, every time
Inspections in TenantLoop follow a room-by-room template. Use a standard move-in or move-out template, build your own, or start from a quick layout made from the unit’s bedrooms and bathrooms. For each item, the inspector records:
- The condition.
- Who is responsible, if there is an issue: tenant, manager or owner.
- A short note.
- Photos.
Everything is saved to the inspection, not to someone’s camera roll. More on the inspections feature page.
A summary drafted from what was recorded
When the walk is finished, TenantLoop drafts a short summary: one line on overall condition, then each issue with its area, who is responsible and the note, then suggested next steps. It is built only from the data your inspector entered. It does not look at photos.
The draft is a starting point. Your team reads it, edits anything unclear and decides what to do. Without AI on your plan, or once the monthly AI allowance is used, you still get a plain rule-based summary from the same data.
Tip: Take a photo of every area even when it looks fine. A clean photo is just as useful later as a photo of damage.
Move-out against move-in
For a move-out inspection, TenantLoop sets each item against the move-in inspection of the same unit and marks what got worse, what is new and what improved. That makes it easier to separate normal wear and tear from damage when you prepare an itemized deposit statement. For a refresher on the rules, see our security deposit guide.
What happens after
- Repairs: issues found during an inspection can become work orders, so they go straight into your maintenance queue.
- Records: the finished inspection exports as a PDF you can send to an owner or tenant. Our owner reporting guide covers how inspections fit into regular reporting.
- Routine visits: the Upcoming list shows which inspections are due next.
Getting started
If you already use TenantLoop, open Inspections, pick a template and start a walk. If you are new and want to see it first, book a demo. For a wider look at how AI fits into day-to-day operations, read our AI operator guide.
Worth checking before you start.
Does the AI make the final call on property condition?
No. The summary is drafted from the conditions, responsibilities and notes your inspector recorded. It does not judge photos. Your team reviews and edits it, and people stay responsible for the report and any deposit decision.
What kinds of inspections does this support?
Move-in, move-out and routine inspections, from templates or a quick-start layout built from the unit's bedrooms and bathrooms. See the inspections page.
Can I share the report with owners and tenants?
Export the finished inspection as a PDF and send it to them.
What if AI is not on my plan or the allowance is used up?
You still get a summary: TenantLoop writes a plain rule-based one from the same data, listing issues, who is responsible and what changed since move-in.