What are routine inspections?
Routine inspections are an important part of a commercial property managers role. They are scheduled visits where a property manager attends the premises to assess its general condition and ensure it is being maintained in accordance with the lease agreement.
Unlike residential tenancies, commercial leases are primarily governed by contract law meaning the frequency of inspections, notice requirements and access rights are typically outlined within the lease itself rather than prescribed by legislation.
That said, commercial tenants are still entitled to “quiet enjoyment” of the premises meaning inspections must be conducted reasonably and without unnecessary disruption to business operations.
During an inspection, the condition of the property is usually documented through notes and/or photographs so a report can be provided to the owner and referred to if required.
Why are routine inspections done?
Routine inspections serve several important purposes in commercial tenancies.
They allow the property manager to ensure the premises is being maintained in accordance with the lease agreement including any obligations relating to repairs, cleanliness, safety and use of the premises.
Inspections also help identify maintenance issues early. Items such as leaks, safety hazards and wear and tear can be documented and addressed before they escalate into more serious or costly problems. This is particularly important in commercial environments where businesses operations may be impacted.
Regular inspections also assist in ensuring the premises remains compliant with relevant health and safety requirements.
What property managers look for?
During an inspection, the focus is on the overall condition and compliance of the premises. This may include:
- General cleanliness and upkeep
- Visible damage or maintenance concerns
- Signs of leaks, mould or structural issues
- Condition of fixtures, fitting and services e.g. HVAC, lighting, plumbing etc.
- Compliance with lease terms e.g. permitted use, alterations etc.
- Health and safety concerns
- External areas e.g. signage, access, waste management etc.
What happens if something is identified?
If an issue is identified during the inspection, the property manager will notify the relevant party in accordance with the lease agreement.
Responsibility will depend on the terms of the lease and the property manager will refer to this when determining who is responsible and what action is required.
Once responsibility has been established, the property manager will issue a notice requesting that the matter be rectified within an appropriate timeframe.
How tenants can prepare?
Preparing for an inspection doesn’t need to be stressful and is usually straightforward so as not to unnecessarily disrupt business operations.
Some helpful things tenants can do include:
- Review the lease to understand maintenance and repair obligations
- Ensure all areas are safely accessible
- Addressing general cleanliness and housekeeping
- Noting any maintenance issues or other concerns to raise during the inspection
When the premises is consistently maintained, minimal preparation is required ahead of an inspection
Routine Inspections in commercial tenancies are a proactive way to ensure the premises remains well maintained, compliant and fit for purpose.
They also provide an opportunity to maintain a positive working relationship between tenants, property managers and landlords, something we highly value here at PURE.