Free Make Ready Checklist PDF Form

How to Fill Out Make Ready Checklist

Filling out the Make Ready Checklist is an essential step in preparing a rental property for a new tenant. This form helps document the condition of the unit, ensuring that all necessary repairs or maintenance tasks are completed before the move-in date. It serves as a comprehensive review, from the entrance to the kitchen, bedrooms, and bathrooms, detailing the status of each item within those spaces. Here’s how to fill it out systematically:

1. Start by entering the Property Address, Apt Number, Move In Date, Inspected By name, and Date Of Completions at the top of the form.
2. Under the Entrance section, check off whether each item passes inspection or not. For items that require attention, provide detailed comments on the work orders, inspection parts, or follow-up needed in the space provided.
3. For the Living And Dining Room section, repeat the process, evaluating the condition of the carpet/floors, walls, ceilings, doors/tracks/screens, etc., and note any necessary action items.
4. In the Patio/Balcony/Door area, inspect and document the condition of railings/fence, floor, outside lights, entrance door, and other relevant items, detailing any observations or interventions required.
5. Move on to the Kitchen section, assessing the stove, refrigerator, dishwasher, and other appliances or fixtures. Note the condition of the sink, disposal, countertops, and any signs of moisture, among others, providing comments when needed.
6. Continue with the Bedroom sections, covering Bedroom 1, Bedroom 2, and if applicable, Bedroom 3. Each room should be inspected for the condition of walls, carpets/floors, doors, windows, and other specified items, documenting areas of concern.
7. In the Hallways section, check the air handler, fire extinguisher, smoke alarm, walls, and other listed elements, noting any shortcomings or maintenance needs.
8. For each Bathroom, assess the walls, ceiling, floor/tiles, bath tile/grout, toilet, plumbing, and all other items on the list. Be meticulous about noting any presence of mold/mildew, leaks, or defects.
9. Other: If there are additional areas or items specific to the property not covered by the predefined categories, use the other sections provided at the end of each category to include these inspections.
10. Ensure that all sections of the form are completed thoroughly. Once done, review the checklist to confirm all areas have been inspected and any necessary follow-up actions are clearly noted.

By following these instructions carefully, property managers or inspectors can ensure that the rental unit is in the proper condition for new tenants, providing a safe and welcoming environment right from the start. This checklist not only helps in identifying any existing issues but also facilitates a smooth transition for both the property management and the incoming residents.

What is a Make Ready Checklist form used for?

A Make Ready Checklist form is utilized by landlords, property managers, and maintenance teams to ensure a rental unit is in proper condition before a new tenant moves in. This comprehensive checklist covers various aspects of the property, such as the entrance, living and dining areas, kitchen, bedrooms, bathrooms, and hallways. It assists in identifying necessary repairs and maintenance tasks, ensuring all items are in working order, and that the unit meets expected standards of cleanliness and safety.

Who should complete the Make Ready Checklist?

The Make Ready Checklist should be completed by an individual or team responsible for property inspection and preparation. This could be a property manager, maintenance staff, or a third-party inspector hired by the property management. It's important that the person conducting the inspection has a good understanding of what to look for in each section of the checklist to ensure nothing is missed. After inspection, any issues identified should be addressed before the new tenant's move-in date.

When should the Make Ready Checklist be completed?

This checklist should be filled out after the previous tenant has moved out and any necessary repairs or cleaning have been completed, but before the new tenant moves in. Ideally, this would be done a few days before the move-in date to allow time for any last-minute fixes or cleaning that might be needed. Timely completion ensures that the unit is ready and welcoming for the new tenant, potentially reducing complaints or issues early in the tenancy.

How should comments, work orders, or needed follow-ups be recorded?

In the Make Ready Checklist, there is a section for comments, work orders, or follow-ups needed next to each item on the list. When inspecting the unit, if an item doesn’t pass the initial inspection or requires additional work, it should be noted in this section. Be specific about what needs to be fixed or replaced, and if a work order is needed, make sure to initiate one. Comments can also include recommendations for future maintenance or observations that might not require immediate action but should be monitored.

What happens if items on the Make Ready Checklist are not in a passable condition?

If items listed on the Make Ready Checklist are found to be in a condition that does not pass inspection, it is essential to address these issues immediately. Maintenance or repairs should be scheduled as soon as possible to bring the unit up to the required standards. In some cases, it may be necessary to delay the move-in date until the unit is fully ready. Clear communication with the incoming tenant regarding any delays and the reasons for them is crucial for maintaining a good landlord-tenant relationship.

When filling out the Make Ready Checklist form for a property, attention to detail is crucial. However, mistakes can occur that may hinder the process, potentially causing issues for property managers and incoming tenants. Here are six common mistakes people make:

1. Skipping sections - In the rush to cover every detail, it's easy to accidentally skip over entire sections or individual items, leaving some aspects of the property unchecked.

2. Insufficient descriptions in the comments - Comments such as “Work Orders/Inspection Parts/Follow-up needed” should be clear and detailed. Vague entries can lead to misunderstandings and delays in addressing specific issues.

3. Forgetting to check the date of completions - Not recording when an inspection or maintenance task was completed can create confusion about the current status of the unit.

4. Failing to verify all locks and security measures - Overlooking details like ensuring deadbolts, secondary locks, or windows' security locks are functioning can compromise tenant safety.

5. Overlooking smaller, less obvious details - Items like the condition of smoke alarms, air filters, or even ensuring the dishwasher's wheels and baskets are in working order might seem minor but are significant for operational functionality.

6. Not checking appliances thoroughly - It's critical not only to note the presence of appliances like stoves, refrigerators, and HVAC units but also to verify their full operational status, including all smaller components mentioned in the checklist.

Avoiding these mistakes ensures a more accurate and comprehensive assessment of the property's condition, leading to a smoother transition for new tenants and better maintenance practices. Below are a few recommendations for ensuring the process is as thorough as possible:

• Double-check each section after completing it to ensure nothing was missed or overlooked.

• Take photos to accompany descriptions of issues or areas of concern within the unit. This visual reference can help clarify what comments in the checklist refer to.

• Use a digital version of the checklist if possible, which can reduce the chances of physical paperwork being lost and allows for easier updates.

• Ensure that multiple people review the checklist upon completion to capture different perspectives on what might need repair or replacement.

By focusing on clear, comprehensive, and detailed entries on the Make Ready Checklist form, property managers can significantly improve the efficiency of property turnovers and maintenance routines, enhancing overall tenant satisfaction and safety.

When preparing a property for a new tenant, a comprehensive approach requires more than just a Make Ready Checklist. To ensure a smooth transition and adherence to legal and procedural standards, various other forms and documents are often utilized in conjunction with this checklist. These documents not only help in maintaining the structure and aesthetics of the property but also in upholding safety standards and regulatory compliance.

• Lease Agreement: This is a contract between the landlord and tenant outlining the terms and conditions of the rental, including duration, rent amount, and responsibilities of each party.
• Move-In/Move-Out Inspection Form: Used at both the beginning and end of a tenancy to document the condition of the unit, this form helps determine what damages, if any, were caused by the tenant.
• Emergency Contact Form: This document lists contact information for the tenant, as well as preferred contractors or maintenance personnel, to be used in the case of an emergency.
• Renters Insurance Requirement Notice: Many landlords require tenants to obtain renters insurance. This document informs them of such requirements and the details thereof.
• Property Rules and Regulations: This outlines the do's and don’ts for tenants, covering topics such as noise levels, pet policies, and trash disposal procedures.
• Maintenance Request Form: Used by tenants to officially request maintenance or repairs, detailing the nature of the issue and granting permission for entry.
• Pet Agreement Form: If pets are allowed, this agreement sets forth the conditions and any additional fees or deposits required.

Together with the Make Ready Checklist, these documents form a comprehensive toolkit that manages expectations, legalities, and logistics of renting a property. By being thorough and methodical, landlords and property managers can ensure a smoother operation and better tenant relations. It's important for these materials to be updated regularly and to comply with current laws and regulations to safeguard the interests of all parties involved.

• Move-In/Move-Out Checklist: This document is used by landlords and tenants during the process of moving in or out of a property. It helps in assessing the condition of the unit at both times to determine if there are any damages or changes needed. Much like the Make Ready Checklist, it serves as a record of the apartment's state before a new tenant moves in, highlighting areas that require maintenance or repairs.

• Property Inspection Report: Closely related to the Make Ready Checklist, a Property Inspection Report is compiled by a property inspector after a thorough examination of a property. It details the condition of various aspects of a property, such as the physical structure, systems, and other features, similar to how the Make Ready Checklist outlines the status of specific items in each room or area of a property.

• Maintenance Work Order: This document is designed to authorize and record maintenance work on a property. It specifies the type of work that needs to be done, much like the comments section of the Make Ready Checklist that suggests work orders or inspection parts needed. Both forms play a crucial role in the upkeep and preparation of a property for new occupants.

• Home Inspection Checklist: Used typically during the home buying process, the Home Inspection Checklist enables home inspectors to report on the condition of a home. It covers many of the same areas as the Make Ready Checklist, such as electrical systems, plumbing, walls, floors, and ceilings, providing a comprehensive overview of the property's condition.

• Pre-Rental Inspection Checklist: Before signing a lease, a landlord and a prospective tenant might go through a Pre-Rental Inspection Checklist together. This ensures that both parties agree on the condition of the unit prior to move-in. The checklist's structure and aim are similar to the Make Ready Checklist, ensuring that every part of the unit is in suitable condition for habitation.

• Building Maintenance Checklist: Aimed at property managers and maintenance teams, this document lists regular tasks necessary to maintain a property's operational efficiency and safety. Although it's used for ongoing maintenance rather than preparing a unit for a new tenant, its structured approach to checking various parts of a building mirrors the intent behind the Make Ready Checklist to ensure everything is functioning as it should.

When filling out the Make Ready Checklist form, it's crucial to ensure accuracy and thoroughness to facilitate a smooth and efficient move-in process for new tenants. Below are essential dos and don'ts to consider:

Do:

• Review every section carefully: Make sure to meticulously inspect each item listed in every room or area of the unit. This ensures nothing is overlooked, maintaining the highest standards of readiness.
• Document thoroughly: Under the comments section, provide detailed notes on the condition of items or any work orders needed. Clear details can aid in faster resolution of maintenance issues.
• Use clear and concise language: Avoid using vague terms. Be precise in your descriptions, which will help in communicating the condition of the unit effectively to maintenance teams and future tenants.
• Follow up on work orders: Ensure that all necessary repairs or maintenance noted in the checklist are completed in a timely manner before the move-in date. This follow-up is crucial to ensure the unit is fully prepared.

Don't:

• Leave blank spaces: If an item does not apply or is in perfect condition, make sure to note that. Leaving items blank might create confusion regarding whether the inspection was completed.
• Rush through the inspection: Take the necessary time to perform a comprehensive review. Rushed inspections can lead to missed issues, resulting in delays and dissatisfaction.
• Forget to check operational functionality: Beyond visual inspection, ensure that appliances, locks, and fixtures are not only present but fully functional. This involves turning things on and off, opening and closing doors, and checking security features.
• Overlook the date and signature: Be sure to sign and date the checklist upon completion. This confirms the accuracy of the inspection and holds the inspector accountable, formalizing the document.

Adhering to these dos and don'ts when filling out the Make Ready Checklist form can significantly enhance the preparation process of a unit, ultimately leading to a smoother transition for new tenants.

When it comes to rental properties, the "Make Ready Checklist" is a vital tool used by property managers and maintenance teams to prepare a unit for a new tenant. However, there are some common misconceptions surrounding this form that can lead to confusion or misunderstandings. Let’s clear up a few of these misconceptions.

• It’s Just a Formality: Many people think the Make Ready Checklist is simply a formality, or a box-ticking exercise with no real importance. This is far from the truth. This checklist is crucial for ensuring that the unit meets the property's standards of safety, functionality, and cleanliness. It serves as a comprehensive guide for the maintenance team and provides a record of the unit's condition before a new tenant moves in.

• It’s Only for Major Repairs: Another common misconception is that the checklist is only concerned with major repairs. While it does cover significant issues, it also details minor fixes and general maintenance, from changing light bulbs to checking for leaks and ensuring the locks work properly. It’s about ensuring every aspect of the unit is in good working order to provide a safe and welcoming space for the new tenant.

• It’s the Tenant’s Responsibility: Some might believe that it's the incoming tenant's responsibility to complete the Make Ready Checklist or report any issues. In reality, this responsibility falls on the property management or landlord before the tenant moves in. The purpose is to rectify any issues beforehand, making the move-in process as smooth as possible for the tenant.

• It Covers Only the Interior of the Unit: While a significant portion of the Make Ready Checklist focuses on the interior (like appliances, plumbing, and electrical fixtures), it also includes exterior elements. This can include checking for proper lighting outside the unit, ensuring the safety of balconies or patios, and more. The goal is to ensure the entire living experience, both inside and out, is up to standard.

• Once Completed, It’s Done: Finally, some might think that once the checklist is completed, it's filed away, never to be seen again. However, this document can be a key piece of evidence if there are future disputes about the condition of the unit at move-in. It also serves as a benchmark for comparing the state of the unit at move-out, helping to determine if there are damages beyond normal wear and tear.

Understanding the true purpose and scope of the Make Ready Checklist can help both property managers and tenants ensure the rental process is fair, transparent, and leads to a comfortable and safe living environment.

When preparing a property for new occupancy, using a "Make Ready Checklist" ensures that every area of the unit meets the standards for new tenants. Here are six key takeaways on how to efficiently fill out and utilize this form:

• Comprehensive Coverage: The Make Ready Checklist covers every critical aspect of the apartment, from the entrance and living areas to the kitchen, bedrooms, hallways, and bathrooms. This thorough approach guarantees that no detail, whether it's changing the locks or checking for leaks, is overlooked.
• Inspection Readiness: Each section of the checklist includes a space for marking if an item "Passes" and provides a column for "Comments – Work Orders/Inspection Parts/Follow-up needed." This structure ensures that any issues are immediately identified, documented, and addressed, facilitating a smooth inspection process.
• Customization for Each Unit: With spaces to fill out the property address, apartment number, and move-in date, the checklist is designed to be customized for each specific unit. This personalized approach helps in keeping the records organized and accessible for future reference.
• Clear Documentation: The checklist prompts the inspector to include detailed comments and follow-up actions for items that do not pass the initial inspection. This step is crucial for proper documentation, providing a clear path for maintenance work and ensuring accountability throughout the make-ready process.
• Maintenance Efficiency: By identifying what work orders are needed, the checklist aids in streamlining the maintenance process. This efficiency not only speeds up the turnover time but also helps in budgeting for repairs and updates more accurately.
• Safety Checks: Priority is given to safety-related items such as locks, smoke alarms, fire extinguishers, and window security. The inclusion of these checks highlights the importance of ensuring that all safety standards are met before new tenants move in, offering peace of mind to both tenants and property managers.

In conclusion, the Make Ready Checklist is a valuable tool for property managers preparing a rental unit for new occupants. It leaves no stone unturned, promoting efficiency, safety, and a high level of preparedness for welcoming new residents.