Property Checker SOP’s

Contents...- Daily Duties and Weekly Duties- Things to Look for- 5 Important Steps when Completing a Property Inspection- 3 Steps for Property Follow Ups Duties for a property checker consist of

○ Property Inspections○ Picking up/Posting Signs○ Taking Pictures of damages for Inspections & Marketing○ Checking on vendor work. All property inspections are done through our

mobile app software Inspect & Cloud and you must have an iPhone or iPad with you charged at all times. - Advertising photos are taken along with the inspection photos for damages. At least 4 to 8 updated advertising photos should always be taken using the Inspect & Cloud mobile app while doing a property inspection. The amount should depend on the property size and if the property is in marketable condition at the time of inspection. If after moveout maintenance is completed depending on the property condition new advertising photos may need to be updated.

Daily Duties

● Check Inspect & Cloud Mobile App Daily- On a daily basis pull up Inspect & Cloud and sync to see which inspections are due for completion and have been assigned to you.

● Complete Property Inspections & Post Signs- While completing property inspections on designated days also post the “For Rent/Lease” signs out on properties if it is a either a “New Property” or a “Move Out Inspection”

● Sign Pick Up/Consolidating Trips- Properties that need “For Rent/Lease” signs picked up from the weekly Move In Report should always be matched with your daily route to see if any signs need to be picked up for properties that are rented to consolidate trips while completing inspections.

1-2 times a week log into the Inspect & Cloud web app to see all properties on the weekly calendar and map to plan trip consolidation accordingly. This will show you all the details of what it taking place for the inspection process for

assignments, locations, pendings, and completed.Sample Screens shown for Calendar and Map:

All signs are stored in the storage area - you should be carrying 3-5 signs with you at all times to ensure you have available to post on properties.

● Help with office support as needed when needed as necessary. You

Weekly Duties

Mondays● Complete New Market Property Inspections- You will be able to see what

properties for new market inspections will be needed that are assigned to you on the Inspect & Cloud software. They will be designated as “Ingoing Inspections” so that you are aware it is a new market property inspection. If you input a new

property or are assigned a new market property inspection label it as an ingoing inspection and advertising photos need to be taken on app as well so that we can post to websites for advertising.

● Routine/Exit Property Inspections - Complete these daily inspections assigned to you on these days on your list view as well. All list can always be viewed from mobile devices or web.

Tuesdays● Routine/Exit Property Inspections - Complete daily inspections assigned to

you on these days.

Wednesday● Off Day - unless designated as work day. ( will depend on workload )

Thursday● Off Day

Fridays● Pick up Signs- Pick up signs for properties that are off the market per weekly

“Move In Report”● Property Follow Ups- Verifying any vendor /cleaning work if assigned as

necessary and taking any final advertising photos as needed.

Monthly DutiesPosting Evictions- On or about the 4-5th of the month we will need to deliver evictions for residents who are late on their rent.

When Completing a Property InspectionYou must be meticulous but productive. You must be able to go through the properties quickly while paying attention to detail. Its important not to miss the little things such as items that need to be logged on the property inspection report. Using software will force you to look over certain items as a checklist to account for inspecting details in the property. Some of these sample items include:

Making Note Comments:

- Excessive chipped paint- Excessive nail holes- Pay special close attention to baseboards if have not been cleaned and other areas that may pose a concern to potential residents.- Note if drip pans on stovetop need replacement.- Note light bulbs that need replacement. - Comments- Comment on the rooms as needed and note what will be necessary for the property management department to be aware for the properties condition.

Adding Room Items When Needed- For ex- Always check if A/C filters are in A/C units and if so are clean or dirty. Add a “room item” in the area that the A/C is located in and take a picture and make note of the filters condition.

5 Important Steps For Property Inspections

1) Signs- Always make sure to take signs with you for the designated properties that are being put on the market. This is extremely important for the properties that are being inspected that need signs if they are new properties or properties being put back on the market from a move out.

There are 3 classifications of Property Inspections:a. Ingoing- new properties on the market and a sign is always needed.b. Routine- scheduled inspection while property is being occupied or follow

up. If it is a routine inspection while the property is occupied then a sign

Not needed. c. Exit- “Move Outs” Resident moves out of property. Sign Needed

Note: The majority of all inspections will be “Exit Inspections” for “Move Outs” and will require signs.

2) Set Property Layout- The property layout entails the number of rooms, baths, etc. If the office has assigned you a property inspection then it is possible the may have listed the properties layout for bed and baths however it will be your responsibility to ensure the layout is always correct for number of bedrooms, etc. You can modify this in the screen below.

3) Photos- Always make sure to take photos from correct angles and make sure any damage can be seen in photo to highlight the specific damaged item. Each photo should be categorized with the property layout on the mobile app.

4) Mark Check Boxes- Boxes should be checked for each item to determine each of pre user defined fields for each room using the tap and double tap options to check the boxes.Green Y to represent Yes or Red N representing No for each of the rooms items for the fields- Clean? Undamaged? Working?

5) Notes/Comments using “AutoText”- Always make sure to pay special attention to

detail of things that will need to be completed so that the property can be re rented. Remember that in order for us to be able to perform proper maintenance on the property you will need to specify in the comment boxes as needed. The “AutoText” features can be modified to preset Autotext that are commonly used. This will save you time and allow you to be more productive for the company.

Important To Annotate in Notes: ● Trash Outs- On some lower income properties there will sometimes require

trash out service to where the previous tenant left too many trash items behind before simple maintenance and cleaning can be started. Determine if the property will require trash out service or not. A good rule of thumb to go by is if the amount will exceed 4-5 trash bags. If there is furniture items that need to be removed then this will require trash out service.

● Lawn Service- Determine if the grass will need to be cut. If so make sure and annotate this in the notes and take a picture. Also select the autotext feature and you will find the following autotext options that have been set up for the outside area- lawn/garden room item. Select which item in the autotext to see which lawn scheduling needs to be done. Important- ALWAYS take a picture of the lawn to be attached with this item.

● Picture of Sign- Once the sign is posted in the yard alway be sure to add this photo of the sign to the outside are.

Any additional information needed that is important about the properties condition or necessary information such as for ex- on a routine inspection-

you notice the current resident has a large dog that may be unauthorized. Always make sure and annotate in notes.

3 Steps for Property Follow Ups

When completing a property follow up check there are 3 Objectives to perform.

1) Check on Cleaning/Maintenance- Property follow up checks ups should be completed on Fridays to see if the cleaning/maintenance earlier in the week has been completed and is to standards on certain assigned vendor work.

2) Advertising Photos- If there was extensive move out maintenance completed such as trash out service or repairs then additional advertising photos will be needed for the final online photos. Advertising Photos should be taken with correct angles and be bright and appealing. Make sure to always make sure photos come out bright for marketing and ensure to either use flash when needed, turn on lights, or if unavailable open the blinds. All photos should be able to be easily viewed by give consumers perspective on the properties appeal. The amount of Advertising photos should consist of 4-8 photos depending on property size. 8 photos for a 3 bedroom house is appropriate. A general rule of thumb is to cover the basic layout of the property to include as ex:

1. a front profile picture2. entryway 3. living 4. kitchen 5. main rooms or appealing bathrooms6. dining/additional rooms 7. patio8. back yard

You will find this layout in Inspect & Cloud to ensure all adv photos stay organized for which room is what. Also you will notice there is a comments section for adv photos. Use this to annotate appeal or necessary items for marketing such as unit has brand new carpet, back yard is very private, or chandelier is from spain. This will help the advertising department staff to write an effective write up on the property when listing it on websites.

3) Ensure the sign is still out from the initial “Move Out” Inspection- In the event it is not be sure to post a sign while there before leaving property.

Communication & TeamworkRemember you are the eyes of the property management department on behalf of the staff as well as our property owners for properties. Communicate effectively with the

P.M. staff and maintenance/cleaning contractors as needed. The work that is performed by you is a hub of the property make ready system and is essential in order for the

office staff to be able to carry out proper maintenance & cleaning procedures. With your visuals, observation, and the detailed property data you record in Inspect & Cloud we can work together to create consistent property management services and effectively

work as a team.