Property Inspections in NZ: What Landlords Can and Cannot Do

Property inspections are one of the most common sources of tension between landlords and tenants in New Zealand. Landlords want to check the condition of their investment. Tenants want privacy in their home. The Residential Tenancies Act 1986 sets out exactly where the line is, and it is much more specific than most people realise.

This guide covers the rules for routine inspections, what you can and cannot do, what to look for, and how to document it in a way that protects you if things go wrong.

How Often Can You Inspect?

Routine inspections are limited to four times per year. The law does not let you inspect more frequently just because you are worried about the property or have a new tenancy. Four is the cap for routine inspections.

Each inspection requires at least 24 hours written notice. The inspection must happen between 8am and 7pm. You cannot turn up unannounced, even if you think there is a problem. The only exceptions are genuine emergencies - a water leak flooding the property, for example - or if the tenant gives you permission to come at another time.

For periodic tenancies there is no restriction on which days you can give notice. For fixed-term tenancies the same rules apply. The 24 hours is a minimum, not a target - more notice is generally better for the relationship.

Types of Inspections

There are three main types of inspections and they have different rules:

• Routine inspections: Up to 4 per year, 24 hours notice, 8am-7pm. This is the standard check on condition and maintenance.
• Move-in inspection: Done before the tenancy starts, or on the first day. No notice restriction because the tenant has not moved in yet. This establishes the condition at the start of the tenancy.
• Move-out inspection: Done when the tenant vacates, ideally with the tenant present. Compares against the move-in inspection to assess any damage beyond fair wear and tear.

There is also the option of a joint inspection at any time during the tenancy if both parties agree. Some landlords use this to resolve disputes about maintenance items before they escalate.

What Can You Inspect?

You can inspect the whole property, including the exterior, garage, and outbuildings. You cannot go through the tenant's personal belongings or read private documents. The inspection is about the condition of the property, not surveillance of the tenant's lifestyle.

You can check:

• Cleanliness and general condition
• Any damage beyond fair wear and tear
• Whether maintenance requests have been addressed or have worsened
• Healthy Homes compliance items - heating, insulation, ventilation, drainage, draught stopping
• Smoke alarms (whether they are present and have not been tampered with)
• Unauthorised alterations or additions
• Signs of overcrowding or subletting not permitted under the tenancy agreement

Does the Tenant Have to Be There?

No. The tenant does not need to be present. If you have given valid written notice, you can enter whether they are home or not. However, many landlords find it useful to have the tenant present for move-out inspections so any disagreements can be resolved on the spot rather than in a dispute later.

If a tenant refuses access after proper notice, that is a breach of the tenancy agreement. You can apply to the Tenancy Tribunal for an order requiring access, but this is rarely necessary - most refusals are resolved by communication.

Move-In vs Move-Out: Why Documentation Matters

The move-in inspection report is your evidence if there is a dispute about bond deductions at the end of the tenancy. Without it, you cannot claim the tenant caused damage that was already there when they moved in.

A good move-in report includes:

• Photos of every room, dated
• Written notes on existing marks, stains, or damage
• Appliance condition and any existing faults
• Carpet, walls, windows, and ceilings
• Signed acknowledgment from the tenant

Take the same photos at move-out in the same order, so you can compare them side by side. If the carpet was clean at move-in and stained at move-out, the photo evidence supports your bond claim. Without photos, the Tenancy Tribunal will give the tenant the benefit of the doubt.

Fair Wear and Tear

You cannot charge tenants for fair wear and tear. This is the gradual deterioration that happens with normal use over time - carpet flattening after years of foot traffic, paint fading, small nail holes from hanging pictures. These are the costs of owning a rental property, not tenant damage.

What counts as damage rather than wear and tear: large stains, burns, holes in walls, broken fittings, pet damage, mould caused by the tenant not ventilating, and deliberate alterations. The distinction is whether the deterioration was caused by normal living or by the tenant's actions.

Healthy Homes Checks During Inspections

Routine inspections are a good time to check Healthy Homes compliance items, especially heating and ventilation. The standards require:

• A fixed heater capable of heating the main living room to 18 degrees Celsius
• Ceiling and underfloor insulation to 2008 standards (or the schedule set by the compliance deadline)
• Extractor fans in kitchens and bathrooms
• Adequate drainage and no obvious leaks
• Draught stopping on gaps and holes

If you notice the bathroom extractor fan is not working or the tenant has blocked the ventilation, address it promptly. Landlords who wait until a Tenancy Tribunal application to discover Healthy Homes issues face significant penalties.

Mould: Who Is Responsible?

Mould is a common point of dispute. The answer depends on the cause. Structural dampness - water coming in through the roof, walls, or foundations - is the landlord's responsibility to fix. Mould caused by the tenant not ventilating, drying laundry inside without opening windows, or blocking extractor fans is the tenant's responsibility to manage.

In practice, many cases are mixed. If you spot mould during an inspection, note it, photograph it, and send a letter reminding the tenant of their ventilation obligations. If it is structural, get a builder or waterproofer in immediately. Ignoring mould because you are not sure whose fault it is is not a viable strategy - the Healthy Homes Standards require you to address it regardless.

What to Do After an Inspection

Send a written summary to the tenant within a few days of the inspection. This does not need to be formal, but it should note anything that needs attention, whether on the tenant's side or yours. If you found maintenance items you are responsible for, say when you will address them. If you found cleanliness issues on the tenant's side, give them a written reminder so there is a paper trail if it escalates.

Keep a copy of every inspection report with photos. If a dispute goes to the Tenancy Tribunal, you want to be able to show a clear history of how the property was maintained.

Common Mistakes NZ Landlords Make

• Giving verbal notice instead of written notice. Email counts, text messages count, but you need a record.
• Inspecting more than four times per year without the tenant's agreement. This gives the tenant grounds for a Tribunal application.
• Not doing a thorough move-in inspection report and then trying to claim bond deductions at the end.
• Waiting too long between inspections and letting maintenance issues escalate.
• Entering the property without notice in a non-emergency situation.

Inspection Software and Tools

Paper inspection reports get lost, photos end up scattered across your phone camera roll, and it is hard to compare move-in versus move-out three years later. A simple property management tool keeps inspection records attached to the property, makes photo comparison straightforward, and gives you a timestamped audit trail if you ever need to go to the Tribunal.

RentManager includes inspection tracking, maintenance request logging, and document storage - all in one place, built for NZ landlords managing a small portfolio without paying PM fees. You can try it free for your first property.