Inspection Report Template

1. Enter inspector and property info. Fill in your company name, inspector name, phone, and the property address. Set the report number and inspection date, and select the reason for the inspection.

2. Rate each room area. Walk through each room and rate the six standard areas: Floors, Walls and Baseboards, Windows and Sills, Fixtures and Hardware, Appliances, and Odor. Select Pass, Fail, or N/A for each area.

3. Log any issues found. For each problem you identify, add an issue with the room name, a description of the problem, the severity level (Minor, Moderate, or Major), and your recommended action.

4. Review the summary. The summary section automatically tallies your Pass, Fail, and N/A counts and calculates an overall rating. Add any final notes or recommendations.

5. Generate the report. Click the button to create a professional, print-ready inspection report. Save it as a PDF for your records or share it with the client or property manager.

A cleaning inspection report documents the condition of a property in a standardized, repeatable way. The goal is objectivity. Every inspector who walks the same property should produce a similar report because they are evaluating the same criteria using the same rating system.

The room-by-room format ensures nothing gets skipped. Each room is evaluated on six areas that cover the full scope of a cleaning inspection: floors, walls, windows, fixtures, appliances, and odor. This consistency makes it easy to compare reports over time and identify recurring problem areas.

The issues table is where the real value lives. Anyone can check Pass or Fail on a form. The difference between a basic inspection and a professional one is the detail in the findings. Describe the specific issue, rate its severity so the client knows what to prioritize, and provide a clear recommendation. This turns the report from a checklist into an action plan.

The summary gives decision-makers what they need at a glance. A property manager reviewing ten inspection reports does not want to read every line item. The pass/fail counts and overall rating tell them immediately whether the property needs attention or meets the standard.

Move-in and move-out walkthroughs. Document the condition of every room before a tenant moves in or after they leave. This report becomes the baseline for security deposit disputes and cleaning charge justification. Take it room by room, photograph anything that fails, and attach the report to the lease file.

Post-clean quality checks. After a deep clean or post-construction cleanup, run this inspection before the client sees the property. Catching missed areas before the walkthrough prevents callbacks and protects your reputation. It also gives the client a professional document showing what was evaluated.

Recurring commercial contracts. For office buildings, medical facilities, and retail spaces, regular inspections keep your cleaning standards verifiable. Monthly or quarterly inspection reports show the property manager that you are maintaining the agreed-upon level of service and catching issues proactively.