Make Ready Checklist Template

Guidelines on Filling in Make Ready Checklist

When preparing a property for a new tenant, it's crucial to thoroughly document the condition of the unit before they move in. This process is facilitated by using a Make Ready Checklist, which serves as a comprehensive review of various components within the rental unit. From the entrance and living areas to the bedrooms, kitchen, and bathrooms, this checklist helps ensure that every aspect of the space meets the necessary standards for safety, functionality, and cleanliness. Each item on the checklist is assessed for its condition, with space provided for noting any repairs or replacements needed. Here are the steps to fill out the Make Ready Checklist form effectively:

1. Start with the section labeled "Property Address" and "Apt Number". Fill in the appropriate addresses and apartment numbers.
2. Enter the "Move In Date" to document when the new tenant will occupy the unit.
3. In the "Inspected By" field, write the name of the person conducting the inspection. This ensures accountability and clarity on who assessed the unit's condition.
4. Specify the "Date Of Completions" to record when the inspection was finalized.
5. Proceed to the "Entrance" section. For each item listed (e.g., Doors, Locks, Outside Lights, etc.), check the box under "Passes" if the item is in acceptable condition. Use the "Comments" area to record any necessary work orders, parts needed for repairs, or follow-up actions.
6. Repeat the above step for each room or area listed on the form, including the Living And Dining Room, Kitchen (and continued section), Bedroom 1, Bedroom 2, Bedroom 3, Hallways, and Bathroom 1. It's important to meticulously check each element, such as Carpet/Floors, Walls, Ceilings, Doors/Tracks/Screens, and so forth, ensuring everything is documented.
7. For items that are not applicable or if there are additional observations or issues found that don't fit under the predefined categories, use the "Other:" fields provided under each section to include these details.
8. Once all sections are completed, review the form to ensure no areas have been overlooked and that all necessary comments and follow-up actions are clearly noted.
9. If any repairs or maintenance is required based on your findings, ensure that these are scheduled and addressed before the move-in date. This might involve coordinating with maintenance staff, contractors, or other professionals.
10. Finally, save and/or print a copy of the completed Make Ready Checklist for your records. It's advisable to have a digital backup of the document for easy retrieval and reference. Keep this document on file as it can serve as evidence of the unit's condition at the time of tenant move-in.

Completing the Make Ready Checklist is a critical step in property management that can help streamline the transition between tenants, maintain the quality of the property, and ensure a clear record of the unit's condition at the time of the new tenant's move-in. By following these steps, property managers and landlords can provide a welcoming, safe, and functional living space for their tenants.

Filling out the Make Ready Checklist form is a critical part of preparing a rental unit for new tenants. However, several common mistakes can lead to incomplete or inaccurate information, potentially causing issues down the line. Here are ten mistakes people often make when completing this form:

1. Not providing complete property address and apartment number details. It's essential for identifying the specific unit the checklist pertains to, especially in buildings with multiple units.

2. Skipping the "Move In Date" and "Date Of Completions". These dates help to track the readiness of the property against the tenant's move-in schedule.

3. Omitting the name of the individual who inspected the unit. This information is crucial for accountability and follow-up queries.

4. Failure to change or verify if the door locks and mailbox keys have been altered from the previous tenant, ensuring the new tenant's security.

5. Overlooking small but essential items like deadbolts, secondary locks, and the condition of outside lights, which contribute to the tenant's safety.

6. Not giving detailed comments on areas that need work. Simple checkmarks or pass/fail notations without explanatory notes may not provide enough context for necessary repairs or improvements.

7. Ignoring moisture indicators, especially in critical areas like the kitchen and bathroom where moisture can lead to mold and structural damage if not addressed.

8. Glossing over the functionality of appliances, outlets, and GFI's (Ground Fault Circuit Interrupters) in the kitchen. These are vital for the tenant's daily comfort and safety.

9. Overlooking the condition of air filters, fire extinguishers, and smoke alarms in hallways. These are critical for maintaining good air quality and ensuring safety in case of fire.

10. Not documenting the state of carpets, floors, walls, and lighting in the bedrooms. These elements are crucial for ensuring a comfortable and habitable living space.

Making sure that the Make Ready Checklist is filled out thoroughly and accurately is vital for property managers and landlords. It not only helps in preparing the property in an organized manner but also sets a documented standard of the unit's condition at the time of the tenant's move-in. Avoiding the mistakes listed above can significantly improve the effectiveness of this process.

When managing a property, especially in readiness for new tenants, the Make Ready Checklist serves as a vital tool, ensuring every aspect of the unit is reviewed and addressed appropriately. However, the efficiency of this process can be significantly enhanced when complemented by other key forms and documents, each playing its unique role in the comprehensive management and preparation of rental properties. Here’s a look at some of these essential documents that often work hand-in-hand with the Make Ready Checklist.

• Lease Agreement: This essential document outlines the rights and responsibilities of both the landlord and the tenant, including the duration of the lease, rent details, and property rules.
• Move-In/Move-Out Inspection Form: Used in conjunction with the Make Ready Checklist, this form helps compare the property's condition upon a tenant's move-in and move-out, identifying damages or changes.
• Property Inventory and Condition Form: Details the state and contents of the property at the time of move-in, providing a baseline for its condition that can be referenced throughout the tenancy.
• Maintenance Request Form: Allows tenants to formally request repairs or maintenance, ensuring proper documentation and prioritization of property upkeep tasks.
• Emergency Contact Form: Lists important contact information for urgent situations, including property management contacts, utilities, and emergency services.
• Rent Collection Policy: This document outlines the procedures for rent collection, including acceptable payment methods, due dates, and penalties for late payments.
• Pet Agreement (if applicable): Specifies the terms under which pets are allowed on the property, including restrictions on type, number, and size of pets, along with any additional fees or deposits required.
• Pest Control Agreement: Outlines the responsibilities of landlords and tenants in maintaining the property pest-free and details the schedule and scope of pest control services.
• Utilities Transfer Form: Used to document the transfer of utility account responsibilities from the landlord to the tenant upon move-in, ensuring utilities are correctly billed and managed throughout the tenancy.

Together, these documents form a cohesive framework for property management, enhancing transparency between landlords and tenants, and ensuring that the property remains in optimal condition. By systematically incorporating these forms into the leasing and property preparation process, landlords and property managers can significantly reduce misunderstandings, ensure legal compliance, and improve overall satisfaction for both parties involved.

• A Home Inspection Checklist is akin to a Make Ready Checklist as both are utilized to assess and record the condition of a property. A Home Inspection Checklist, however, is more comprehensive in scope, often used prior to purchasing a home to identify any potential issues that might need fixing.

• A Property Management Maintenance Checklist shares similarities with the Make Ready Checklist in its goal to ensure that all aspects of a property are in good working order. This checklist is primarily used by property managers to maintain properties over time, rather than preparing a unit for a new tenant.

• The Move-Out Checklist is used to document the state of an apartment when a tenant vacates. Similar to the Make Ready Checklist, it focuses on ensuring that everything is left in satisfactory condition, but from the perspective of ending a lease instead of beginning one.

• A Landlord Inspection Checklist serves a similar purpose to the Make Ready Checklist by allowing landlords to inspect their property regularly to ensure it meets specific standards. It is typically less detailed about individual repairs and more focused on overall upkeep.

• The Rental Property Inventory and Condition Form matches the Make Ready Checklist in its role to document the state of a property's inventory and condition before a tenant moves in. It differs in its detailed focus on inventory, whereas the Make Ready Checklist is more concerned with the property’s readiness for new occupancy.

• An Apartment Maintenance Checklist closely resembles the Make Ready Checklist, with its emphasis on ensuring all facilities within an apartment are functional and presentable for tenants. Its scope might be broader, covering regular maintenance needs beyond preparing for new tenants.

• A Facility Condition Assessment (FCA) is parallel to the Make Ready Checklist in that it evaluates the physical condition and functionality of a building's components. Unlike the Make Ready Checklist, an FCA is more technical, intended for long-term maintenance planning and investment decision-making.

• The Pre-Lease Inspection Checklist is utilized before signing a new lease agreement, similar to the Make Ready Checklist, to ensure the rental is in appropriate condition. It is typically used by future tenants to negotiate repairs or improvements before moving in.

When it comes to filling out the Make Ready Checklist form, it's crucial to approach it carefully and thoughtfully. Here are six things you should and shouldn't do to ensure accuracy and efficiency:

Do's:

• Review the entire checklist before starting to ensure you understand each section.
• Be thorough when inspecting each item, and double-check areas that are commonly overlooked.
• Use clear and concise language when writing comments or noting work orders and inspection parts.
• Make sure to change the status to "Passes" only after verifying that an item is in good condition or has been properly fixed.
• Sign and date the form to validate the inspection. This accountability is crucial for reliability.
• Follow up on any outstanding items promptly to ensure they're addressed before the move-in date.

Don'ts:

• Don't rush through the inspection. Taking your time will help prevent missing any defects or issues.
• Don't leave any section blank; if an item doesn't apply, note it as "N/A" (Not Applicable).
• Avoid using unclear abbreviations that might not be understood by everyone who reads the form.
• Don't forget to check and double-check items that have been repaired to ensure quality work was done.
• Never overlook the importance of checking for safety-related issues, such as smoke alarms and fire extinguishers.
• Don't complete the form in a hurry without coordinating with any necessary departments for repairs or maintenance.

When it comes to preparing an apartment for a new tenant, a Make Ready Checklist is an essential tool for ensuring everything is in order. However, there are several misconceptions about the checklist that can lead to confusion. Let's clear up some of these misunderstandings.

• It's Only for Major Repairs: Many people believe the Make Ready Checklist is only used to identify major repairs. In reality, it covers a wide range of items, including minor details like ensuring light fixtures are working and doors are properly aligned. It's about ensuring the unit is comfortable and safe for the new tenant, not just fixing big-ticket items.
• Only Maintenance Staff Should Care About It: There's a common misconception that this checklist is solely for the maintenance team's eyes. While they are indeed responsible for carrying out the repairs and updates, it's beneficial for leasing agents and property managers to be familiar with the checklist too. This way, they can accurately inform prospective tenants about the unit's condition and features.
• A “Pass” Means Perfect: When an item on the checklist is marked as "passes," it might be thought that the item is in perfect condition. However, "passes" really means that the item meets the property's standards for functionality and safety. There might still be cosmetic issues or slight wear and tear that doesn't require immediate attention.
• It’s a One-Time Thing: Some might think that you only need to use the Make Ready Checklist before a new tenant moves in. In fact, it's a good practice to refer to this checklist at several points during the tenancy, such as during routine inspections or when performing maintenance. This ensures that the property remains in good condition throughout the year, not just at move-in.

Cleaning up these misconceptions helps both the property management team and tenants have a clear understanding of the purpose and importance of the Make Ready Checklist. It's not just about making a space livable; it's about creating a welcoming home for new tenants right from the start.

When filling out and employing the Make Ready Checklist form, here are key takeaways to ensure a comprehensive and efficient process:

• Attention to Detail: It's crucial to meticulously inspect each item listed for the various areas, including entrance, living and dining room, kitchen, bedrooms, hallways, and bathrooms. This ensures no detail is overlooked in preparing the unit for new occupants.
• Recording Observations: For each item, there are columns to note whether it passes inspection and to add comments. It's important to document any issues or work orders needed, inspection parts, or follow-up actions thoroughly. This documentation aids in prioritizing repairs and ensures accountability.
• Safety Checks: The checklist includes critical safety features such as locks, deadbolts, smoke alarms, and fire extinguishers. Verifying these items not only ensures the unit's safety but also complies with legal housing standards.
• Maintenance and Repairs: The checklist systematically guides the inspection of mechanical and structural features - from doors and locks to HVAC vents and plumbing. Identifying and addressing these issues promptly can prevent minor problems from escalating into major ones.
• Final Review and Sign-off: The form requires signatures from the individual conducting the inspection and notes the date of completion. This step verifies that the checklist was thoroughly completed and that the unit is deemed ready for move-in, providing a clear record for property management.

Utilizing the Make Ready Checklist form effectively streamlines the preparation of rental units, ensuring a safe, functional, and welcoming environment for new tenants.