Send Post-Inspection Letters to All Residents to Head Off Maintenance Problems

If you’re like most managers, you probably follow up with a resident after an annual unit inspection only if you found serious housekeeping problems during the inspection. But by limiting your follow-up to this situation, you could be missing a great opportunity to head off maintenance problems and HUD violations at your site. Instead, follow up with all residents after annual unit inspections by telling them what you found during the inspection, what they did right and wrong, and what behavior needs to be changed.

It’s important to note that before conducting annual unit inspections, you should check with your attorney that your lease, and state and local law, permit them. Also, if there are any specific notice provisions in your lease or in the laws, be sure to follow the provisions before conducting inspections.

We’ll look at three common situations that managers find when inspecting units during annual unit inspections and give you three Model Letters—one for each situation—that you can send to tenants to follow up on inspections. Sending letters like these should help you avoid future maintenance problems in units.

Situation #1: No Problems Found

In some units, you may find no problems during the annual unit inspection. In that case, tell the resident this in writing and express your thanks for his care of the unit. Doing this should reinforce the resident’s conscientious care of his unit and encourage him to continue the behavior.

In particular, your letter to a resident in this situation, like our Letter #1, should:

• Tell the resident the date you inspected his unit and explain that the lease authorizes you to perform the inspection (the HUD model lease allows this);
• Say that you didn’t find any maintenance problems in the unit; and
• Thank the resident for taking care of the unit.

Situation #2: Unreported Maintenance Problems Found

Unreported maintenance problems in units can be a nightmare. The longer some maintenance problems are left untreated, the more difficult and expensive they become to repair. To avoid these consequences, many sites require residents to promptly report certain maintenance problems in their units to management.

If during an annual unit inspection you find a maintenance problem that should have been reported, but wasn’t, remind the resident in writing of his responsibility to report the problem to you. This will encourage him to report it to you next time.

Specifically, your letter to a resident in this situation, like our Letter #2, should:

• Tell the resident the date you inspected his unit and explain that the lease authorizes you to perform the inspection;
• Comment on the overall inspection findings—for example, noting if the unit is generally in good condition;
• Point out that you found a maintenance problem in the unit that should have been reported. Remind the resident that your site has a rule requiring him to report maintenance problems and say where that rule appears (for example, give the number of the house rule or lease paragraph). Explain that the site has this rule so that you can fix problems before the problem damages the resident’s unit and gets more difficult and expensive to repair;
• Say that the resident is responsible for damage caused by his failure to report a maintenance problem (if your house rules or lease says this);
• Ask the resident to comply with the rule in the future and spell out how the resident can do this;
• Attach a copy of the rule so that the resident can review it; and
• Thank the resident for his cooperation.

Situation #3: Housekeeping Problems Found

Managers often find housekeeping problems during annual unit inspections, such as:

• Inadequate cleaning (dirty floors, grimy appliances, thick dust on floors or furniture, stained or dirty bathroom fixtures, dirty windows);
• Accumulated garbage and debris;
• Evidence of rodents and insects;
• Bundles of newspapers and flammables; and
• Clogged sinks or garbage disposal.

Housekeeping problems must be addressed promptly because they can cause safety and health hazards and damage your site. Other residents may complain about foul odors and vermin infestation, and you could get hit with HUD and other inspection violations for problems caused by the filth.

If you find any housekeeping problems during an annual unit inspection, inform the resident in writing of the conditions you found, and warn him that he’s violating the lease and that you’ll take legal action if the problem isn’t remedied.

Your letter to a resident in this situation, like our Letter #3, should:

• Tell the resident the date you inspected his unit and explain that the lease authorizes you to perform the inspection;
• Describe the housekeeping problems you found during the inspection. Be specific and professional in your description. Even if you’re offended by the state of the unit, don’t resort to derogatory language when describing the unit;
• Point out the lease clause that requires the resident to maintain his unit in a clean and safe manner. Explain that housekeeping problems can create health hazards and damage to units; and
• Tell the resident he must fix the problems within a certain period of time—our letter gives the resident 10 days. Explain that you expect the unit to be safe and clean by that time. Give the date you’ll reinspect the unit. Warn the resident that if the unit isn’t safe and clean then, you’ll have to take legal action up to and including eviction.

Remember that before starting the eviction process or taking other action against a resident, check with your attorney that you have adequate proof of the lease violation and that you’ve taken enough steps to adequately inform the resident of his responsibilities under the lease. Also, invite the resident to call you with any questions. That way, he won’t be able to claim later that he didn’t understand what you wanted him to do.