Routine Inspection NSW 2026: Checklist, Notice Requirements & Photography Rules

Routine inspections in NSW are governed by the Residential Tenancies Act 2010 (NSW), administered by NSW Fair Trading. The Act balances the landlord's need to monitor the condition of their investment with the tenant's right to quiet enjoyment of their home — and it sets out firm limits on when, how often, and how inspections can be conducted.

Under the Act, a landlord or property manager may enter a rented property for a "general inspection" — the statutory term for what most agencies call a routine inspection — provided they comply with the notice, frequency, and timing requirements set out in the legislation. An inspection conducted outside these requirements is an unlawful entry, regardless of the landlord's reason for wanting access.

NSW Fair Trading (fairtrading.nsw.gov.au) is the primary source of guidance for landlords, agents, and tenants on how these requirements apply in practice. The Tenants' Union of NSW (tenants.org.au) provides complementary guidance from the tenant perspective. Both resources are authoritative and should be consulted when uncertainty arises about a specific situation.

For property managers, compliance with the routine inspection requirements is not just a legal obligation — it is the foundation of any documentary evidence that may need to be presented at the NSW Civil and Administrative Tribunal (NCAT) if a tenancy dispute arises.

The most common routine inspection compliance failure in NSW is serving notice that is technically defective — the right timeframe but missing required content, or the right content delivered by a method that cannot be verified. Getting the notice right means understanding both what it must say and how it must be delivered.

What the notice must include. A valid routine inspection notice in NSW must specify: the full address of the property; the specific date of the inspection; a proposed time or time window that falls between 8am and 8pm; the reason for entry (general inspection or routine inspection); and the name of the person who will be entering the property.

Delivery method. Notice can be given in writing by email, post, or hand delivery. For electronic delivery to be valid, the tenant must have provided an email address for the purposes of receiving notices under the tenancy agreement, or must have agreed to electronic communication. If you are relying on email, keep the sent-confirmation and use a delivery method where the timestamp is visible. Note that a text message or phone call is not "written notice" unless the tenancy agreement specifically says it is.

The 7 days is a minimum, not a target. Serving notice exactly 7 days before an inspection and then having a postal delay or spam-folder issue invalidate the notice creates unnecessary risk. Build in a day or two of buffer, and use a delivery method that gives you a timestamp record. Notice served via your property management platform — where delivery is logged automatically — provides a cleaner audit trail than sending individual emails.

No prescribed form required in NSW. Unlike Queensland, which requires the RTA Entry Notice Form 9 for routine inspections, NSW has no prescribed form. A clear email or letter that contains all the required elements is sufficient.

NSW permits a maximum of 4 routine inspections in any 12-month period. This cap applies from the date of each tenancy agreement — it is not a calendar-year count.

The Act does not prescribe a minimum interval between inspections, which means an agency could technically schedule all 4 inspections in the first 6 months of a tenancy, leaving none for the remaining 6. In practice, quarterly inspections are the standard operating pattern for NSW agencies: they spread access evenly, allow emerging maintenance issues to be caught early, and align with landlord reporting cycles.

If a tenancy ends mid-year and a new tenancy commences, the 4-inspection count resets for the new tenancy. Unlike Victoria — which prevents any general inspection in the first 3 months of a new tenancy — NSW has no minimum waiting period before the first inspection of a new tenancy. Agencies who want to establish a clear condition baseline can schedule the first inspection as early as they want, provided they serve valid notice each time.

A tenant can agree in writing to allow more frequent inspections than the statutory 4-per-year limit. This written agreement should be retained. However, a tenancy agreement that purports to allow unlimited inspections as a standard term would likely be unenforceable as unfair — the 4-inspection limit reflects a legislative balance that written agreements can exceed only with specific tenant consent, not as a boilerplate condition.

NSW routine inspections can be conducted between 8am and 8pm on any day of the week except Sunday and public holidays — unless the tenant specifically agrees to a Sunday or public holiday inspection. Saturday inspections are legally permitted.

In practice, most NSW agencies schedule routine inspections on weekdays for practical reasons: it is easier to contact tenants, tradespeople are available if a maintenance issue is identified on-site, and the landlord can receive the inspection report during working hours. Saturday inspections are more common for properties where tenants work Monday to Friday and want to be present during the inspection — which tenants are entitled to but not required to do.

If a tenant asks to reschedule to a Sunday — because it is the only time they are available — the agent can accommodate that request if both parties agree. Document the agreed alternative time in writing before the inspection, because the original notice specified a different date or time.

A note on the time window. Many agencies specify a 2-hour window in the notice rather than an exact arrival time, which is reasonable and avoids the need to re-serve notice if the inspection runs a few minutes late. Whatever time window you specify, stay within it — arriving significantly outside the stated window is a compliance issue even where the notice was otherwise valid.

A routine inspection in NSW serves two distinct purposes: monitoring the general condition of the property and checking that the property continues to meet its obligations to the tenant. The checklist below covers both.

Exterior and grounds. Check the condition of gutters, downpipes, and roof (from ground level — do not access the roof without appropriate safety equipment). Inspect fencing for damage, gates for security and function, and the driveway or carport. If the tenant is responsible for garden maintenance under the lease, assess the lawn, garden beds, and any trees or hedges. Note any pest activity (ant nests, spider webs, evidence of rodents).

Entry, hallways, and common areas. Check walls and ceilings for new cracks, water staining, or mould. Examine flooring for lifting, staining, or damage. Test all light switches and confirm light fittings are functional.

Kitchen. Open the oven door and inspect the interior — baked-on grease is one of the most common bond claims in NSW. Check the cooktop and rangehood filter. Open every cupboard (inside and out) and every drawer. Inspect the benchtop, splashback, and sink. Run the hot and cold taps to confirm water pressure. Check under the sink for leaks.

Living areas. Check walls for new marks, holes, or damage. Test windows for function and locks. If the property has a heating or cooling unit (reverse cycle, ducted air), turn it on briefly and confirm it operates. Document any marks on window frames or wall surfaces near air conditioning units.

Bedrooms. Check walls, ceilings, and flooring. Open built-in wardrobe doors and inspect the interior shelving. Test window locks — in apartments and strata properties, check that any window restrictor device is in place and functional (see below).

Bathrooms and laundry. This is where mould issues typically first appear. Check tile grout, silicone seals around the shower and bath, and the ceiling above wet areas for mould or discolouration. Turn on the shower and bath taps to confirm drainage is clear and hot water is present. Test the exhaust fan. Check under the basin and around the toilet for leaks or water damage.

Safety checks are not optional at a NSW routine inspection. Failing to identify and document a safety defect that later causes harm creates significant liability exposure for both the property manager and the landlord.

Smoke alarms. Press the test button on every smoke alarm in the property and confirm it sounds. In NSW, landlords are required to ensure smoke alarms are in working order, and property managers acting on the landlord's behalf share this responsibility. Any alarm that does not sound when tested should be replaced before you leave the property — not flagged for a future visit. Record the date each alarm was tested and its result in the inspection report. See the smoke alarm compliance guide for the full NSW requirements.

Safety switches (RCDs). Check that safety switches are present on the electrical board. If testing a safety switch by pressing its reset button, confirm no sensitive equipment — aquariums, medical devices — will be affected, and advise the tenant. An absence of safety switches on an older property is a maintenance priority to escalate to the landlord immediately.

Window restrictors in strata buildings. Under the Strata Schemes Management Act 2015 (NSW), all windows in residential strata scheme buildings must be fitted with window safety devices that limit the opening to less than 12.5cm — a child safety requirement in force since March 2018. If the property is in a strata scheme, check that window restrictor devices are in place and have not been removed or tampered with. The owners corporation is responsible for installing and maintaining these devices. A missing or bypassed restrictor should be reported to the landlord immediately as an urgent maintenance issue requiring escalation to the strata manager.

Pool or spa barrier (if present). Confirm the pool fence gate is self-closing, self-latching, and that no items inside or outside the pool zone could allow a child to climb the barrier. A non-compliant pool barrier requires same-day notification to the landlord and urgent action — it is not a standard maintenance note. See the pool safety compliance guide for NSW pool barrier requirements.

The NSW Residential Tenancies Regulation 2019 requires rental properties to meet 7 minimum standards, in force from March 2020. Routine inspections are the most practical opportunity to verify that these standards continue to be met during the tenancy, not just at the start.

The 7 minimum standards are: the property must be structurally sound; there must be adequate natural or artificial lighting in each room (excluding storage rooms and garages); there must be adequate ventilation; the property must be supplied with electricity or gas and have sufficient power points for lighting, heating, and appliances; there must be adequate plumbing and drainage; there must be a water connection supplying hot and cold water for drinking, washing, and cleaning; and there must be bathroom facilities — including a toilet and washing facilities — that allow users' privacy.

During a routine inspection, the practical checks for minimum standards are as follows. Structural soundness: note any new cracks in walls or ceilings, any signs of subsidence, and any damage to load-bearing elements. Lighting: test lights in every room. Ventilation: check that windows open and that exhaust fans function in wet areas. Plumbing: run taps and flush toilets to confirm water flow and drainage. Hot water: run a kitchen or bathroom tap long enough to confirm hot water is present.

If a routine inspection reveals that the property may have fallen below a minimum standard — for example, a significant structural crack has appeared, or the bathroom exhaust fan has failed — the obligation is to notify the landlord immediately and document the defect in the inspection report. The landlord is required to remedy minimum standards breaches promptly. For full detail on NSW minimum standards, see the NSW minimum standards guide.

A significant practical change for NSW property managers is the requirement to obtain a tenant's permission before taking photographs or recordings that show the tenant's personal belongings. This requirement — introduced by NSW Fair Trading in 2024 — applies to routine inspections as well as condition report inspections.

In practice, what this means is that before you begin photographing during a routine inspection, you should ask the tenant for their permission to photograph any areas that contain personal items. Most tenants will agree, particularly where the purpose is documenting a maintenance issue or a condition concern. The consent does not need to be in a prescribed form — a verbal yes (noted in your inspection record) or a written confirmation is sufficient.

What you can photograph without specific consent: fixtures and fittings that are part of the property itself; areas that do not show the tenant's personal belongings; damage or maintenance issues that do not involve the tenant's possessions; and the exterior of the property.

The practical workflow: at the start of the inspection, when you introduce yourself (or speak to the tenant if they are present), advise that you will be taking photographs for the inspection report and ask if they consent to photos in furnished areas. If the tenant declines, note this in your report and photograph only fixtures and property features without personal items visible.

This requirement does not prevent agencies from documenting property condition during routine inspections — it simply requires consent before photographing areas where the tenant's belongings are visible. Agencies that photograph routinely for condition evidence will need to add this consent step to their inspection process.

A tenant who has received valid written notice does not have a legal right to refuse entry for a routine inspection. Provided the notice meets all the requirements under the Residential Tenancies Act 2010 — 7 days' written notice, correct content, scheduled between 8am and 8pm, not on a Sunday or public holiday — the landlord or property manager is entitled to enter.

If the tenant is not home at the time of the inspection, you may enter using the landlord's or agency's key. Document the inspection as you normally would. Note in the report that the tenant was not present.

If the tenant physically prevents entry — by refusing to open the door or changing the locks — do not force entry under any circumstances. Document the attempted inspection immediately with a time-stamped note or email to the landlord explaining that entry was prevented. Then apply to NCAT for an order permitting entry. Repeated interference with lawful entry is a breach of the tenancy agreement and can be grounds for a termination order at NCAT.

If the tenant contacts you before the inspection to ask to reschedule, consider the request reasonably. Tenants have a right to quiet enjoyment, and a request to move an inspection by a few days for a legitimate reason is reasonable to accommodate — and building a cooperative relationship with tenants tends to make inspections run more smoothly. If you do reschedule, re-serve a compliant notice for the new date.

Document any communication around refused or rescheduled inspections. If a pattern of avoidance develops — a tenant who repeatedly reschedules and then is not home — document each instance and seek advice from NSW Fair Trading or your industry body about the appropriate escalation pathway.

The routine inspection report serves a dual audience: the landlord (who wants to know the condition of their property and whether there are any maintenance or compliance issues) and the agency's own compliance record (which may need to be produced at NCAT if a dispute arises during or after the tenancy).

Structure the report clearly. Use a consistent format: an overall condition summary, then a per-area breakdown using a status code (satisfactory, requires attention, urgent action required), followed by specific notes and attached photos for any items requiring attention.

Be specific. "Kitchen: generally satisfactory. Oven interior: baked-on grease visible on the base and door glass — tenant has been advised via inspection report." This is far more useful than "Kitchen: untidy." The specific description creates a documented record that the issue was identified, noted, and communicated.

Attach photos to specific items. A photo labelled "kitchen-oven-20260721.jpg" attached to the kitchen section of the report is far more useful than a folder of 40 unnumbered photos. Most inspection management apps handle this automatically.

Send the report promptly. Send the landlord report within 24–48 hours of the inspection, while the visit is fresh. If you identified any issues that require tenant follow-up — a maintenance request, a lease compliance issue, or a safety matter — address those immediately and document the communication.

Retain routine inspection reports. In the event of a NCAT proceeding, a series of consistent routine inspection reports showing the property's condition over the tenancy can be powerful evidence. Reports that were never sent or that were deleted are evidence gaps. Store inspection reports digitally as part of the property's permanent management file.

The NSW Civil and Administrative Tribunal (NCAT) regularly relies on routine inspection records in residential tenancy disputes — not just bond claims. Understanding how NCAT uses this evidence helps property managers document inspections in a way that is genuinely useful.

Establishing ongoing condition. A single exit condition report is the primary evidence in a bond claim. But a series of routine inspection reports that document the property's condition quarterly can fill critical gaps — for example, establishing when a carpet stain or wall damage first appeared, or demonstrating that a maintenance issue existed long before the tenancy ended and was not caused by the tenant.

Supporting breach notices. If you issued a breach notice to the tenant during the tenancy (for example, for keeping an unauthorised pet, for maintaining the garden below the required standard, or for allowing mould to develop through inadequate ventilation habits), the routine inspection report that prompted the breach notice is part of the evidence package. A breach notice without a corresponding inspection report is harder to support at tribunal.

Demonstrating due diligence. A property manager who conducted regular inspections, issued notices promptly where required, and maintained records throughout the tenancy is in a much stronger position at NCAT than one who conducted only an entry and exit inspection. The documentation demonstrates that the agency met its management obligations.

Retain routine inspection reports, sent-confirmation records for inspection notices, and any tenant communications arising from routine inspections for at least the duration of the tenancy and for a reasonable period after it ends. Digital storage with automatic backup is the most reliable way to ensure these records are available when needed.