Landlords have the legal responsibility to make sure their properties are in a safe condition and that everything, such as plumbing, works correctly. To fulfill that duty, landlords should inspect their properties periodically to assess the condition of the structure and its components. Before conducting an inspection, a landlord must give written notice of his intent to inspect the property. Landlords should give, at a minimum, a 24-hour notice to the tenant for non-emergency inspections.
Title your letter "Notice of Inspection," or something similar. Address the letter to the specific tenant whose dwelling you intend to inspect. Make sure to include the tenant's name and the physical address of the property.
Give the specific date and time of the inspection, as well as the reason for it. Some reasons are maintenance, routine inspection and inspection of a particular appliance, such as a furnace or water heater. If you're bringing anyone else into the residence, such as a plumber or electrician, indicate that in the letter.
State whether you require the tenant to be present or if you plan to enter even if the tenant is not there. While a tenant should have notified you if she has changed the locks, let the tenant know that if your key does not work and she is not present, you will hire a locksmith to open the door at the tenant's expense.
Ask the tenant to let you know immediately if the inspection date and time is not convenient. While the tenant, by law, must allow you access to the property with proper notice, it's a nice gesture to work around her schedule, especially if she has been a cooperative tenant. Provide a contact method for the tenant to contact you to reschedule.
If a landlord becomes aware of an emergency, such as a major water leak, no notice is necessary.