State Specific Question About: PENNSYLVANIA (PA)

We have approx 45 units most of which are Rent to Own homes and some that are regular rentals. We have been using a typical move-in/move-out form to document condition when a client moves in to the property, we update the form approx every 6 months until clients have several years of good history then move to one year intervals. We call the form a "condition report" rather than a move-in/move-out form since it seems to be more fitting to the situation.

The question is this: Do other landlord do frequent condition reports and if so, do you have any form letter that allows access even when clients are not home or when schedules do not coincide?

I have always called and/or emailed our clients to arrange but at 45 units every 6 months... it is becoming quite a task. The good side of course is that we are very familiar with the units condition.

Can a typical USPS letter serve the purpose of a notice of intent to enter?

Any Advice is appreciated. Thank you my fellow LLs

Gerald, congrats on good management!

Lease says res agrees to occasional safety inspections.

When things go perfectly:

We send a postcard on Wednesday so it arrives several days in advance. We do inspections the same time every week, a small list of houses each week, grouped for efficient drive time.

"Your routine safety & repair check is this Wednesday, sometime between 11am - 1pm. Takes about 30 minutes.

This is our way of assuring YOUR home is safe and well maintained.

You do not need to be home. Please contain pets.

If you prefer a different time or firm appointment, or want to tell us about known repairs or concerns, go to www.xxxxx.com and submit a service request."

We leave a simple thank you letter/results checklist form on the kitchen counter which states we will be back _______ to make the repairs. Held down by a candy bar with our sticker on it.

The 11-1 time slot allows people to set a time in our time block and come home over lunch to meet the tech. Helps keep the project contained.

We also avoid the 3pm after school times. I don't want a tech possibly in the home with children and no parent.

The 11-1 time slot also allows the tech to handle emergencies in the morning and the afternoon.