In-suite inspections in residential condominiums are typically limited to annual checks of building system equipment such as fire alarms or fan coils. That is, unless the board of directors specifically requests property management to inspect a unit or units. If special or broader inspections are necessary, management must give residents advance details of their plans.
Notice of entry should be provided at least 24 hours to seven days ahead of time to give residents a chance to prepare. The notice should list all areas and items to be inspected — such as leaky taps and toilets, window covering requirements, balcony storage and suite door locks — or concerns to be addressed, such as pets, cleanliness, hoarding or grow-ops. Building security or the superintendent should accompany inspectors or trades people performing work in a suite.
The board of directors has good reason to ask for targeted inspections, since they can support safety and cost-effective operation that will benefit all residents. For example, leaky taps and toilets will increase water costs, which are usually covered under the common expense payments. If a property does not have hydro with separate metres, any wasted energy will increase utility costs for all residents.
Barbecues are typically prohibited on balconies, and can compromise the safety of all residents. Hoarding can likewise be a fire safety threat or harbour pest infestations.
If management detects an infestation in a unit, they must arrange for pest control services. The resident and owner should be advised of the process in writing. If hoarding is serious, management should notify the fire department.
If there is damage to a rented suite, it may be advisable to let the owner know. Water stains or other signs of ceiling damage should be also be investigated in the suite above to determine the cause and repair the source of any leaks.
Other inspections may pertain to the building’s appearance. Notably, many condominiums have policies dictating allowable colours for window coverings. Monitoring these requirements could be included in the scope of the inspection, as well as ensuring that occupants are not using balconies as unauthorized storage spaces.
Finally, residents occasionally change suite locks without informing management, so inspections also provide an opportunity to check for that.
Upon completion of the inspection, management should leave notification for the resident advising if work was completed or if they found any deficiencies. Management should notify both owners and the tenant of any areas of concern, particularly where it affects costs relating to common expenses, life safety, or building rules and regulations. Occupants should be given a deadline to make corrections, and a follow-up inspection should be conducted.
Managers should not take photographs without the resident’s authorization, as it could be considered an invasion of privacy. Where the issue is sensitive and pertains to a tenancy, the property manager should inform the unit’s owner of situations such as appearance of overcrowding, lack of cleanliness or damage to suite that may relate to the tenancy.
Any notification should be in writing to ensure a record of the event. It is the owner’s responsibility to resolve these issues; however, property managers may intervene in a case of overcrowding if there is an occupancy bylaw in place.
In a rental tenure building, landlords are responsible for all in-suite issues and should conduct annual inspections. Tenants will be governed by their leases, and the landlord can take steps to correct damage as noted and bill back the charges to the tenant. Landlords may also take photographs to document damage to their property in the event the issue goes to court.
Iffat Ladha, RCM, is a property manager at Whitestone Property Management in Toronto, Ontario. Biljana Cvetanovski-Murphy is a condominium administrator at Whitestone, and Judy Statham, RCM, is the director of operations.
