1. Have a written inspection policy and procedure:
This means that landlords should have a plan in place for how they will conduct HQS inspections. The policy should include who will be responsible for conducting the inspections, what the standards are that will be used, when inspections will be done, and how records will be kept.
2. Assign someone to be the HQS inspector:
The person who conducts the HQS inspections should be knowledgeable about the standards and what needs to be looked for during an inspection.
3. Educate tenants on HQS standards:
Make sure tenants are aware of the HQS standards and what is expected of them during and after their tenancy.
4. Inspections must be completed before, during, and after tenancy:
In order to ensure that all areas of the property are inspected, landlords should conduct inspections before someone moves in, during their tenancy, and after they move out.
5. Use a standard checklist for all inspections:
Having a standard checklist ensures that all inspections are conducted in a consistent manner. This also helps landlords track any deficiencies that may occur during an inspection.
6. Document findings of each inspection:
Landlords should document what was found during each inspection, as well as any repairs or corrective actions that were taken. This information can help landlords track progress over time and ensure that they are meeting HQS standards.
7. Keep records of all inspections for at least three years:
Records should be kept for at least three years in case there are any questions or disputes about the quality of housing provided.
8. Correct any violations within a reasonable time frame:
Landlords should take action to correct any violations that are found during an inspection within a reasonable amount of time. This will help ensure that tenants are living in quality housing and prevent any further issues from occurring.
9. Retain records of all correspondence with tenants about HQS inspections and repairs:
Keep copies of all letters, emails, or other correspondence between landlords and tenants regarding HQS inspections or repairs. This can help if there are any questions or disputes about these topics in the future.
10. Review the inspection policy and procedure regularly to ensure it is up-to-date and effective:
Landlords should review their inspection policy and procedure regularly to make sure it is up-to-date and effective. This can help ensure that their property meets HQS standards.