How to Check If Your Property Care Management Team is Doing House Checks Right

If you own a house in India but live far away, you probably hired a special crew a property care management team to look after it. They’re supposed to be your eyes and ears, finding tenants, fixing taps, and making sure everything is safe. But how do you really know if they are doing their checks (inspections) properly and on time? This worry is totally normal for people who manage property from abroad.

This guide gives you simple, step-by-step instructions to peek over your property care management team’s shoulder. We will show you how to take charge of your Indian house or flat, making sure it stays protected and in great shape. You deserve to relax, knowing your house upkeep is handled correctly.

What Does the Property Care Management Team Actually Do?

Think of your property care management team as your house’s personal manager. Their job is to keep your property running perfectly. This includes a few main things:

• Routine Checks (Inspections): They walk through the property regularly to look for structural problems, leaks, electrical issues, and general mess.
• Fixing Stuff: They handle all property management repairs, from a small dripping tap to a bigger fix.
• Following the Rules: They make sure your property follows all the local building and safety rules (legal and regulatory compliance). This stops you from getting into legal trouble later.
• Tenant Watching: They deal with the people renting your place, handling agreements and fixing problems.

A good property care management team makes sure these checks are done right. Why? Because good reports mean you can easily handle repairs, follow the law, and keep your property’s value high.

The Hard Parts of Managing Property from Far Away

Living abroad makes watching your property difficult. Here are the main problems:

• You Can’t See It: You can’t just drop by and see your house whenever you want.
• Slow Fixes: If they miss a small issue, like a tiny leak, it quickly becomes a huge, expensive problem that needs major property management repairs and maintenance.
• No Proof: Without detailed, dated pictures and reports, you can’t prove a tenant damaged something or justify big repair costs.
• Finding the Best: It’s tough to figure out which best property management companies actually do a good job just by looking at their website.

How to Check Your Property Care Management Team’s Work

You can easily check the quality and consistency of your house checks. Follow these simple steps to stay in charge.

1. Tell Them Exactly What You Expect

Before you sign any papers, you must clearly spell out your rules for the property care management team.

• Set a Fixed Date: Insist on a clear calendar for checks (like every March 15th and September 15th).
• Demand a Checklist: Ask to see the exact form they use for the check. It must cover the roof, walls, plumbing, electrical plugs, and appliances.
• Insist on Proof: Tell them that every report must include photos and videos with the date stamped on them. If there’s no picture proof, the report is useless.

2. Look Closely at Every Report

Don’t just glance at the reports they send you. Read them carefully, like a detective.

• Compare Pictures: For routine checks, compare the new photos with the old ones from when the tenant first moved in. Are there new scratches or damages?
• Look for Details: A short note like “House is okay” is not enough. Demand specific comments, like “Kitchen tap is dripping slightly; we recommend replacing it” or “Smoke alarm battery was tested and works fine.”
• Verify Dates: Make sure the date on the photos matches the date they say they did the check.

3. Ask for a Live Video Tour

Your phone or computer is your best friend when you live far away. Use it!

• Schedule a Live Call: Once or twice a year, arrange a specific time for the property manager to do the house check while on a video call with you (like on WhatsApp or Zoom). This proves they are actually there and lets you see the house for yourself.
• Check the Clock: Ask the manager to point the camera out the window to show the street or a nearby building. This helps you confirm they are there right now, not just showing you old photos.

4. Use a Surprise Checker

Keep your property management team honest by adding a surprise element.

• Ask a Friend to Peek: If you have a trusted relative or friend nearby (who isn’t the tenant), tell the management firm that this person might show up unannounced during the next scheduled check. This makes the manager extra careful.
• Hire an Outside Checker: For a very valuable property, you can pay a small fee to a separate, independent expert to do a surprise check once a year. The firm should never know when this external check will happen.

5. Check Tenant Messages and Rule Following

A good property care management team keeps great records of tenant issues and legal checks.

• Ask for Repair Logs: Request copies of emails or notes that show when the tenant asked for a fix and how quickly the team responded. Quick fixes usually mean they are proactive.
• Check the Rules: Make sure they give you reports confirming they checked that the property follows local safety rules and that the tenant didn’t build anything without permission (legal and regulatory compliance).

Expert Tip: Paperwork Protects You

A professional real estate management company knows that good paperwork is your best defence. If you have a problem with a tenant or an insurance company, your proof comes from perfect records. If your property management firm doesn’t like giving you detailed reports with pictures and dates, that’s a big red flag. Always demand digital reports you can check anytime. This focus on clear, legal paperwork is the sign of the best property maintenance services.

Simple Checklist for Checking Your Property Manager

• DO insist on photos and videos with the date shown for every check.
• DON’T accept vague notes like “Everything looks good.”
• DO schedule one live video call tour each year to see the house.
• DON’T assume they checked on time; verify the dates and proof.
• DO define what they must check in your agreement.
• DON’T forget to check outside areas like balconies and gardens.
• DO compare move-out photos to the move-in photos for damages.
• DON’T be afraid to get a neutral expert to do a surprise check if you worry.
• DO track maintenance logs and tenant feedback for consistency.
• DON’T overlook the need for proof of legal and regulatory checks.

FAQs

Q1. How often should they check my rental house?

They should do a big check when a tenant moves in and when they move out. Normal checks should happen at least twice a year (every six months).

Q2. What must be on the check-up list?

The list must include four main things: the Structure (walls, ceiling), Electrical (switches, plugs), Plumbing (taps, drains), and Appliances (heater, fans).

Q3. How does a good check-up help me follow the law?

Good checks make sure your house meets safety standards (like working smoke alarms) and stop the tenant from making changes without permission. This is important for legal and regulatory compliance.

Q4. Can I trust the reports if I don’t visit the house?

Yes, you can, but only if they give you clear photo/video proof, detailed reports, and are honest about the schedule.

Q5. What should I do if the report shows a big fix is needed?

Your team must immediately give you at least two price quotes from different repair companies. They must show you pictures of the problem and wait for your OK before starting any work.

Q6. Are video tours reliable?

Yes, when you combine them with dated photos and detailed reports. Video tours are a practical way for you to confirm the manager is physically there and doing their job.

Q7. What happens if they skip a check?

Skipped checks can lead to serious hidden damage (like mould or leaks), cause legal fines, create tenant arguments, and make you lose money.

Conclusion

Checking if your property care management team is doing all the house checks correctly is vital for NRIs who want protection and peace of mind. By asking for clear proof, setting up your own checks, and using technology, you make sure your team is always working hard and is accountable to you. You are moving from just hoping they do a good job to actively verifying their work, and that protects your money and your future.

About lawcrust Realty

At LawCrust Realty, we stand apart as a premium and top real estate consulting partner for NRIs across the globe, offering end-to-end solutions in Property Management Services, Property Regularisation, Construction & Redevelopment, and Project Management Consulting. Born out of a legacy in legal and hybrid consulting, we understand the unique challenges NRIs face in protecting and growing their Indian assets – and we bridge them with compliance-driven execution, strategic expertise, and client-first innovation. Whether it is managing NRI-held properties, transforming long-pending assets into legally regularised ones, delivering turnkey redevelopment solutions, or guiding housing societies with independent project management consulting, LawCrust Realty combines authority with accessibility. By choosing us, you do not just solve property challenges from overseas – you future-proof your assets with one of India’s best and most trusted realty partners.

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