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Property Make Ready Checklist

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PROPERTY MAKE READY CHECKLIST

RECITALS

This Property Make Ready Checklist (the Agreement) is entered into by and between Owner Name: and Contractor Name: .

WHEREAS, Owner requires make-ready services to prepare the property for occupancy; and WHEREAS, Contractor represents that it has the expertise, personnel and equipment to perform such services; and WHEREAS, the parties desire to record the make-ready tasks, condition observations and payment arrangements for the referenced property effective as of Effective Date: .

PROPERTY DETAILS & INSPECTION

Inspection Date:    Inspector Name:    Inspection Time:

SCOPE OF WORK

Contractor will perform make-ready services as described below. Detailed task descriptions, materials to be used, and agreed standards of completion shall be recorded here and in the checklist that follows.

MAKE READY CHECKLIST

Instructions: For each line item, check the status and provide repair notes where applicable. "Completed" indicates the task was performed and meets the agreed standard. "Needs Repair" requires a brief description and estimated cost if known.

General Cleaning

Painting / Touch-ups

Flooring / Carpet

Appliances (Stove, Refrigerator, Washer/Dryer)

Plumbing (Leaks, Fixtures, Drains)

Electrical (Outlets, Fixtures, Breaker)

HVAC / Heating & Cooling

Windows, Doors & Locks

Smoke & Carbon Monoxide Detectors

Landscaping / Exterior / Trash

Pest Control

Miscellaneous Repairs / Observations

PAYMENT TERMS

Total Agreed Amount: $    Payment Schedule:

Invoices shall be submitted in writing and are payable within days of receipt. Late payments shall incur a late fee of per month on the outstanding balance, compounded monthly where permitted by law.

Contractor is entitled to retain title to removed materials and may charge for disposal where agreed in scope_of_work. Any change orders affecting price or schedule must be agreed in writing by Owner and Contractor prior to performance.

TERM AND TERMINATION

Term Commencement Date:    Anticipated Completion Date:

Either party may terminate this Agreement for material breach if the breaching party fails to cure within days after written notice. Termination for convenience requires days' prior written notice and payment for all work performed to date.

CONFIDENTIALITY

Each party shall maintain the confidentiality of non-public business information disclosed in connection with this Agreement. Confidential information does not include information that is publicly available, independently developed without reference to the other's confidential information, or required to be disclosed by law. The receiving party shall use confidential information solely to perform its obligations under this Agreement.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

ENTIRE AGREEMENT

This document, including any attached checklists and signed change orders, constitutes the entire agreement between the parties with respect to the make-ready services and supersedes all prior discussions, proposals and agreements. Any amendment must be in writing and signed by both parties.

CERTIFICATION

By signing below, Owner and Contractor certify that the information in this checklist accurately reflects the condition of the property at the time of inspection to the best of their knowledge, and that the parties agree to the described scope, payment terms and other provisions herein.

Owner

Printed Name:

By:

Date:

Contractor

Printed Name:

By:

Date:

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What the Property Make Ready Checklist Is

A Property Make Ready Checklist is a standardized inspection and task list used to prepare a rental unit or property before a new occupant moves in. It documents cleaning, repairs, safety checks, utilities, and cosmetic work; records the condition of fixtures, appliances, flooring, walls, and exterior areas; and creates an auditable record for property managers, owners, contractors, and tenants to confirm completion and reduce disputes.

Why a Make Ready Checklist Matters

Using a checklist reduces rework, clarifies responsibilities, preserves security deposit justification, and creates a defensible record of condition and completed repairs for landlords and managers.

Why a Make Ready Checklist Matters

Who Typically Completes the Make Ready Checklist

Multiple parties signing or acknowledging the checklist helps allocate costs and reduce later disputes.

  • Property managers and leasing agents responsible for move-in readiness and vendor coordination.
  • Maintenance teams or contractors performing repairs, cleaning crews documenting completed tasks.
  • Owners or landlords who review final condition and approve move-in acceptance.

Step-by-Step: Completing a Make Ready Checklist

Follow a consistent sequence to inspect, document, repair, and verify each item before tenant move-in.

  • 01
    Inspect Unit: Walk every room and note existing damage and missing items.
  • 02
    Perform Repairs: Complete prioritized maintenance and capture before/after photos.
  • 03
    Clean Thoroughly: Document deep-clean tasks for kitchen, baths, floors, and windows.
  • 04
    Sign-Off: Manager and contractor sign to confirm tasks are finished.

Digital Workflow Settings for Online Completion

Configure an electronic workflow that assigns tasks, captures signatures, and preserves an audit trail.

Field Configuration
Assignee Field Assign vendor or staff email for each task.
Required Photos Make photo upload mandatory for predefined items.
Signature Order Set sequential signing: contractor → manager → owner.
Completion Trigger Automatically mark checklist done when all fields completed.

Technical Requirements and Integrations

Integrations with property management and storage systems streamline record retention and reporting.

  • File formats: PDF, DOCX supported
  • Integrations: Works with Google Workspace
  • Mobile access: Offline photo capture

Typical Digital Make Ready Flow

A simple digital flow reduces manual handoffs and retains a timestamped audit trail for every action.

  • Upload Template: Start with a standard checklist template.
  • Assign Tasks: Send tasks to vendors or staff with due dates.
  • Capture Evidence: Attach photos, invoices, and repair notes.
  • Sign and Archive: Obtain signatures and store the completed record.

Core Elements of a Professional Checklist

A robust checklist combines structured fields, evidence capture, role-based sign-off, and version control to support operations and compliance.

Task List

A grouped itemized list covering cleaning, HVAC, plumbing, electrical, safety devices, appliances, and cosmetic repairs to ensure no area is overlooked.

Photo Evidence

Inline photo fields for before-and-after images that document completion and support deposit or warranty disputes with timestamps.

Cost Tracking

Fields for labor and materials that let managers capture repair estimates and final costs for billing or owner reconciliation.

Sign-offs

Dedicated signature blocks for technicians, inspectors, and the property manager with date fields to establish responsibility.

Conditional Items

Conditional fields that appear for specific property types or damage levels reduce clutter and ensure relevant checks are completed.

Audit Trail

Automatic capture of timestamps, IP addresses, and action logs to provide an uneditable record of who did what and when.

Security, Privacy, and Compliance Notes

Encryption: TLS 1.2/1.3 in transit
Data at rest: AES-256 encryption
Audit logs: Immutable action history
HIPAA option: BAA available where required
Access control: Role-based user permissions
Standards: SOC 2 Type II and ISO 27001

Common Mistakes to Avoid

  • Skipping photo documentation for repairs increases the risk of deposit disputes and contractor billing disagreements.
  • Vague descriptions such as 'cleaned' without details make it difficult to enforce quality or charge for rework.
  • Not assigning clear sign-off authority can delay tenant move-ins and obscure who approved incomplete work.
  • Failing to standardize templates across properties creates inconsistent records and complicates reporting for owners.

Risks and Consequences of an Incorrect Checklist

Deposit Disputes: May lead to tenant claims
Liability Exposure: Unaddressed safety items increase risk
Cost Overruns: Untracked repairs inflate budgets
Contractor Conflict: Ambiguous tasks cause billing disputes
Regulatory Noncompliance: Safety failures can trigger fines
Record Gaps: Missing evidence weakens legal position

Typical Timelines and Key Deadlines

Establish clear due dates tied to lease start, vendor scheduling, and deposit return requirements to keep move-ins on schedule.

Move-In Date:

Target date by which all tasks must be complete.

Vendor ETA:

Expected completion date for each contractor.

Final Inspection:

Date for manager review and final sign-off.

Photo Capture Deadline:

Photos must be uploaded before sign-off.

Security Deposit Notice:

Document completion supports deposit accounting.

eSignature Pricing and Feature Snapshot for Make Ready Workflows

Compare common pricing and feature points when selecting an eSignature provider for make ready documentation; signNow is listed first for reference.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions

Common user questions about the checklist, digital signatures, and evidence capture are answered here to resolve typical implementation issues.


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