“ASK KARI”: Those Nerve-Racking Mandatory Inspections!

• Hi, Kari! I get so nervous when it comes to those mandatory, Systematic Code Enforcement Inspection Program (SCEP). How can I pass an inspection without a problem?

Have you got “Inspection Notice Panic?” Well, here’s your guide to turning inspection day into a smooth sailing event!

Last month, many of you joined the Apartment Association of Greater Los Angeles’ webinar, where fellow property managers and I delved into the complexities of mandatory property inspections. In this article, I will expand on that discussion by providing a comprehensive guide from the moment you receive an inspection notice to the steps you need to take before and after the inspection to ensure you have “smooth sailing.”

From Official Notice to Pre-Inspection

Picture this: you open your mailbox to find that ominous inspection notice from the city or county. What’s your gut reaction? Do you cheer with joy, or is it more of a sinking feeling in your stomach? Let’s be honest—most of us default to a collective “Uh-oh” followed by a quick search through records to find the date the last 6-month inspection as well as the last city inspection. However, with the right preparation and a few expert tips, you can manage the inspection process smoothly and avoid costly issues.

How do you prepare for an inspection? Do a pre-inspection! 😉 Once the inspection notice arrives, immediately notify your tenants via email about the upcoming pre-inspection and ask them if they have any necessary pre-inspection repairs. Give them a date when the pre-inspection will occur, an estimated time frame, and give them a checklist detailing what you will be checking. This must also be given to them as a 24-hour notice to enter with the checklist attached or on the face of the 24-hour notice.

Next, coordinate with your maintenance team to gain access to the units. Take detailed notes and photographs of any items that require repair or could potentially cause problems. Address all these issues before the inspection date to ensure that everything is in order and avoid any last-minute surprises. Also, a very easy thing to do is to make sure there is no trash /clutter in parking areas or walkways on the day of inspection.

What Do Inspectors Look For?

So, here’s the thing, what are the inspectors really looking for? Inspectors have a keen eye for a variety of issues. Here’s a quick rundown of what most inspectors will be checking and what you should be checking during your pre-inspection:

• Lack of proper maintenance or unsanitary conditions in a building or on its premises, including any infestation of termites, roaches, rodents or other such nuisance conditions.
• Deteriorated or defective interior walls, ceilings, floors, or floor coverings. Any water damage, staining, bubbling / chipping paint. Any damaged flooring, transitions or carpeting that can create a trip hazard or any damage that can pose a health risk.
• Broken or missing windows, or missing window screens. Making sure all windows open and close well with intact screens. It is very important that all windows lock, even if they are on the 3^rd floor.
• Lack of quick-release mechanisms on security bars over sleeping room windows.
• Defective, missing or improperly installed smoke detectors and carbon monoxide combo alarms for units with gas. Most of these should now be 10-year combination smoke detector/carbon monoxide detector units with a clear date of expiration on the back.
• Making sure wall heaters / bathroom and range hood fans all work. They will check the vents for range hoods to make sure they are sealed well.
• Defective or missing required light fixtures, electrical outlets, switches, etc. or exposed/unsafe electrical wiring. They will also write up excessive connections by tenants or any electrical or gas hookups not up to code.
• Deteriorated, leaking, or missing plumbing items. Lack of required hot water or heat.
• Illegal (“Bootleg”) Units, unpermitted construction, new installations. Items like a new water heater, they will instantly check for permits in their system.

Inspection Day Has Arrived

When Inspection Day arrives, you have a choice – be present yourself or send a reliable staff member. If your on-site manager or maintenance crew are handling the inspection for you, ensure they understand the importance of being thoroughly prepared. Sometimes, a personal touch can make all the difference, so if you can, be there to oversee things yourself.

Pro Tip: Inspectors appreciate a smooth process, so have all your keys ready and address any last-minute repairs quickly. Establish a good rapport with the inspector—crack a joke or share a friendly smile if it feels right. The goal is to keep things positive because the more they find, the more scrutinizing they might become!

On the upside, technology has made some aspects of inspections easier. Systems now connect SCEP with LADBS, allowing real-time permit checks. Emailing pictures and updates can sometimes resolve issues quickly if you’ve built a good rapport with the inspector. So, the next time that dreaded inspection notice arrives, take a deep breath, get organized, and approach it with a mix of professionalism and positivity. With these tips, you’ll turn inspection day into just another day of managing your property like a pro!

Written by Kari Negri

Kari Negri is the Chief Executive Officer of Sky Property Management and is a member of the Board of Directors of the Apartment Association of Greater Los Angeles. Do you have a question for me? Please send your questions and comments to me at Kari@SKYprop.LA.