Which New York rentals does this guide address?
This guide covers the inspection procedures in GOB § 7-107(4)–(5) for units under the NYC Rent Stabilization Law or Emergency Tenant Protection Act, and § 7-108(1-a)(c)–(d) for other covered residential units. The current rent-stabilized provisions also include the inspection process described below.
Section 7-108 has exclusions, including specified rent-controlled units and certain care or retirement housing. Check the unit’s legal classification and the statutory scope before applying the timeline. This is a New York State guide, not just an NYC guide.
Requirements versus organizing suggestions: the timeline summarizes the cited statutes. The sample schedule, reference codes, and checklist are practical aids, not prescribed forms or advice about a particular deduction. This page does not cover every local or housing-program requirement.
The inspection offer, request, and notice are different steps
The two statutes set out parallel inspection procedures. Read § 7-107(4)–(5) and § 7-108(1-a)(c)–(d).
| Stage | Required action | Timing |
|---|---|---|
| Move-in offer | Landlord offers inspection with the landlord or agent. If requested, parties execute a written condition agreement identifying existing defects or damage. | Offer after initial lease signing, before occupancy; agreement before occupancy. |
| Pre-move-out rights notice | Landlord gives written notice of the right to request an inspection and be present. | Within a reasonable time after either party’s termination notification; exception when the tenant terminates with less than two weeks’ notice. |
| Requested visit | Landlord provides at least 48 hours’ written notice of the date and time. | Inspection no earlier than two weeks and no later than one week before tenancy ends. |
| After the visit | Landlord provides an itemized statement of repairs or cleaning proposed as deduction grounds; tenant has an opportunity to address them. | Statement after inspection; opportunity before tenancy ends. |
For scheduling, keep separate entries for the termination notification, the written rights notice, the tenant’s request, and the appointment notice. A calendar invitation alone should not be assumed to document all of those steps.
Make the starting-condition agreement easy to revisit
During the requested walkthrough, use stable room and item names. Record a defect with its location instead of relying only on a broad rating such as “Fair.” If photos support an entry, give them the same item reference.
For example, “Bedroom 2, closet door: small chip on lower edge, reference BED2-DOOR-01” gives a later reviewer something specific to locate. Retain the agreed record and attached evidence with their actual dates.
A practical record header includes the address, unit, inspection date, participants, and document version. Do not silently add observations from a later visit to the original agreement. Keep subsequent corrections identifiable.
For walkthrough preparation, see the move-in inspection guide.
Example: a tenancy ending September 30
This fictional planning example assumes the ordinary procedure applies, termination was communicated well in advance, and the tenant requests the visit. It illustrates scheduling, not a notice template.
| Date | Record or action | Purpose |
|---|---|---|
| September 1 | Termination notification received; landlord provides the written inspection-rights notice. | Keep the initiating communication and rights notice together. |
| September 3 | Tenant requests the inspection and indicates plans to attend. | Record the request and arrange the appointment. |
| September 15, 10 a.m. | Written notice provided for a September 18, 10 a.m. inspection. | Leaves 72 hours before the visit. |
| September 18 | Inspection takes place; itemized statement follows that day. | Visit falls within the September 16–23 window. |
| Before September 30 | Tenant has an opportunity to address listed conditions. | Keep any updates and supporting records linked to each item. |
The same-day statement in this example is a workflow choice, not a separate statutory same-day deadline. If the appointment changes, recheck both the inspection window and the notice interval before using the revised schedule.
Describe the finding so the next action is understandable
An itemized record should make clear which room and item are being discussed. As an organizing method, connect the observation, supporting photo, and proposed repair or cleaning entry with a single reference.
Fictional record excerpt: kitchen oven
Reference: KIT-OVEN-01
Observed September 18: Visible residue on the oven’s interior floor; overview and detail photos attached.
Listed action: Cleaning of the identified interior surface.
Later update: Resident reports cleaning completed September 25.
Follow-up record: Actual condition and date of any later verification, recorded separately.
This excerpt illustrates documentation only. It is not a finding that a charge is lawful. Review the starting record and the circumstances before treating a condition as a basis for a deduction.
A resident’s completion message records what was reported. It is not the same as an inspector verifying the result. Preserve the message and record any later observation under its own date. For clearer evidence, see how to document rental property damage.
Keep the pre-move-out visit separate from the final record
The earlier visit gives time to address identified conditions. It may occur while furniture and possessions remain in the unit. A later record can document changes and areas that become visible after departure.
Label each visit by its actual purpose and date. Keep the earlier statement, updates, and final observations together without replacing one with another. If an area was obstructed at the earlier visit, describe that limitation rather than implying it was checked.
For covered units, the statutes separately require the itemized deposit accounting and remaining deposit within 14 days after vacancy. The pre-move-out list does not replace that accounting. See § 7-107(6) and § 7-108(1-a)(e).
This guide does not describe a universal requirement for an additional joint final walkthrough. Our pre-move-out versus final inspection guide explains the practical distinction between the records.
Practical inspection documentation checklist
Use this organizing aid alongside the legal timeline. You can print the page from your browser.
- Confirm the unit’s classification and applicable statutory section.
- Keep the move-in inspection offer and any request.
- Identify the starting-condition agreement and its attachments.
- Record termination notification and the tenancy end date separately.
- Check whether the short-notice exception is relevant.
- Retain the written rights notice, request, and appointment notice.
- Verify the appointment window and at least 48 hours’ written notice.
- Identify each finding by room, item, and evidence reference.
- Keep the post-inspection statement and subsequent updates.
- Distinguish reported work from verified completion.
- Preserve the final observations without overwriting earlier records.
- Track deposit accounting separately from the inspection workflow.
Questions about New York rental walkthroughs
Is a requested inspection the same as an automatic visit?
No. The offer or rights notice and the tenant’s request are separate steps in the procedures above. Keep a record of the communications rather than treating silence as a completed inspection.
Does this also concern rent-stabilized apartments?
Yes, the current § 7-107 includes parallel inspection provisions for the units it covers. Check the scope section rather than assuming all rent-regulated housing has the same rules.
What if the tenant gives less than two weeks’ notice?
The pre-move-out provision contains a specific exception for that situation. Check the exact text and facts; do not invent a shortened inspection timetable or assume all other obligations disappear.
Are the photos a substitute for the written records?
No. Use images to support the written agreement and statement described above. Keep them connected to identifiable items and dates.
Does a listed cleaning item prove the tenant must pay?
No. A proposed item is not a final determination. The starting condition, later work, actual final condition, and applicable deduction rules need review.
Do I need an app for this process?
No particular app is required by the organizing examples. Documents and labeled folders can support the workflow. Software can help keep observations and evidence together, but does not determine legal compliance.
Official sources and review date
Reviewed September 24, 2026 against the current New York Senate statutory pages.
- General Obligations Law § 7-107 — rent-stabilized units; see scope and subdivisions (4)–(6).
- General Obligations Law § 7-108 — other covered residential units, exclusions, and subdivision (1-a)(c)–(e).
Check the current law when applying this guide. This is a focused explanation of inspection records, not a complete review of rental or deposit law.
Looking for a way to organize move-in and move-out records? Explore Oryon Inspection.