Finish the report and collect signatures
Lock the inspection report, get it signed and fix mistakes.
Once the walk-through's done, finish the report so nobody can change it, then collect signatures. A signed report is your proof of what the home looked like.
Click Finish Inspection on the last step. The report is locked as a numbered version, nothing on it can change, and the inspection shows Awaiting signatures.
Who signs
It depends on who turned up:
- Tenant attended: the landlord's representative and every co-tenant.
- Tenant's agent attended: the representative and the agent. The report doesn't wait for the tenants.
- Tenant didn't attend either offer: the representative alone. For this you need the final offer on record, the final-time notice (RTB-22) counted as received before the final time, and the final time to have passed.
- Tenant abandoned the unit: the representative alone.
How tenants sign
We email each tenant when you finish. If they have a portal account, they sign in; if not, they get a link that's just for them. They read the summary, can disagree with items and add photos, and then draw a signature. Disagreeing doesn't stop them signing. Their comments go on separate pages.
On the inspection page you also have:
- Resend email sends a new link.
- Show QR code is handy when the tenant's right there with you.
- Sign on the landlord's device is for a tenant without a device of their own. They get a 6-digit code by email that works once, for 10 minutes.
- Attended, did not sign is for someone who won't sign or has no email, so they stop holding up the report.
The page shows who's been emailed, who's signed and when the links stop working.
When someone never answers
Once the time to sign is up, click Complete without their signature. The report is completed with the landlord's signature and the final copy goes out straight away.
Fix a mistake
You can't edit a finished report. Instead, click Correct report, give a reason and confirm. The old signatures are voided and kept in the history. Make your change, finish again, and everyone signs the new version.
Disputes and records
If there's a dispute, open the lease and click Set hold under Dispute hold, then Clear hold when it's settled.
Signing details like the IP address and browser are kept while the tenancy can still be disputed, then removed 3 years after it ends.