Mid-tenancy report Template: What to Include for Effortless Follow-Up

A Mid-tenancy report should be easy to fill out and valuable down the line. The aim is a crisp snapshot of what you can do: safety matters, small fixes, tenant issues, and any alterations since check-in. Keep the format concise so on-site inspections remain short. Reports2Go's mid-term aids are fashioned for just this - templates, photo documentation and on-site comments make records trustworthy.

A good mid-tenancy report

A well-designed template makes regular checks a planning instrument. It saves time on the ground, eliminates confusion when obtaining contractor quotes, and provides tenants with assurance that issues will be monitored and fixed quickly.

Template features

  • Property header: Address, dates of tenancy, inspector name and date/time stamp.
  • Room list and quick status: A brief pass for each room: Good / Attention / Urgent.
  • Itemised results: For any item that is flagged, have a precise location, a brief description, a photograph and a recommended course of action.
  • Use the survey. Either the default on provided or create your own custom set of questions and answer for a quick overview of condition and adherence to tenancy terms.
Reports2Go promotes the utilisation of simple and standardised templates so information remains consistent across properties and between inspectors.

Priority labels and evidence

Utilise three levels of priority: safety, functional, and cosmetic. Safety warnings (electrics, gas, mould) call for action straight away; functional items (leaks, bad fittings) are in next week's planner; cosmetics are lower-priority. Date-stamped photographs and brief audio comments are priceless on your return to compare progress or request quotations. Reports2Go facilitates photo and audio recording with saved media for comparison later on.

Tenant comment and access remarks

Add a brief tenant comments field and document any agreed access windows. Written notice and reasonable notice for inspections are best practices and should be honoured to maintain smooth tenant relations. An open mid-tenancy report assists tenants in raising maintenance ahead of time and minimises the risk of disputes.

Turn findings into action

  • Turn every flagged item into a one-line scope for contractors, add the photo and assign a target date.
  • Obtain at least two quotations for any fixed-price work over your cut-off.
  • Monitor completion through the Portal so repair history is kept centralised.
  • Utilise the same terms as used in the report when asking for quotes to prevent scope creep.
Why this is important

A brief mid-tenancy report minimises emergency repairs, accelerates budgeting and safeguards deposit returns by providing an auditable record of condition and repairs. Industry best practice supports regular mid-term inspections (usually at three to six months and six-monthly) to identify problems early and maintain healthy tenancies.

Quick checklist

  • Use a standard template
  • Photograph and date stamp each highlighted item
  • Include a survey – custom or default – for a quick overview
  • Include tenant comments and access notes
  • Tag by priority and reformat to scopes
Keep mid-tenancy checks easy. Use Reports2Go's free mid-term templates, create a template in minutes and begin making follow-up actions that get done now.

Dan, 03 October 2025
Mid-tenancy report Template: What to Include for Effortless Follow-Up

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