By Advocate Ketan Palshikar | Property Lawyer and Property Manager, Pune
A property that is not maintained deteriorates quietly. A leaking pipe ignored for three months becomes a wall that needs replastering. A minor electrical fault left unattended becomes a safety hazard. A bathroom fitting that needed a small repair at ₹800 becomes a full replacement at ₹8,000.
For a resident property owner, these things are visible. They are noticed early, addressed quickly, and resolved before they become expensive. For an NRI owner, they are invisible — unless someone is looking.
Looking is the foundation of property maintenance. Not waiting for the tenant to report a problem. Not acting only when something has already failed. Looking — systematically, at defined intervals, with photographic documentation — so that problems are caught early, addressed at the right cost, and documented in a way that protects you if there is any dispute about the property’s condition.
This page describes exactly how property maintenance and inspection works under this management arrangement — the inspection schedule, what is documented, how contractors are selected, how expenditure is authorised, and what requires your approval before work begins.
On This Page
- The Inspection Schedule
- What Every Inspection Covers
- Photographic Documentation — Why It Matters
- The Contractor Network
- How Maintenance Work Is Authorised
- Preventive vs Reactive Maintenance
- The Expenditure Approval Framework
- Tenant Vacation Inspection
- Annual Property Condition Report
- What Requires Your Physical Presence
- Common Mistakes
- FAQs
- Contact
The Inspection Schedule
Rented Properties
A rented property is inspected at the following intervals:
Quarterly internal inspection — every three months, with reasonable advance notice to the tenant as specified in the Leave and License Agreement. The tenant is present where possible. The inspection covers every room, every fitting, and every fixture. Duration: typically 45-60 minutes for a standard 2BHK flat.
Monthly external and common area check — every month, the building exterior, parking area, society common areas relevant to your flat, and the flat’s front door and visible areas are checked. This does not require tenant access. It confirms that the property is occupied as expected, that no visible damage has occurred, and that the common areas relevant to your flat are in order.
Event-based inspection — triggered by specific events regardless of the quarterly schedule:
- Tenant report of a maintenance issue
- Society complaint about the flat
- Extreme weather — heavy monsoon, flooding in the area
- Any concern raised in a monthly common area check
- Before and after any maintenance work
Vacant Properties
A vacant property requires more frequent inspection — not less. The absence of a tenant means the absence of the natural daily monitoring that occupancy provides.
Monthly internal inspection — every month without exception. Every room is entered and checked. All fittings, fixtures, and systems are tested — lights switched on, taps opened, drainage checked, windows tested. The inspection is documented with photographs.
After extreme weather — additional inspection after significant monsoon rainfall, hailstorm, or any event likely to affect the property. Water ingress, drainage blockage, and structural impact are checked specifically.
The monthly inspection schedule for a vacant property is non-negotiable. A property that has not been entered for two months has had two months of undetected problems. Water damage, pest infestation, and structural deterioration move faster in an unoccupied property than in an occupied one.
What Every Inspection Covers
Each inspection follows a defined checklist — not a casual walkthrough. The checklist covers:
Structural and Civil
- Walls and ceiling — cracks, damp patches, paint condition, plaster condition
- Flooring — cracks, loose tiles, water staining
- Windows and doors — operation, locks, seals, glass condition
- Balcony — structural condition, waterproofing, drainage
Plumbing and Water
- All taps — operation, leaks, pressure
- Flush tanks — operation, leaks
- Drainage — all drains tested for flow
- Geyser — condition, operation (where applicable)
- Water inlet — supply confirmation
- Under-sink and under-tank areas — checked for moisture and leaks
Electrical
- All switches and sockets — operation tested
- Light fixtures — all tested
- Fans — operation and noise
- Main board — visual check, no trip switches in off position
- AC units — visual condition check; operation test during scheduled inspection
- Electrical fittings in bathroom — condition and safety
Kitchen
- Platform and sink — condition, drainage
- Exhaust — operation
- Gas pipeline connection point — visual check, no visible damage
- Cabinet condition — hinges, handles, shelving
Bathrooms
- All fittings — taps, showers, flush
- Tiles — condition, no loose or missing tiles
- Exhaust — operation
- Drainage — tested
General
- All keys and access cards accounted for
- Society common area access — lift cards, parking remote, gate access
- Pest evidence — checked in kitchen, bathroom, and storage areas
- General cleanliness — appropriate for the occupancy status
Photographic Documentation — Why It Matters
Every inspection produces a photographic record. This is not optional and is not skipped when the property appears to be in good condition.
What is photographed:
- Every room — at least one wide-angle photograph showing overall condition
- Any specific issue observed — close-up photograph with context photograph
- Any fitting or fixture that was tested — showing it in working condition
- Any area showing wear — so the progression can be tracked across inspections
- External areas and common areas relevant to the flat
How photographs are stored:
Photographs are stored with date, time, and location metadata. They are organised by inspection date and available to you on request. The monthly report includes photographs from the most recent inspection — not a selective sample, but a representative set covering the entire property.
Why this matters legally:
When a tenant vacates and disputes the damage assessment, the photographic record is the evidence. A photograph of a wall in perfect condition three months before vacation, and a photograph of the same wall with a large crack at vacation, is documentary evidence that the damage occurred during the tenancy. Without the interim photographic record, the dispute becomes a contest of claims — which is expensive and uncertain to resolve.
The photographic record also protects the tenant from unfair claims. A crack that was present at move-in and documented in the move-in inspection cannot be charged to the tenant at move-out. The documentation serves both parties — which is why it is maintained consistently rather than selectively.
The Contractor Network
Maintenance work is carried out by external contractors — not by this office’s staff. The contractor network covers all categories of maintenance work required for residential properties in Pune:
- Plumbing and sanitary
- Electrical — licensed electricians for all electrical work
- Civil and masonry
- Painting — interior and exterior
- Carpentry and furniture repair
- AC servicing and repair
- Pest control
- Glass and glazing
- Waterproofing
How contractors are selected for the network:
Contractors in this network have been used across multiple properties over time. The selection criteria are:
- Quality of work — assessed on actual completed jobs, not on claims
- Pricing — market-consistent, not lowest-bidder. The lowest quote is not automatically selected because the lowest quote frequently produces work that needs to be redone
- Reliability — showing up when scheduled, completing work in agreed timeframe
- Documentation — issuing proper receipts and invoices for all work
Transparency in contractor selection:
You are informed of which contractor is used for every job. The invoice is included in the monthly statement. You can raise a question about any contractor or any bill — and you will receive a specific answer. There are no preferred contractor arrangements that benefit this office financially — contractor selection is based on job suitability and track record.
For specialist work:
Some work requires specialists beyond the standard contractor network — structural assessment by a civil engineer, electrical rewiring requiring a licensed contractor with specific certifications, waterproofing by a specialist applicator. For this work, three quotes are obtained where practical and presented to you before the job is awarded.
How Maintenance Work Is Authorised
Not all maintenance work follows the same authorisation process. The process depends on the nature and cost of the work.
Emergency Repairs — Immediate Action
An emergency repair is one where delay would cause significantly greater damage or create a safety hazard:
- Burst pipe — water flooding the flat or seeping into adjacent units
- Electrical fault creating a safety risk
- Broken window or door lock compromising property security
- Drainage blockage causing sewage backup
For emergency repairs, work is authorised immediately under the management PoA authority. You are informed of the emergency and the action taken on the same day. The invoice and photographs are included in the following report. Prior approval is not sought because the damage from delay outweighs the cost of the repair.
Routine Repairs — Within Defined Threshold
Routine repairs below the defined monthly expenditure threshold are authorised by this office without prior approval. The threshold is agreed at the start of the management arrangement and documented in the PoA.
Examples: tap replacement, minor plaster repair, electrical switch replacement, drainage cleaning, minor carpentry.
Every routine repair is documented with an invoice and reported in the monthly statement.
Significant Repairs — Your Approval Required
Repairs above the defined threshold require your prior written approval before work begins. This includes:
- Painting — full flat or significant area
- Plumbing replacement beyond routine repair
- Electrical rewiring or major electrical work
- Civil work — floor repair, wall repair beyond minor
- AC replacement or major servicing
- Any specialist work
For work requiring your approval, we prepare:
- Description of the work required
- Photographs showing the current condition
- Contractor quote — or multiple quotes for larger jobs
- Our recommendation on approach and contractor
- Estimated timeline
You review and approve before any commitment is made to the contractor.
Preventive vs Reactive Maintenance
Most property maintenance in India is reactive — fix it when it breaks. This approach is more expensive than preventive maintenance and creates more disruption for the tenant.
Under this management arrangement, the inspection schedule is designed to catch issues before they become failures.
Examples of preventive action:
| Observation | Preventive Action | Reactive Cost if Ignored |
|---|---|---|
| Minor seepage mark on ceiling after monsoon | Roof waterproofing check and minor repair | Full ceiling replaster after major water damage |
| Slow drainage in bathroom | Drain cleaning | Blocked drain causing overflow damage |
| Hairline crack in wall near window | Monitor and seal if progressing | Structural assessment and major repair |
| AC not cooling efficiently | Service and gas recharge | Compressor replacement |
| Minor rust on main door hinges | Oil and treat | Hinge failure requiring door re-hanging |
| Damp patch near kitchen sink | Check pipe joint, reseal | Pipe replacement and wall replaster |
The cost difference between catching a problem early and addressing it after failure is almost always significant. The inspection schedule exists to catch problems at the early stage.
Monsoon preparation:
Before every monsoon season — typically May — a specific pre-monsoon inspection is conducted. This covers:
- Terrace and parapet waterproofing condition
- All drainage outlets — cleared and functional
- Window seals and frames — no gaps
- AC drain pipes — cleared
- External walls — any crack or gap that could allow water ingress
A property that enters monsoon with known waterproofing gaps will have water damage by September. A property that enters monsoon with these gaps addressed will not.
The Expenditure Approval Framework
The expenditure framework is documented in the management PoA and summarised here for clarity.
| Expenditure Category | Threshold | Approval Required |
|---|---|---|
| Emergency repair | Any amount | No — immediate action, same-day notification |
| Routine repair | Below defined monthly threshold | No — documented in monthly report |
| Significant repair | Above threshold, below upper limit | Yes — quote and description submitted |
| Major work | Above upper limit | Yes — multiple quotes, recommendation |
| Any structural change | Any amount | Yes — always |
| Any work affecting society common areas | Any amount | Yes — society approval also required |
The specific threshold amounts are agreed at the start of the management arrangement based on the property type, age, and your preferences. A recently renovated flat with new fittings needs a lower threshold — routine repairs will be infrequent and small. An older flat may need a higher threshold to allow routine maintenance to proceed without constant approval requests.
Tenant Vacation Inspection
The vacation inspection is the most important inspection in the entire tenancy cycle. It determines the security deposit settlement and documents the property’s condition for the next tenancy.
When it is conducted:
The vacation inspection is scheduled within 48 hours of the tenant returning all keys and access cards. It is not conducted while the tenant still has access to the property.
Who is present:
The inspection is conducted by this office. The tenant is invited to be present — their presence is recommended because it allows any disputes about damage to be raised immediately rather than after the inspection report is prepared. If the tenant chooses not to be present, the inspection proceeds and the report is final.
What is compared:
The move-out condition is compared against:
- The move-in inspection report and photographs
- The most recent quarterly inspection report and photographs
- The condition checklist completed at move-in
What is assessed:
- Damage beyond normal wear and tear — this is the critical distinction
- Cleanliness — the property should be returned in a clean condition
- Missing items — for furnished properties, the inventory is checked item by item
- All keys, access cards, parking remotes — accounted for
Normal wear and tear vs damage:
This distinction matters because normal wear and tear is not chargeable to the tenant. Understanding the difference:
| Normal Wear and Tear | Damage |
|---|---|
| Minor scuffs on walls from furniture | Large holes or gouges in walls |
| Faded paint after 3+ years | Paint deliberately marked or stained |
| Loose door handle after years of use | Door handle broken by force |
| Minor scratches on floor tiles | Cracked or broken tiles |
| Slight discolouration of bathroom grout | Mould damage from tenant neglect |
The photographic record from periodic inspections establishes what was pre-existing and what occurred during the tenancy.
The inspection report:
The vacation inspection report is prepared within 24 hours of the inspection. It includes:
- Condition assessment room by room
- Photographs — complete coverage
- List of damage beyond normal wear and tear
- Estimated repair costs with contractor references
- Security deposit settlement calculation
The report is shared with you and with the tenant simultaneously. Deductions from the deposit are documented with specific damage references — not vague descriptions.
Annual Property Condition Report
In addition to the quarterly inspection reports, every property receives an annual condition report at the end of each calendar year.
The annual report is a consolidated assessment — not a repetition of the quarterly reports — covering:
- Overall property condition at year end
- Maintenance work completed during the year — summary with costs
- Issues identified and addressed during the year
- Issues currently being monitored
- Recommended work for the coming year — with estimated costs
- Market context — brief note on rental market conditions in the locality
The annual report is the document you use to make decisions about the property for the coming year — whether to invest in renovation, whether to adjust rent at renewal, whether any significant expenditure is anticipated.
What Requires Your Physical Presence
Most property management activities do not require you to be in Pune. However, some situations do benefit from — or occasionally require — the owner’s physical presence:
Major renovation decisions: A decision to undertake significant renovation — full flat painting, kitchen renovation, bathroom renovation — is better made after a personal inspection where possible. Photographs and reports convey condition but do not fully substitute for a walkthrough when the expenditure is significant.
Dispute with society involving title: If a society dispute involves questions about ownership, title, or rights that go beyond routine management, your personal engagement may be required.
Sale preparation: Preparing the property for sale — particularly if significant work is needed — benefits from a personal inspection to assess the scope and prioritise expenditure.
Legal proceedings requiring deponent: If legal proceedings require a sworn statement from the property owner personally, your presence or specific legal arrangements are required.
For everything else — routine maintenance, tenant management, society liaison, statutory compliance, rent collection — your physical presence is not required. That is the purpose of this management arrangement.
Common Mistakes
1. Relying on the tenant to report maintenance issues
Tenants report maintenance issues when the issues affect their comfort — a non-functioning AC, a blocked drain. They do not report issues that do not affect them — a hairline crack in an external wall, a minor leak in the terrace above the top floor. Relying on tenant reports means missing the issues that tenants don’t notice or don’t care about.
2. Approving the lowest quote without assessing quality
The lowest maintenance quote is frequently the most expensive option in the long run. Work that is poorly done needs to be redone — at additional cost and with the disruption of a second contractor visit. Quote assessment considers price, track record, and the scope of work being quoted for.
3. Deferring maintenance to avoid expenditure
Deferred maintenance compounds. A ₹2,000 repair deferred for six months frequently becomes a ₹15,000 repair. The inspection schedule is designed to catch issues early precisely because early intervention is cheaper than late intervention.
4. Not conducting a move-in inspection
The most expensive documentation omission. Without a move-in inspection report and photographs, any dispute about damage at the end of the tenancy is unresolvable. The tenant claims the damage was pre-existing. The landlord claims it was not. Without documented evidence, the position is weak.
5. Allowing maintenance expenditure without receipts
Every maintenance expenditure must have a receipt or invoice. Expenditure without documentation is not reimbursable, not deductible for tax purposes, and not defensible if questioned. Under this management arrangement, no expenditure is recorded without a corresponding document.
6. Not conducting a pre-monsoon inspection
Pune’s monsoon is reliable and heavy. A property that enters monsoon with unaddressed waterproofing issues will have water damage. The pre-monsoon inspection is not an additional service — it is standard practice under this arrangement.
7. Skipping inspection because the tenant says everything is fine
A tenant’s assurance that the property is in good condition is not a substitute for an inspection. The tenant’s view of “fine” and the landlord’s standard of property condition may differ significantly. Independent inspection is not a statement of distrust — it is a professional standard.
Frequently Asked Questions
1. How much notice is given to the tenant before a quarterly inspection?
The Leave and License Agreement specifies the notice period — typically 48 to 72 hours for a scheduled inspection. This is sufficient for the tenant to make themselves or a representative available, without being so long that the notice period itself creates an opportunity to conceal issues. Emergency inspections — triggered by a reported problem or a society complaint — may have shorter notice periods as specified in the agreement.
2. What if the tenant refuses to allow an inspection?
The right to conduct periodic inspections with reasonable notice is a clause in the Leave and License Agreement. A tenant who refuses access is in breach of the agreement. A formal notice is issued citing the breach and demanding access for the scheduled inspection. If refusal continues, it is treated as a serious breach — alongside the documentation question it raises about what the tenant is unwilling to have inspected. Persistent refusal to allow inspection is grounds for termination of the licence.
3. Can I request an additional inspection outside the scheduled cycle?
Yes. You can request an additional inspection at any time. Additional inspections are conducted within 5-7 business days of the request. For urgent situations — a concern raised by a neighbour, a society complaint, an event in the area that may have affected the property — additional inspections are arranged more quickly. There is no additional charge for reasonable additional inspection requests.
4. Who pays for maintenance — me or the tenant?
The division of maintenance responsibility is defined in the Leave and License Agreement. As a general principle: structural maintenance, major fittings, and building systems are the landlord’s responsibility. Day-to-day upkeep, minor repairs below a defined cost threshold, and maintaining cleanliness are the tenant’s responsibility. The specific allocation is stated in the agreement — not left to post-dispute interpretation.
5. My property is 15 years old and needs significant renovation. Can you manage the renovation process?
Major renovation — beyond routine maintenance — can be managed under the PoA authority with your specific written instruction and approval of the renovation scope and budget. We coordinate contractors, supervise work, and document completion. For a significant renovation project, a specific scope of work and budget are agreed before any contractor is engaged. This is managed as a project within the management arrangement — with separate accounting for renovation expenditure distinct from routine maintenance.
6. What if a contractor does poor quality work?
Poor quality work is addressed with the contractor before payment is released. If the work needs to be redone, the contractor redoes it at their own cost — this is a standard term in any contractor engagement. If the contractor refuses, payment is withheld and an alternative contractor is used. The cost of redoing work is not borne by you where the original work was demonstrably inadequate. Contractor selection is based partly on track record for exactly this reason — contractors who have a history of poor work or disputes are not in the network.
7. How is AC maintenance handled — is it covered in routine maintenance?
AC servicing — annual cleaning and gas recharge where needed — is routine maintenance within the defined threshold for most properties. AC repair is assessed by cost — minor repairs within threshold are routine; compressor replacement or major repair requires your approval. AC units are checked during every quarterly inspection for visible condition and operational status. The pre-summer inspection in April/May specifically tests all AC units before the season.
8. What happens to the property during a long vacancy — six months or more?
A long vacancy requires active management. In addition to monthly inspections, we ensure: society dues are current, property tax is paid, all utilities remain connected at minimum usage levels (complete disconnection can cause pipe and fitting deterioration), and the property is aired regularly. For properties vacant for more than three months, we typically recommend engaging a brief professional cleaning service before any prospective tenant viewing — a property that has been closed for months does not show well.
9. Can you manage a property that needs work done before it can be rented?
Yes. Pre-rental preparation — painting, minor repairs, deep cleaning, fixing non-functional fittings — is managed under the same arrangement before the tenant search begins. A property that is presented well attracts better tenants and achieves better rent. The cost of pre-rental preparation is assessed against the likely improvement in rent achieved and the quality of tenant attracted — we advise on what work is worth doing and what is not.
10. Is there a difference in how you manage a furnished versus an unfurnished property?
Yes, in three specific ways. First, the move-in inspection for a furnished property includes a detailed inventory of every item of furniture and furnishing — with condition notes and photographs for each item. Second, the security deposit for a furnished property should reflect the replacement value of key furnishings, not just two or three months’ rent. Third, the quarterly inspection for a furnished property specifically checks the condition of furnishings — wear, damage, missing items — in addition to the structural and systems checklist.
Areas We Cover in Pune
This service covers the entire Pune PMC and PCMC area. Properties in gram panchayat areas or outside Pune district are not covered.
Localities we regularly serve: Kothrud, Aundh, Baner, Bavdhan, Pashan, Wakad, Hinjewadi, Viman Nagar, Kalyani Nagar, Koregaon Park, Hadapsar, Kondhwa, Undri, Karve Nagar, Shivajinagar, Deccan, Erandwane, Camp, Pimpri-Chinchwad, Talegaon Dabhade, Lonavala and surrounding areas within PMC/PCMC limits.
Contact
Advocate Ketan Palshikar
Property Lawyer and Property Manager, Pune
14, Eiffel Square, 1530, Sadashiv Peth, Off Tilak Road, Pune – 411030
Phone / WhatsApp: +91 9325624069
Email: palshikar.ketan@gmail.com
Website: palshikarlegal.in
If your property has been managed informally — or not managed at all — and you are not sure of its current condition, a one-time inspection and condition report is the right starting point. Contact us to arrange this before committing to a full management arrangement.
Your property. Our legal responsibility.