Why every quarter
Most damage in a rental is not sudden. It is a toilet that has been running for months, a condensate line that backs up every summer, a filter that has not been changed since move-in, or a gutter that sends water toward the foundation each time it rains. Each of these is cheap at the start and expensive at the end.
Once a year is too long to catch them, and monthly visits would intrude on the tenant. Four visits a year means every season gets a look: the AC before and during the summer, the heat before winter, the yard and drainage after spring rain.
Notice and entry: how tenants are told
Texas does not set a statewide notice period for a landlord to enter a rental. The lease governs it. Rothrock's lease gives the right to enter for inspections at reasonable times, and we give the tenant advance notice through the tenant platform with the date and a time window. Tenants can ask to move the time if it conflicts with work, and we try to accommodate them.
Tenants do not need to be home. If they are, we welcome questions, and it is often when we hear about the small things they have not reported yet. If a pet is in the home, we ask that it be secured. We knock, announce ourselves and lock up when we leave.
Inspections are not a cleanliness test. We are looking at the condition of the home and the things that affect it, not judging housekeeping unless it is causing damage, pests or a health problem.
What we check inside
- HVAC filter: is it in place, the right size, and recently changed. A clogged filter is the most common cause of AC trouble here.
- Air handler and condensate line: water in the drain pan, rust, or a float switch that has tripped.
- Under every sink: leaks at supply lines and drains, soft cabinet floors, water stains.
- Toilets: running, rocking, or water at the base.
- Water heater: rust, leaks at the base or fittings, the relief valve discharge line.
- Ceilings and walls: new water stains, cracks over doors and windows that may point to foundation movement.
- Smoke alarms tested in each bedroom and hallway, and carbon monoxide alarms where the home has gas appliances.
- Doors and windows: locks, latches, sticking doors, broken blinds and screens.
- Floors: damage beyond normal wear, pet damage, and soft spots near tubs and toilets.
- Signs of pests, unreported pets, or more occupants than the lease allows.
What we check outside
- Roof from the ground: missing or lifted shingles, damaged flashing, debris after storms.
- Gutters and downspouts: clogged, detached or draining against the slab.
- Foundation and grading: new cracks in the slab edge or brick, soil pulled away from the house, standing water.
- Siding, trim and paint: wood rot, gaps that let water or pests in.
- Fences and gates: leaning sections, missing boards, latches.
- Yard: mowed, trimmed and watered as the lease requires, with branches off the roof.
- HOA items: trash cans out of view, vehicles parked as the rules require, nothing that would draw a violation letter.
- Exterior lights, hose bibs, and the irrigation system where there is one.
Reading the photo report
After each inspection, the report goes into the owner portal. It is organized room by room and then outside, with photos for each area and a short note. Each item is marked in one of three ways.
Good means no action needed. Monitor means something is worth watching, such as a hairline crack, a carpet starting to wear, or an older water heater, and we will photograph it again next quarter so you can compare. Action means something needs a repair or a conversation with the tenant.
For action items, the report says who is responsible. If it is a normal repair, such as a worn supply line or a failing fan motor, we handle it within the dollar limit you set and call you first above it. If it is tenant-caused, such as pet damage or a missed filter that froze the coil, we address it with the tenant under the lease. Comparing reports across quarters is useful: you can see whether a crack is growing or a yard is slipping.
What quarterly inspections usually find early
Across many San Antonio homes, the same problems show up again and again. Catching them in the first quarter instead of the fourth is where the inspections earn their keep.
- Dirty or missing AC filters and clogged condensate lines, before the system fails in August.
- Slow leaks under kitchen and bathroom sinks, before the cabinet floor and subfloor rot.
- Running toilets that quietly raise the water bill and wear out parts.
- Gutter and drainage problems that push water toward the foundation on clay soil.
- Dead smoke alarm batteries or removed alarms, which are a safety and liability issue.
- Unapproved pets or occupants, which affect your insurance and the lease.
- Yard and trash issues that would have led to HOA fines.
How inspections tie into the rest of management
Inspections feed the preventive maintenance schedule. If a quarter shows the AC working hard, we schedule service before the peak. If the gutters are full in fall, they get cleaned before winter rain. At move-out, the inspection photos sit alongside the move-in photos, which makes deposit deductions clear and fair under Texas rules on normal wear and tear.
Questions
How often should a landlord inspect a rental property?
Every three months is a practical schedule for a single-family rental. It catches leaks, AC problems and lease issues early without intruding on the tenant. Rothrock inspects every managed home quarterly, inside and out.
How much notice does a Texas landlord have to give before entering?
Texas law does not set a specific notice period for entry. The lease sets the terms. Rothrock gives tenants advance notice of each inspection through the tenant platform and schedules at reasonable times.
Does the tenant have to be home for an inspection?
No. Tenants are welcome to be there, and it is a good time to mention small issues, but the inspection can go ahead with notice if they are not home.
Can I see the inspection report as the owner?
Yes. Each quarterly report, with photos of every room and the outside, is posted to your owner portal. Items needing repair are marked, along with what is being done about them.
What happens if an inspection finds tenant damage?
We document it with photos, talk to the tenant, and handle the repair under the lease, which usually makes the tenant responsible for damage beyond normal wear and tear. You see the item and the outcome in the portal.
General information about Texas rules, not legal advice. For a specific situation, speak to a Texas attorney.