Fluent Forms for Property Management
Move-in/out inspections, maintenance requests, and property condition reports with photo evidence.
Property managers juggle inspections across dozens of properties. Fluent Forms replaces paper inventory reports and email-based maintenance requests with structured mobile forms — complete with photos, signatures, and professional PDF reports for landlords and tenants.
Typical workflow
- Build an inventory / condition report template with sections for each room
- Prefill the property address and tenant details before the inspection
- Walk the property and complete the form room by room, capturing photos and speaking notes via Voice Fill
- Tenant signs off on the condition report digitally
- PDF report is generated for the landlord, letting agent, and tenant records
Recommended field types
| Field type | Use it for |
|---|---|
| Inspection Matrix | Condition ratings per room — walls, floors, fixtures, fittings |
| Image Upload | Room-by-room photos, damage evidence, meter readings |
| Signature | Tenant and inspector sign-off |
| Table Matrix | Room-by-room item inventory (item, condition, notes) |
| Date (default to today) | Auto-stamping the inspection date |
| Text (Voice Fill) | Detailed observations about wear, damage, or maintenance needed |
| Dropdown | Property type, inspection type (move-in / move-out / periodic) |
Example forms
- Move-in inventory report — room-by-room condition with photos, signed by tenant
- Move-out checkout report — comparison against move-in, deposit deduction evidence
- Periodic inspection — quarterly or annual property condition check
- Maintenance request form — tenant-reported issue with photos and urgency level
- Gas / electrical safety record — certificate details, next due date, engineer signature
- Key handover form — which keys were provided, tenant acknowledgement
Key features for property management
Room-by-room inspections
Structure your forms by room. Each section captures condition, photos, and notes independently — making it easy to compare move-in vs move-out states.
Photo evidence
Capture dated photos of every room, fixture, and any existing damage. These are invaluable for deposit disputes and landlord reporting.
Digital signatures
Get tenants to sign the condition report on the spot. No printing, scanning, or chasing paper forms.
Branded PDF reports
Generate professional reports with your agency logo. Share with landlords and tenants via email straight from Fluent Forms.
For move-out inspections, prefill the form with the original move-in data so the inspector can compare current condition against the baseline without switching between documents.