Property request template

Property inspection sign-off signing request template

A signed record confirming a property inspection took place and that the owner or tenant accepts the inspection findings.

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What is a property inspection sign-off?

A property inspection sign-off is a document that records the outcome of an inspection and captures the owner's or tenant's acknowledgement of its findings. It typically references the property, the inspection date, and the condition or issues noted, then asks the party to confirm they have reviewed and accepted the record. It creates a clear, dated point of agreement about the property's condition at that time.

For agents, property managers, and inspectors, a signed sign-off reduces later disputes about what was found and when. It gives both sides a shared record they agreed to, which matters for bond claims, maintenance decisions, and condition comparisons over time. Having the acknowledgement in writing protects everyone if the property's condition is questioned down the track.

When to use a property inspection sign-off

Confirming an entry, exit, or routine inspection record with a tenant
Recording a property owner's acceptance of an inspection report
Documenting condition before a tenancy begins or after it ends
Closing out a maintenance or compliance inspection with a sign-off

What to include in a property inspection sign-off

Property details: the address and unit the inspection relates to.
Inspection date: when the inspection was carried out.
Findings summary: the condition noted or issues identified during the inspection.
Acknowledgement: a statement that the party has reviewed and accepts the record.
Signatures: the owner or tenant signs and dates to confirm the sign-off.

Pros and cons of sending a property inspection sign-off as a signing request

Pros

Send the sign-off as a private link so records stay tied to the right party
Track opens and previews to confirm the party actually reviewed the findings
Reminders prompt a tenant or owner to sign off promptly after the inspection
A completion receipt gives a dated record of the acknowledgement

Cons and things to watch

A signed sign-off records agreement but does not prove the findings are complete
Photos or detailed condition notes should be attached, not just summarised
A party signing does not stop them later disputing items not clearly recorded
It does not replace any inspection obligations under your tenancy laws or agreement

How to send a property inspection sign-off with Cosign

Upload the inspection record and use preview to check the property details and findings are accurate before sending.
Add the property owner or tenant as the signer and note the inspection date in your message.
Set a 7-day expiry so the sign-off is completed while the inspection is recent, and add a password if needed.
Send the private link, track when they open and sign, then keep the completion receipt with the inspection file.

Property inspection sign-off request details

Email subject

Inspection sign-off request

Default message

Please review and sign off on the inspection record.

Signer setup

Property owner or tenant

Suggested expiry

7 days

Button label

Sign inspection

Best fit

Property teams

Property inspection sign-off FAQs

Is an electronically signed inspection sign-off valid in Australia?

Electronic signatures are generally recognised under Australian electronic transactions law where the signer's intent and identity can be shown and the method is reliable. Tenancy records may also have specific requirements in your state or territory. This is general information, not legal advice.

Should I attach photos to the inspection sign-off?

Including photos or detailed condition notes with the record makes the sign-off far more useful if condition is later questioned. Upload the full document, with images, so the signer acknowledges the complete record rather than a summary alone.

Is the inspection record kept private and not indexed by search engines?

Yes. The sign-off is sent as a private link to the named owner or tenant and is not indexed by search engines. Only someone with the link can view it.

How do I confirm the tenant actually looked at the findings?

Cosign tracks opens and previews as well as the signature, so you can see whether the tenant viewed the record before signing. Reminders can prompt them if they have not yet signed off.

Why use a 7-day expiry for an inspection sign-off?

A shorter expiry encourages the party to sign while the inspection is recent and the condition is fresh in mind. If the link expires, you can send a new request with an updated expiry.