For care professionals · Property care
What should I document on every home check?
On every home check, record the date and time, what you checked from a written checklist, dated photos of key areas such as the thermostat and water shut-off, anything unusual and what you did about it. Send the owner a short report the same day, and keep a signed record of every key and code you hold.
In 60 seconds
- A written checklist agreed with the owner makes every visit consistent and shows exactly what you were asked to check.
- Dated photos of the thermostat, basement, water shut-off, doors and any problem are the clearest evidence of the home’s condition on that day.
- A same-day report to the owner, even when nothing is wrong, keeps them informed and can help show their insurer the home was being checked.
- A key and code log, signed when keys change hands, protects you if a key is lost or a home is entered without permission.
- Photos, alarm codes and travel dates are personal information, so store them securely, share them only with the owner and delete what you no longer need.
Why should home watch providers document every visit?
Because a visit that is not recorded is hard to prove. Owners often have insurance conditions about someone checking the home while they are away, and the Insurance Bureau of Canada tells homeowners to have someone check every day or every few days, depending on their policy. Your records show the checks happened.
Records also protect you. If a pipe bursts between visits, dated photos and notes show what the home looked like when you left. If an owner questions a charge or a missed visit, your log answers it calmly, with facts instead of memory.
What should a home check checklist include?
A home check checklist should cover every area where damage starts quietly: water, heat, entry points and the exterior. Agree on it with the owner before the first visit, adjust it for the season, and tick every item each time so the report shows exactly what was checked and what was not.
- Date, time in and time out
- Thermostat reading and whether the heat or cooling is running
- Basement, under sinks, around the water heater and near the water shut-off for leaks or frost
- Doors, windows and locks, and any sign of forced entry
- Alarm armed and disarmed, and any alarm panel messages
- Roof, eavestroughs, ice and snow around vents and gas meters in winter
- Mail, parcels and flyers collected
- Anything unusual, and what you did about it
What photos should I take on a home check?
Take dated photos of the same key spots on every visit: the thermostat display, the basement floor, the water heater, the main water shut-off, entry doors and the outside of the home. Add close-ups of anything unusual. Consistent angles make it easy to compare visits and spot a slow change.
If you find damage, photograph it before you touch anything, then again after any emergency step you take, such as shutting off the water. The Insurance Bureau of Canada’s claim guidance tells homeowners to document everything, take photos of damaged items and keep detailed notes, so your photos may become part of the owner’s claim.
Avoid photographing personal papers, family photos or valuables beyond what the check requires, and never post photos of a client’s home publicly.
How should I report to the owner after each visit?
Send a short report the same day, by the method you agreed, such as text or email. Say when you visited, confirm the checklist was completed, attach two or three key photos and note anything unusual. If there is a problem, call first and follow up in writing, so the owner has a record.
Agree in advance who to call if the owner cannot be reached, such as a relative or local contact, and how much you may spend on an urgent repair without asking. Write down every decision made by phone, with the time and the person who made it.
How should I handle and record client keys and alarm codes?
Keep a written key log for every client, signed when keys or codes change hands. Label keys with a code rather than the address, store them securely and separately from anything that identifies the client, and return every key with a signed receipt when the arrangement ends. Never copy a key without written permission.
- Which keys, fobs, garage remotes and codes you received, and the date
- A client code on each key instead of a name or address
- Who else, such as a backup person, may use them, with the owner’s written permission
- What happens if a key is lost, and who pays for a lock change
- Date and signature when everything is returned
How long should I keep home check records, and how do I protect them?
Keep visit records at least as long as your agreement says, and remember that tax records have their own rule: section 230 of the Income Tax Act generally requires business records to be kept six years from the end of the tax year they relate to. Store everything securely and share it only with the owner.
Photos, travel dates and alarm codes are personal information. The Privacy Commissioner explains that PIPEDA sets rules for how businesses collect, use and disclose personal information in commercial activity, including safeguards and limits on use, disclosure and retention, and that Alberta, British Columbia and Quebec have their own private-sector laws. Check which rules apply to you.
Does Maple Care keep records of my home checks?
No. Maple Care helps owners and independent professionals find each other, but it does not supervise visits, store visit reports or hold keys. Your checklist, photos, reports and key log are yours to keep and share with the owner. Ask our team for our care agreement template if you want a written starting point.
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Frequently asked questions
Do I need to report a home check if nothing was wrong?
Yes. A short “all normal” report with a photo of the thermostat tells the owner the visit happened and the home was fine. Over a season, those routine reports build the record an owner may need if they later have to show their insurer the home was being checked.
Should I use a paper or digital checklist?
Either works if it is consistent, dated and kept safely. Many professionals use a checklist on their phone so photos and notes stay together with a time stamp. Whatever you use, make sure you can produce a clear record of any past visit if the owner or their insurer asks.
What should I do if I find a burst pipe or break-in?
Put your safety first. For a break-in, do not go inside; leave and call the police. For water, shut off the main valve if it is safe and agreed, call the owner and any named tradesperson, and photograph everything before and after. Then write a full report the same day.
Can I share photos of a client’s home on social media?
Not without the owner’s clear written permission, and even then think carefully. Photos can reveal the address, the layout, valuables and the fact that the home is empty. Most professionals keep client photos private and use general photos of their own tools or vehicle for marketing.
What if I miss a scheduled home check?
Tell the owner as soon as you know, explain why, and send your backup person or reschedule as early as possible. Record the missed visit honestly in your log. Hiding a missed check can cause far bigger problems if something goes wrong and the owner’s insurer asks for the visit history.
Sources and evidence
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