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7. Notice to Tenants by City. If the appointment was made at least one week in advance of the <br />inspection and if the unit is occupied, the Inspector will send via US Mail an informational letter <br />to the unit. For inspections scheduled less than one week in advance, every attempt will be made <br />to contact the tenant with the assistance of the property manager. The informational letter will <br />contain: <br />i. The date and time of the appointment; <br />ii. The checklist of what the inspection will cover; <br />iii. A request that animals be caged, removed from the unit, or physically under leash by the pet <br />owner; <br />iv. The website address of the Attorney General's Landlords' and Tenants' Rights and <br />Responsibilities publication; <br />v. A request any rescheduling be made at least one business day prior to the scheduled inspection. <br />If the tenant has given official notice to vacate the unit, the tenant can request the inspection is <br />instead conducted after moveout has occurred; <br />vi. A notice that the tenant does not need to be present for the inspection to occur, but any <br />unaccompanied minor children cannot be home; <br />vii. A notice that the tenant is welcome to accompany the Inspector throughout the inspection. <br />viii.A notice that photos of items requiring correction may be taken. <br />8. Complaint Inspection requested by Tenant. A tenant may request an inspection due to an <br />unresolved maintenance issue or an emergency situation. The Inspector will ask if the tenant has <br />already discussed the issue with the property manager. If the tenant has not first contacted the <br />property manager about the issue, the Inspector will advise the tenant that must be done first and <br />take no further action. If the tenant has contacted the property manager, but is not getting resolve <br />on the issue, the Inspector will contact the property manager in an attempt to discuss the issue over <br />the phone. The Inspector will respond to the tenant and conduct a limited inspection based on the <br />tenant's complaint with or without the property manager present. The complaint -based inspection <br />will not replace the required annual inspection unless the property manager is present and the tenant <br />agrees to it. <br />9. Complaint Inspection by other party — If a Code Enforcement complaint on a rental property comes <br />from a neighbor or other party, the Rental Inspector and Property Maintenance Specialist shall <br />discuss the property and either will handle the complaint. Factors determining the assigning of <br />responsibility can include results from a previous rental inspection, established relationship with <br />the property manager, or if the complaint is a repeat violation. <br />10. Referral from Police or Fire Departments. During response to a 9-1-1 call, a responding police <br />officers or firefighters may notice what they feel are questionable property conditions. The Rental <br />Inspector will discuss the concern with the officer or firefighter before contacting the property <br />manager and/or tenant as the situation warrants. <br />Rental Inspections Procedures Policy <br />April 8, 2025 <br />Page 4 <br />