The end of the year is quickly approaching, and while many residents are winding down, property and community managers know the reality: Q4 is the time to finish strong.
A year-end walkthrough isn’t just about checking boxes—it’s your final opportunity to assess vendor performance, document issues, and set a clean foundation for 2026. Whether you’re managing a single HOA or a portfolio of communities, this checklist will help you close out the year confidently and with a clear plan.
1. Conduct a Final Site Walkthrough for Each Property
Why it matters: Seeing the property in person helps you catch issues missed in reports or email threads.
Checklist:
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Landscaping conditions: turf health, cleanup needs, irrigation leaks
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Common areas: lighting, signage, paint, pressure washing
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Amenities: furniture condition, cleanliness, any overdue repairs
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Safety hazards: loose railings, trip hazards, burned-out lights
Take photos, document findings, and assign action items for follow-up or Q1 budgeting.
2. Review All Open Work Orders and Service Requests
Why it matters: You don’t want to carry avoidable issues into the new year.
What to do:
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Pull a report of all open maintenance, janitorial, and vendor tasks
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Close out completed items, and follow up on anything older than 30 days
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Prioritize urgent work for completion before December 15
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Flag any items that need to roll into Q1 planning or 2026 scopes
3. Check Contract Compliance and Service Completion
Why it matters: Vendors should complete their full scope before year-end billing.
Key areas to confirm:
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Landscaping: final cleanups, mulching, trimming
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Holiday lighting: full install complete and operational
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Janitorial: seasonal deep cleans done (especially clubhouses and restrooms)
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Seasonal inspections: fire safety, backflow, elevator, etc.
If a vendor hasn’t completed their work, reach out before they shut down for the holidays.
4. Prepare Notes for Year-End Reporting and Q1 Planning
Why it matters: January gets busy—start capturing insights now while they’re fresh.
What to document:
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Outstanding projects or deferred maintenance
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Areas where service fell short or exceeded expectations
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Suggested improvements to vendor scopes for 2026
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Any resident complaints that might require board attention
These notes will be helpful during vendor scorecard reviews and annual board presentations.
5. Communicate Wrap-Up Plans to Residents and Boards
Why it matters: Transparency reduces complaints and builds trust.
Suggestions:
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Send a short “year-end status” message to residents, highlighting what’s been completed
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Let them know how to submit last-minute requests or concerns
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Share a summary with board members outlining remaining work and what’s planned for January
It shows you’re on top of things—even when most people are winding down.
✅ Finish the Year With Confidence
A well-done year-end walkthrough isn’t just about inspections—it’s your chance to tighten up loose ends, hold vendors accountable, and tee up a strong start to 2026.
Take a few hours this month to walk your sites, review your data, and prep your teams. You’ll enter the new year organized, informed, and ready to go.