Inventory

The Inventory

At the start of a tenancy a deposit is usually taken to protect breaches within the tenancy agreement. The breaches may be things like neglect or failure to return the property to the condition at the start of the tenancy minus wear and tear. One of the best ways to minimise the risk of disputes with tenants over the return of deposits at the end of the tenancy is to compile a comprehensive and clear inventory at the start of every tenancy.

It is best practice for a detailed inventory to be carried out at the start of the tenancy. If tenants are aware an inventory has been compiled it shall be easier for them and they are more likely to ensure that the property is left in the same condition in which it was originally let. Inventories are particularly important now that tenancy deposit schemes are in place across the UK as they form critical evidence in cases of disputes.

This report is made up of two parts combined to make one document. The inventory make which is the where the name comes from. This part is the inventory list of the components that make up the property plus the description of those items.

The next part of the report is the condition of the item, this is the condition recorded at check-in, or at the time the tenant is to take possession of the property. The two combined are the inventory and schedule of condition commonly known as the inventory. The greater the detail within the report the greater weight the evidence shall carry. Each report we produce will describe the item and the condition of that item within the report and shall have back up photographs and, if requested, 360 Degree video images capturing all areas. The report shall be sent either directly to the tenant, or the letting agent prior to move-in. The tenant will be able to sign the report there and then using the electronic integration we have built in.

Check in

The inventory as above contains the condition at check-in, this is compiled prior to a formal check-in. The formal check-in is an optional walk through at the property with the tenants. The inventory will be used for comparison with the property. The smoke alarms shall be tested, keys handed over and recorded and utility meter readings taken. The tenant shall be asked to sign the report. After signing the tenant must still be given time to go through the inventory and agree or make comments if they should they feel the need to. The tenant shall be able to make comments and add photos electronically to the report. After this the report is then locked down and finalised.

Mid Term

Mid Term Inspection

The mid term inspection, sometime known as property inspection or tenancy visit is less detailed than the inventory. This report is conducted after the tenancy has started and the tenant have moved in. The timings can vary but are usually 3 months after the tenancy start and then 6 monthly intervals thereafter. Each room is inspected for obvious signs of neglect and general upkeep plus obvious harm to the property or hazards to the tenants. A general overview of cleanliness will be noted as well as the condition of the gardens. At least two photos are taken of each room with the tenant’s permission. Smoke alarms and monoxide alarms are also tested.

Check Out Report

Check-out Report

Properties naturally change over time and wear and tear should be expected. These observations shall be noted within the report along with any further observation. The property manager/ landlord can then asses the report and determine if any of the deposit should be withheld to compensate for damage, neglect or further cleaning. Should a dispute occur this report shall be needed to form part of the evidence to substantiate the claim. Digital photographs are taken and imbedded within the report, keys noted and exit utility meter readings taken.