Inventories
A comprehensive inventory report is an important part of any property rental agreement, as it protects all parties and limits disputes over liability and damage at the end of the tenancy.
An inventory should be carried out by an unbiased, independent party and acts as a binding agreement between the landlord and the tenant when the document is signed. The report is compiled before a tenant moves into a property and acts as protection for all parties involved in the lettings process.
The inventory report is what we like to call a “snap shot” of the property condition and content. It includes all the furniture , fixtures and fittings at the time of the inspection and will detail all the defects and the level of cleanliness. Each report is supplied with quality images to support the written document.
A check out can only be as good as the inventory that was supplied at the start of the tenancy and both documents may be relied upon if there is a dispute at the end of the tenancy.
Check Ins
The check in is just as vitally important as the inventory. Our check-in inspections are carried out at the start of every tenancy to ensure an up-to-date record of the property’s condition is on file.
Handing the tenant a copy of the inventory is ok, but should the case be that the report has not been returned by the tenant signed & agreed within a set time scale, most courts would not accept an unsigned inventory should any disagreements arise during the checkout procedure by the tenant(s), Landlord(s) or Letting Agent.
At Check In our qualified clerks will walk through the inventory page by page noting any additions to the inventory at the time of the check - in.
The tenants are made aware of any issues and defects at the time of the Check - in. The meter readings are taken, keys are detailed and checked, and then signed for by the tenant(s) before handed over by the clerk.
At check in our clerk will:
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Walk the tenant through the property and make them aware of any issues, defects and maintenance requirements ( ventilating the bathrooms to prevent mould formation etc,)
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Take the meter readings and provide them to the tenants
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Test smoke alarms, heat alarms and carbon monoxide alarms
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Check provided keys and detail them
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Obtain signature for the keys
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After the tenant has been informed about the condition of the property and the level of cleanliness Check Out guidance notes are provided for tenants to inform them of the requirements at the end of tenancy property handover and their responsibilities prior to the Check Out.
Check Outs
The Check Out at the end of the tenancy is one of the most important parts of the property inventory services, as it is the only way to ensure that the property is left in the similar condition as at the commencement of the tenancy. Check outs have become increasingly important to ensure that the landlord and agent cover the costs of any damage or cleanliness issues caused by tenants, if it is not registered it is difficult to prove liability.
The Check Out report compiled during the check out process also helps landlords to determine what maintenance work needs to be carried out before new tenants move in and is a vital component of letting a property.
As part of our services at the end of the tenancy we return to the property for the tenancy check-out reports. Using the Inventory/check-in report, we document and photograph any discrepancies and changes in the condition and report the cleanliness of the property and its contents. The property inventory clerk will collect the keys from the tenant and return them to the agents or landlord and take final utility meter readings.
The end of tenancy Check Out report includes the following information:
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A full check of the property against the inventory with report written findings and discrepancies
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Digital photographs as standard, highlighting any changes or damages
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Level of cleanliness
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Keys checked and property secured
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List of missing or damaged items
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Photographs and details about all furniture and appliances
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Fair wear and tear
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Utility meter readings
Mid - Term Inspections
The Mid - Term inspection or Interim is a brief inspection, carried out at regular agreed intervals during the tenancy. This is to ensure all conditions of the tenancy are being adhered to and that the property is being well looked after, within the bounds of Fair Wear & Tear. This should be carried out with the tenants present at a time convenient to all parties with adequate notice given.
There are quite a few benefits to carrying out mid-term inspections, when you are likely to be able to intercept the potentially expensive problem and can ensure that minor issues do not develop into more significant ones.
In addition, you will know exactly what improvements are required before the tenancy ends, so you can organise for repairs during their stay. This means that your property is ready for your next tenants and will not be left empty ensuring you no loss of income.