Inventory

An Approved Inventory is a concise and comprehensive document that provides a true and accurate written record of the condition and contents of the interior of a property on a certain date. It will include interior walls, doors, ceilings, floors, carpets, paintwork, light fittings, woodwork, windows etc. In the case of a furnished property it will also include a full account of all furniture, ornaments, kitchen appliances, utensils and other tangible items. The entire report works methodically from the front entrance through each room. It will describe in detail the decorative order and cleanliness of the property, capturing digital images throughout the property.

On completion of the inspection the information is uploaded and a professionally formatted computer-generated report is produced.

We should emphasise that digital images are only used as supporting evidence in the unlikely event of a dispute.  The primary evidence is presented by the independent Inventory Clerk’s detailed written report.

CHECK-IN

An Approved Inventory is a concise and comprehensive document that provides a true and accurate written record of the condition and contents of the interior of a property on a certain date. It will include interior walls, doors, ceilings, floors, carpets, paintwork, light fittings, woodwork, windows etc. In the case of a furnished property it will also include a full account of all furniture, ornaments, kitchen appliances, utensils and other tangible items. The entire report works methodically from the front entrance through each room. It will describe in detail the decorative order and cleanliness of the property, capturing digital images throughout the property.

On completion of the inspection the information is uploaded and a professionally formatted computer-generated report is produced.

We should emphasise that digital images are only used as supporting evidence in the unlikely event of a dispute.  The primary evidence is presented by the independent Inventory Clerk’s detailed written report.

CHECK UP

A Check Up Report on a rented property can be requested by the Landlord/Agent at any time during the duration of the tenancy but ideally this should be done every 3-6 months. An Approved Inventory Clerk will visit the property at a pre-arranged time with the Tenant to carry out the inspection. The latest digital technology is used to ensure maximum detail and accuracy. Where necessary, digital images will be taken to highlight specific points when required.

Our Clerk will:

• Ensure that the conditions of the Tenancy Agreement are being adhered to and that the property is being well looked after and within the bounds of fair wear & tear.
• Check that there are no unauthorised occupants or pets.
• Discuss, if instructed by the Agent/Landlord, any specific issues regarding the tenancy (for example rent arrears or noise complaints).
• Obtain feedback from any Tenants present. If the Tenants have any issues these will be noted on the report.
• We will advise Landlord/Agent of any maintenance issues and where necessary digital photographs are taken to record a specific item or area.
• If urgent action is required as a result of the inspection the instructing Landlord/Agent will be notified straight away by phone.

On completion of the inspection, if the Tenant is present, a declaration is signed by the Tenant and Inventory Clerk, agreeing that the Check-Up Report accurately reflects the content and condition of the property. 

We should re-emphasise here that digital images are only used as supporting evidence in the unlikely event of a dispute.  The primary evidence is presented by the independent Inventory Clerk’s written report.

The benefits to a Landlord in having regular independent assessments carried out on their rental property during a tenancy by Approved Inventories are:

• It allows the Landlord to be kept in touch and remain informed during the tenancy thereby giving them peace of mind that their investment is being protected.
• It serves as re-assurance that their property is being well maintained by the Tenants.
• The first inspection of any tenancy is a way for the Landlord to make a judgment as to whether they are happy for the tenancy to continue at the end of the current contract. If not, it gives them time to advertise for new Tenants.
• It puts the Landlord in a position to take pre-emptive action to tackle an issue before it gets too serious e.g. a small leak can be repaired before it causes any expensive damage.
• Routine inspections will encourage Tenants to adhere to the terms of the Tenancy Agreement thereby ensuring the whole tenancy runs smoothly.

CHECK OUT

The Check Out is the final stage of any tenancy and the point when the benefits of a professionally prepared Approved Inventory having become apparent. It is important that this takes place when the Tenant has moved out of the property.  Their furniture and possessions should have been removed, all cleaning should have been completed and they should not be allowed further access to the property after this time.

The Tenant can be present at the Check Out to witness and sign for the report and any of their comments can be documented. It is important for them to attend the Check Out to agree any discrepancies or variations to the original Inventory such as cleaning deficiencies, damage/breakage, missing or additional items, excessive wear, and condition of gardens.  Our Inventory Clerk will meet the Tenant at the property at a pre-arranged time with a copy of the original Inventory/Check In report.

  The Check Out process involves a thorough re-examination of the property’s cleanliness, décor, contents, fixtures, fittings and furnishings against the Inventory and Check In report agreed at the start of the tenancy. This will allow a clear and precise recording of the condition of the property at the end of the tenancy. Digital dictation equipment is used to ensure maximum detail and accuracy.

If necessary, digital photographs will be taken to highlight specific points when required. A full list of utility readings will be compiled along with a list of keys handed back by the Tenant. Where possible a forwarding address for the Tenant will be recorded.

The report normally comes in two parts; the first is signed by the Tenant at the time of the Check Out, containing any issues they have raised handwritten clearly and concisely along with meter readings and a record of any keys returned. The second part is computer generated using the information from the digital recording and both parts are then forwarded on to the client. Any extra photographs taken at this stage will also be available either as a download or on a compact disc.  We should re-emphasise here that digital images are only used as supporting evidence in the unlikely event of a dispute.  The primary evidence is presented by the independent Inventory Clerk’s written report.

This report, in conjunction with the original Inventory and Check In report, can then be used to assess any necessary cleaning or gardening issues. It can also be used to assess any required repairs or replacements above normal wear and tear, whilst considering life expectancy of equipment and appliances, as well as the length of tenancy and profile of occupants. With our experience in this field we will be delighted to advise our client in all matters relating to the deposit and any claims for damages.