Inventory essentials – top tips
What are the ‘must haves’ in a report which will protect both the landlord and the tenant?
If using an independent third party for your reports, make sure they are giving you the quality report you need.
Top tip from No Letting Go: Provide guidance notes at the beginning of the inventory, so those reading it understand its scope and format.
Remember to:
list each item and area in the property with details of its condition and the standard of cleanliness throughout. Tip: Condition and cleanliness are two separate things, with fair wear and tear applying to condition only. Tip 2: Create a front page summary and include a line for ‘smells’ (“any evidence of smells at check-in”). This will give you a comparison point for check-out
Top tip from No Letting Go: List appliance manuals on the inventory so you have a record that tenants have been provided with appliance guides, and these can be accounted for at check out. Record brand name and model for appliances, and include all the fixtures and their condition.
include photo and video evidence which supports the written description – referencing each area that they relate to, if not on the same page. Tip: Take photos at check-out, from the same angle as they were taken in the check-in reports, and use a measure (such as a ruler or finger length) to show the size and ratio of, for example, scuffs on walls and marks on carpets
Top tip from No Letting Go: Use neutral and non-evocative terms. Avoid “really bad scratch” in favour of “heavy scratch approx. 30cm”.
date the reports and, if they are only photographic or video reports, make extra sure the time of the inspection is clear. Note: This especially applies to student properties and blocks where the décor and contents are identical and where turn-around times can be super quick
keep the terminology used the same when describing something on both check-in and check-out reports. Tip: Descriptions can be short, yet explanatory, for example, three dark stains on the carpet, and several furniture indents, worn throughout. DO NOT rely on ‘good’ ‘poor’ ‘excellent’ or just use tick boxes
Top tip from No Letting Go: Use a glossary to define levels of cleanliness and condition. No Letting Go defines six levels of cleanliness, and also condition from ‘brand new’ down to ‘very poor’.
define any of the terms or abbreviations used within the documents for consistency. Tip: Think about using a number to reference each item. This makes it easier to cross-reference any item or area at a property visit or final inspection
Top tip from No Letting Go: Keep inventory language simple and understandable by all. Avoid technical and architectural terms.
make sure any photos not embedded in the main report are digitally dated. If not, these should be sent to your tenant who can initial and date them separately to verify them. Tip: Check the date is set correctly on your phone, device or camera settings
carry out mid-term property inspections and don’t underestimate their value. Tip: These can help build a clear picture of what happened during the tenancy when it comes to discussing responsibilities and any associated costs at the end
send all reports to the tenant who, in an ideal world, will sign them to confirm receipt. However, when it comes to negotiation or adjudication, you will need to be able to evidence that the tenant received the check-in report and had the opportunity to comment and make any amends. For example, a time and date stamped email or a declaration form when they took the keys. It is generally more acceptable for the check-out report to be sent to the tenant but not necessarily signed
make sure check-in reports are completed before the tenant moves in, and check-out reports are completed after the tenant has moved out all their belongings, making sure there are no long gaps between these two events
So now you are prepared for all eventualities, with a comprehensive check-in inspection report, any mid-term inspections and a thorough check-out inspection report.
These are the best starting tools for any end of tenancy negotiations, offering you the ability to compare these reports from the start, during and end of the tenancy. These give all parties the best opportunity to agree on who is responsible for what when the tenant moves out and avoid the prospect of a formal resolution being needed.
We also have our ‘Ins and outs of inventories’ checklist, designed to help landlords, letting agents and tenants avoid formal resolution by making sure that you have covered all areas in your inventory report.
Finally, it is always best to be prepared for the unexpected and sometimes things go wrong, even when everything has been done properly. The best precaution for all landlords is to take out landlord insurance, which protects the property owner against financial losses related to their rental property.
Total Landlord, which like mydeposits is powered by Total Property, offers award-winning landlord insurance and has been providing comprehensive cover for landlords since 1996. If you are a member of mydeposits, visit our insurance partner page to find out more and receive an exclusive discount of 15% off landlord insurance with Total Landlord.
Visit Total Landlord’s Knowledge Centre for a comprehensive library of guides, articles and podcasts to help you navigate the complexities of the private rented sector.
Further reading from Total Landlord related to this mydeposits guide:
End of tenancy cleaning checklist for landlords and tenants (includes a tenant checklist)
The ultimate guide to inspecting your property
The ultimate guide to a landlord inventory and schedule of condition
Yes
No
