INVENTORIES

What is a property inventory?

A property inventory is a detailed document that records the condition of a property and its contents at the start and end of a tenancy. It includes a Schedule of Condition/Check-In Report, evaluating everything from décor to structural elements like floors and ceilings as well as meter readings and the location of important things such as the water stopcock and meters.

This document helps landlords and tenants keep track of any changes during the tenancy and resolve disputes efficiently. Tenants have the right to be present during inventory checks to ensure accuracy. 

Why are property inventories important?

A property inventory, carried out at the beginning of a tenancy, helps stop both parties from getting into deposit disputes when the tenant moves out. 

When the tenancy ends and a checkout inspection is performed, the property’s current condition will be compared with the inventory records. Wear and tear is, of course, expected: carpets will be walked on and kitchen appliances used. 

However, sometimes there is damage or neglect which is considered beyond ‘reasonable use’ that may mean the landlord wants to retain some – or all – the deposit to cover for replacements or repairs. 

If disputes arise, both the landlord and tenant need evidence to support their claims, found in the inventory and check-in report. Without this, making a successful claim would be very challenging.

We use a company called GoldStar Inventory Services to complete the Inventories, check-in, check out and regular inspections. The detailed reports ensure that the information is recorded correctly and can be relied upon, if necessary.

Further details about GoldStar Inventory Services can be found here: www.goldstarinventoryservices.co.uk

What is a Check-In and Check-Out report?

A check-in report, also known as the schedule of condition, documents the condition of everything in the property when the tenant moves in and accompanies the inventory report.

Ideally, the check-in should be carried out on the day tenants move in and it’s beneficial for them to be present.

A checkout report is a detailed assessment of the property’s condition at the end of a tenancy. It compares the property’s condition against the initial inventory report and any interim inspections. The checkout report should be conducted when the tenant leaves the property with all their belongings. It lists any recommended actions, usually assigning responsibilities to either the landlord or tenant, facilitating a quicker end of tenancy and return of the deposit, either in full or with agreed deductions.

Does the inventory report need to be signed?

While it’s not mandatory to sign the reports, doing so is recommended to avoid any potential disputes.

This is also a good opportunity to ensure the document contains correct names, dates, and addresses, as even minor errors could cause problems in case of a dispute. An electronic proof of delivery and signature should be sufficient; the inventory could be dozens of pages and include up to a hundred photographs so printing it could be expensive!

Does the tenant Have to be present for Check-In or Check-Out?

Tenants are not required to be present during inspections, but it is recommended, and many choose to do so. Being present allows tenants to clarify any doubts or concerns about the inspection and ensure everything is agreed upon and documented correctly. Tenants can also voice any issues or complaints about the property during the inspection, and the inspector can guide how to resolve them. 

It’s in the tenant’s best interest to be present to ensure all parties are on the same page and to facilitate a smooth inspection process.

Paxtons Estate Agents strive to ensure that their tenants are settled and happy in their rental homes and to deal with any matters that need attention or any questions a tenant might have.