Services
Since the introduction of the Tenancy Deposit Scheme in April 2007 all deposits for assured shorthold tenancies must be registered with an approved scheme. If a dispute occurs between a landlord and tenant regarding the return of the deposit the scheme will hold back the deposit until the dispute has been resolved.
An independent Inventory Report is a complete and comprehensive record of the contents and condition of every room in a property, including the garden.
All fixtures, fittings and décor are included. Any marks, chips, or damage are included next to each description, so that the tenant is not held responsible for any existing damage.
The inventory is a comprehensive description of the fabric of the building and includes:
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doors and fittings;
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ceilings;
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light fittings;
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walls;
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windows;
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woodwork;
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heating;
The Inventory will also include, where relevant, any fittings in the property, white goods, and furniture. Gardens and outbuildings are also described. The Inventory provides a clear written picture of the property and will include the condition, defects and the level of cleanliness.
The Inventory forms the basis of the Check Out report and both documents may be relied upon if there is a dispute at the end of the tenancy.
Inventory
Check In
Check In Reports verify the condition of the property against the inventory at the start of a tenancy, ensuring clarity for all parties.
The tenant will be met at the property on the day of handover. The Tenant is shown aroud the property and invited to add any notes to the ingoing Inventory. At the end of the Check In the Tenant is asked to sign, online, before the keys are handed over.
If the turnaround time does not allow for the Inventory to be completed prior to the Check In then a short Check In document is provided, included a brief description of the property, meter readings and key list. The full inventory is sent to the tenant for signing at a later time, usually not more than 48 hours later.
Check Out
Comprehensive end-of-tenancy inspections to assess the property condition compared to the original inventory, facilitating fair deposit returns.
Check Out report takes place at the end of tenancy. The signed copy of the Inventory with its Check In notes is used to note any variations, for example any damages, cleanliness, missing or additional items.
If the tenant is present they will be asked to sign a brief Check Out Declaration. This document will include meter readings, general comments and a key list. The complete Check Out Report will follow, usually no more than 48 hours later.
The Check Out report includes details on the differences need to be made good, are a result of fair wear & tear, need to be cleaned or are a result of maintenance issues. New photographs are taken of every room and of any items damaged.
The Check Out report provides both the Tenant and Landlord a clear basis from which to negotiate any further costs which may be incurred following a tenancy. The Check Out inventory may be key during any dispute regarding deposit protection.
Interim
Inspection
Interim Inspections help ensure that landlords and managing agents are aware immediately of any potential problems. Interim Inspections are often arranged directly with the tenant in case they wish to be present.
An Interim Inspection is not a full check out of a property. Being sensitive to the fact that tenants are living in the property, personal possessions will not be moved and comments on the level of cleanliness or tidiness will be general, detailed only if there is a potential health and safety hazard which may cause damage to the building or neighbouring properties.
Areas that could be a cause for concern, such as mould, mildew, leaks, insect/ pest infestation, overcrowding, pets being kept, or smoking in the property will be noted, as will any maintenance issues that may not be immediately obvious, such as intermittent problems with heating or white goods that the tenant may highlight.
Tenants may also be advised on how they can remedy certain things before they become a bigger issue for example; replacing bulbs, keeping a distance between walls and furniture to prevent mildew, ventilating a property, etc.
Smoke, Heat and
Carbon Monoxide Alarms
Every time a property is visited these are checked. This means that the position is noted and the Test button is pressed and the response detailed.
This inventory is a visual record of the furniture, furnishings and other contents in the property. It does not include any comment or guarantee on the working condition of, or safety of, any fixture or fitting. This includes items such as windows, taps, the heating system, any gas or electrical appliances, none of which will have been opened, switched on/off or in any way tested as part of the inventory. The only exception to this is light bulbs, all of which will be noted as present / not present and working / not working.
Smoke, heat and carbon monoxide alarms will have the test button pressed and noted as to whether or not an alarm was emitted. Alarms connected to building wide systems, sprinklers etc will NOT be tested, but indicator lights will be looked for and noted.
Furniture and Furnishings (Fire) (Safety) Regulations 1988 – As amended 1994. Wherever possible the presence of fire labels will be noted on the inventory. If not recorded on the inventory such labels were not visible / present.
Loft spaces and cellars will not be listed unless they are habitable, safe to access and included in the tenancy. Ladders are not used during an inventory, so items above eye line will not necessarily be included.
Safety
Inventories provide a fair and accurate detailed record of the contents of the property and their condition plus the internal condition of the property at the time of inventory. As inventory clerks are not qualified surveyors, electricians, plumbers etc, an inventory should be used as a guide, not as a wholly accurate description of each and every piece of furniture and equipment, nor should it be uses as a structural survey report. This guide includes such things as paint colour and fabric colours and content, all of which are only for descriptive purposes, to identify and compare similar items. They should not be relied upon for redecoration or touch up of any paintwork. This means that terms such as silver, chrome, brass, gold, etc relate to the description of the colour and appearance of the item and not to the composition of the material.
Property left in lofts, cellars, garages, sheds and locked cupboards or rooms, which have not been inventoried, are the sole responsibility of the Landlord. Rooms excluded from the tenancy will not be included in the inventory
Disclaimer
Inventory
Landlords
As a landlord, your property is a valuable asset. An Independent Clerk can help protect your investment by providing a thorough and objective Inventory for each tenancy.
An Independent Inventory that is professionally compiled will reassure your Tenants that the Reports are unbiased and that any assessments are independent and fair. An independent Inventory and Check In, together with a Check Out at the end of the tenancy, will help to settle any disputes that might arise.
Each Inventory is completely updated at the end of every tenancy. With subsequent tenancies the Inventory is updated for a reduced fee, usually the equivalent to a Check In report. This means that you only pay for a full Inventory once, for the first tenancy.
Opening Inventory, Schedule of Condition, Cleanliness Reporting
It is essential to have an accurate, professional, independent record of the condition of a property at the start of a tenancy as this document will form the basis for any claim that you may wish to make from the tenants deposit at the end of the tenancy.
Check In
Your tenant will be met at the property on the day of move-in agreeing the Opening Inventory. The signed Inventory, including embedded, dated photographs and Check In report will then be forwarded to you, providing you with an accurate record of condition as agreed by your tenant.
Interim Inspection
Interim Inspections are required by many insurance companies. These Reports form an integral part of effective property management and an ideal way to check the condition your property is being kept in. You will receive a comprehensive report highlighting any potential issues and maintenance that may need attention.
Check Out Inspection
At Check Out a thorough inspection takes place, using the Opening Inventory for reference. This report, including embedded, dated photographic evidence and recommending any works required to help re-let your property quickly, will be forwarded to you within 48 hours. Each report will allocate liability to either landlord or tenant at the end of a tenancy, allowing you to make a quick decision based on regulatory guidelines and suitable for dispute panel purposes should one arise.
You can find further information about the Deposit Protection Schemes on the following websites:
The Deposit Protection Service:
www.depositprotection.com
Tenancy Deposit Scheme:
www.tds.gb.com
My Deposits:
www.mydeposits.co.uk
The Dispute Service:
www.thedisputeservice.co.uk
Tenants
Since April 2007, with the introduction of the Tenancy Deposit Scheme, a Landlord is not allowed to take compensation from their Tenant’s deposit without proof of the condition of the property at the start of the tenancy. The most effective way to avoid disputes arising at the end of the Tenancy is to have a full Inventory/Schedule of Condition Report on the condition of the property at the beginning of your tenancy.
Opening Inventory, Schedule of Condition, Cleanliness Reporting
Where the landlord has failed to produce an Inventory or you are not satisfied with the one you have been given, then protect yourself and your deposit with an independent accurate record of the condition of the property including embedded, dated photographic evidence.
Pre Check Out Inspection
Protect your deposit by arranging for a visit prior to vacating the property. You will receive advice on what works you may need to carry out to ensure that you receive your deposit back in full.
Check Out / Closing Inspections
If you are unsure what deposit deductions are appropriate you can book your own independent Check Out Report.
You can find further information about the Deposit Protection Schemes on the following websites:
The Deposit Protection Service:
www.depositprotection.com
Tenancy Deposit Scheme:
www.tds.gb.com
My Deposits:
www.mydeposits.co.uk
The Dispute Service:
www.thedisputeservice.co.uk
Building strong, professional relationships between Agents, Landlords, and Tenants is essential. We believe that reliability, accuracy, and professionalism are the foundations of a successful service and are central to the reputation we strive to maintain.To support this:
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All reports are available within 48 hours of visit
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Reports are made using InventoryBase. This App allows paperless reporting; keeps records of each interaction anybody has with a property/report
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You can book jobs directly; send finished reports to tenants and landlord; as well as being signed online, tenants can add notes and pictures, if you chose to allow this.
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InventoryBase also integrates with other industry software, for example FixFlo and AgentOS.
Opening Inventory, Schedule of Condition, Cleanliness Reporting
Independent, comprehensive and professional Inventories supported by embedded, dated photographs that are compliant with deposit legislation and best practice in case of any deposit dispute.
Check In
The ingoing tenant will be at the property on the day of move-in to agree the Opening Inventory. The signed inventory including embedded, dated photographs and Check In report will then be forwarded to you, providing you with an accurate record of condition as agreed by the tenant.
Interim Inspection
With appropriate pictures, this report includes any potential issues and practical recommendations to maintain the property in good order, giving the landlord and tenant confidence that the property and their interests are in good hands.
Check Out
Give your landlords and tenants the reassurance that the Check Out inspection is being carried out by a professional fully trained independent inspector. A comprehensive report will include embedded, dated photographic evidence of the findings. Independent reporting will help reduce disputes and ensure good relations are maintained with landlords. Appropriate liability is allocated to either landlord or tenant at the end of a tenancy, this will allow you to make a quick decision based on regulatory guidelines and suitable for dispute panel purposes should one arise.
Tailor Made Services
If it isn’t covered above please ask. Services can be tailored to meet your requirements.
Letting Agents