A property inventory provides details on the condition of a property and its contents which is carried out at the beginning of a tenancy.
It includes everything from the decor to details of the walls and flooring as well as meter readings and location of the gas stop valve.
But why is it essential?
Handan Rolande of Exact Property Services in Sussex, who boasts 20 years’ experience in the property sector, provides a step-by-step guide for beginners explains: “It’s vital because it helps both landlords and tenants keep track of any changes or damages which might take place and help resolve disputes both during and at the end of a tenancy.
“At the end of the tenancy, the signed inventory is used to compare the property’s condition and ascertain if any damage above and beyond normal ‘wear and tear’ is due.
“If you are new to inventories, it can feel like a complex process with potential pitfalls if you are not confident of the rules.
Here Handan provides a step-by-step guide on inventories for beginners.
Do I need an inventory?
An inventory provides both landlord and tenant with an agreement on the state of a property and its contents as the basis for any disputes. Without this it is difficult for landlords to prove the condition of the property before the tenant moves in. Without an inventory disputes over cleanliness or damage could complicate deposit claims.
What is a ‘check in report’ and is it different from the inventory?
A check-in report is a separate document from the inventory and lists the condition of everything in the property when the tenant moves in. You might also hear it called the ‘schedule of condition’ and it should accompany an inventory. It should be completed the day the tenant moves in. Ideally, the tenant should be present when this is carried out.
Does the Inventory Report Need to Be Signed?
It is not mandatory for the inventory to be signed but it is recommended to avoid potential disputes in the case of damage or deciding if wear and tear is excessive. Both the landlord and the tenant should sign the inventory when they are both happy that it accurately represents the condition of the property and its contents. An electronic signature and proof of delivery should be sufficient particularly as an inventory is likely to include many photographs.
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 to allow any clarifications or concerns about the property and to raise any concerns before they take occupancy. As a landlord you should make sure that a tenant knows when the check in and check out is taking place so they can attend.
What if you don’t provide an inventory?
Without an inventory, there is no agreement between landlord and tenant on the condition of the property and its contents which makes proving damage difficult. Without agreed documentation it is likely disputes will be settled in favour of the tenant meaning you could be unable to claim damages from the deposit.
Handan adds: “It might seem like a complex process, but an accurate inventory can save you time and money in the future particularly if there is a dispute over the deposit at the end of a tenancy.
“Properly done, it will protect both landlord and tenant and landlords should consider it as a vital part of their business. Any tenant asked to hand over a deposit without an inventory should likewise be wary.”
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