What is an inventory?
The inventory report is a document which comprehensively details the contents of the property. This includes the furniture, fixtures and fittings and as well as doors, walls, ceilings, lights, flooring and so on. It is usually associated with a check-in report which is carried out at the start of a tenancy and outlines the state of the items and property at that time. When signed by the landlord and tenant it becomes a legally binding document and an integral part of the rental agreement.

Who needs one?
Every landlord and tenant should have an inventory for each property.

Why?
Because the report outlines not only what’s in the property, but also the condition it’s in.

What is a check in report?
The check-in report compares the inventory and notes any variation in either content or condition of the items, typically this means cleanliness and of course, we also record meter readings. It is vital that the check-in report is agreed and signed by the landlord (or their representative) and tenant as it forms the basis of the agreement between them.

What is a check out report?
The check-out report is carried out at the end of a tenancy when the condition and contents of the property are noted together with any differences when compared with the check-in report. Any changes are clearly highlighted.

What is a periodic inspection?
As the name suggests, periodic inspections can help ensure that maintenance and repairs are identified and addressed in good time. Regular inspections can prove to make economic sense too as prevention is often less costly and disruptive than cure!

Why use photographs?
Our experience shows the best way to avoid misinterpretations and disagreements is by combining the reports with photographs. Marks, scratches, stains and damage are photographed and serve to complement the written description and so avoid unpleasant disputes.

What about video reports?
Autumn 2005, sees the introduction of our video reports. This means we are able to provide the most realistic and complete visual and documentary reporting available anywhere.

The property is unfurnished - do I still need an inventory?
Yes, because the inventory will also point out the condition of the walls, curtains, carpets, bathroom, kitchen appliances and the property as it stands. Some landlords believe that if their property is unfurnished, then they do not need an inventory, because there is very little that can be stolen, broken or damaged. However, just think about your beautiful white walls being painted pink and purple and the tenant leaves them in that state. Without an inventory if you deduct monies from the tenant’s deposit and the tenant sues, you’ll be out of pocket.

Can anyone prepare the inventory report?
All inventories should be prepared by an inventory clerk. They are truly independent and will thoroughly survey your property and note everything. If you prepare an inventory yourself and the other party disagrees with the inventory he/she may refuse to sign it. Remember, you need a signature on the inventory to prove that it is valid.

Who’s the authoritative source?
A tenant is unlikely to disagree with an inventory clerk because they are dealing with a professional person who is qualified in that particular field.

Who pays for the inventory?
There is no hard and fast rule, typically both parties can come to some arrangement as to who should pay. The common arrangement we come across is the landlord pays for the make and check in report whilst the tenant pays for the check out report.

Your day in court
Judges do not look favourably upon inventories prepared by landlords because they see it as an amateur attempt to fulfil a duty. Consider that judges are notoriously favourable to tenants and they will tend to find in their direction unless there is absolute solid evidence pointing the other way.

To sum up
Always have an inventory made by an inventory clerk. It’s vitally important and although another expense, it could actually save you money in the long run!