Inventory checklist
An inventory is recommended to benchmark against the checks that are carried out to protect you in the event of a deposit dispute
The inventory gives the benchmark against which your checks are to be carried out and this, along with your inspection records, would form the basis of any claim against the tenant’s protected deposit, should there be a need in future.
There are perhaps three reasons for doing a landlord property inspection:
To check on the general state of the property to make sure no damage is being done beyond acceptable wear and tear or when the property is vacant
To make sure there are no safety hazards inside or outside of the property that could cause injury
To check that safety measures are in place and working, such as smoke and carbon monoxide alarms
Having a landlord inspection checklist and a good inventory record is a great way to provide evidence.
And to make sure that you don’t forget anything important when carrying out the inspection, particularly legal requirements which include:
Testing smoke and carbon monoxide alarms to make sure they are fit for purpose
Making sure all heating, water and electricity supplies are working properly
Making sure that all fire exit routes are accessible and clear of obstructions
As well as checking that the property is legally compliant, the inspection should include a general check against the stated condition in the inventory. A good inventory will contain time and date stamped photographs and detailed descriptions of the condition of floor coverings, furnishings and fittings and a quick assessment of how the tenants are treating everything.
Landlords should bear in mind too that over time there will inevitably be some deterioration in the condition of some items such as floor coverings and general décor in particular, known as allowable ‘wear and tear’.
The longer the tenant is in residence the more leeway you need to allow in your assessment for general wear and tear and this will be taken into account if there is to be a claim against the tenant’s deposit at the end of the tenancy.
You can find out more about wear and tear in mydeposits guide, Fair wear and tear – what is it and how is it applied? which also includes a downloadable wear and tear checklist to help calculate reasonable costs when a tenant has moved out.
As well as the general state of the internals, perhaps a more important aspect of the inspection is the safety of the accommodation for the tenants.
Finally, checking the outside of the property and surroundings is a vital part of the inspection.As a landlord you are responsible for providing accommodation that meets legal requirements for health and safety both internally and externally. For example, checking for paths and driveways that could cause slips and trips.
Most insurance policies, including Total Landlord Insurance, also require landlords to check the roof of their rental property to make sure that it is in good working order with no loose tiles or damp dripping through.
When you do your inspection, as well as observing the general state of cleaning and maintenance, you should be keeping a close eye out for anything that might cause a health and safety issue.
There’s lots that can go wrong both inside and outside a property that tenants might not bother to report. For example:
General cleaning – are the floor coverings, soft furnishings, etc. generally being kept in a clean and safe condition without wear and tear
Are the gas appliances in good working order with no evidence of gas leaks?
Are stairs, stair runners and rails in good condition?
Are windows, frames, doors, window locks and door locks safe and secure?
Is the attic space accessible and well insulated with no excessive storage of heavy items?
Are there any signs of condensation, dampness and mould in the property?
Is there evidence of good rubbish management, recycling and no excessive piling up?
Are there any signs of insect / rodent infestations?
Are the stop taps for water and gas easily accessible and free to operate?
Are the smoke and carbon monoxide alarms in working order with new batteries if applicable?
Are the garden and any outbuildings such as the garage or shed in good order?
Are any tools provided accounted for and in safe condition?
In a rental property health and safety issues are monitored by the local authority using the housing health and safety rating system (HHSRS).
This is a risk-based evaluation tool to help local authorities identify and protect against potential risks and hazards to health and safety from any deficiencies identified in dwellings.
Landlords should be aware of this when carrying out an inspection to help them identify any unacceptable safety hazards and make sure they know how to rent a safe home. HHSRS identifies 29 safety hazards that could cause harm, from damp, mould growth and excess cold to structural collapse and falling elements.
Gas and electrical checks – properties where there is a gas supply and gas appliances must have annual gas service and gas safety checks carried out by a qualified Gas Safe registered heating engineer.
It is also now a requirement in England and Wales to have five yearly electrical checks – a landlord electrical inspection – carried out by a “qualified and competent person” to ensure that the system complies with The Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020.Flues, chimneys and solid fuel appliances – should be inspected and cleaned regularly and a smoke and carbon monoxide (CO) alarm provided.
