Details of an inventory check
This involves inspecting the property, listing furnishings, and recording damages
When the tenant checks in, it’s good practice for someone to walk around the property with them to make sure they agree with the contents of the inventory.
They should then be given a copy of the report and also sign a copy for record keeping purposes. Common practice is for the tenant to just sign a declaration form to say they have received it.
They may be happy to do that there and then but it’s likely to be a long document, so it’s fair to leave it with them for a few days so they can read it properly and be given the opportunity to report any issues in the first week before confirming the content is correct.
While a physical signature was the most common practice in the past, it is now the norm to email the tenant a copy, so you have a time and date stamp to prove they were sent a copy.
You can also request a ‘read receipt’. Unless the tenant does report anything as incorrect during those first few days, in writing, the tenant cannot later challenge the starting condition.
Anyone can put an inventory together; however, because it is an important document and there is so much detail required, it’s advisable to use a professionally trained inventory clerk – ideally one who is a member of the Association of Independent Inventory Clerks (AIIC).
They know exactly what needs to be included and can get the job done efficiently, saving you time and hassle. Using an independent third party can also help reassure the tenant that there’s no bias.
If you have a managing agent, they should be able to arrange to have the inventory carried out on your behalf, although there may be an additional cost, depending on what’s included in the management package.
If you self-manage, you can search for a local AIIC member on their website.
As the technology is out there for landlords, agents and inventory companies to use, anyone can create an inventory. However, as the old saying goes, the devil is in the detail. From a disputes point of view, we will review any inventory and the more detailed it is, and the better the quality of photos, the more it stands up as good evidence. The majority of the good quality inventories are carried out using software.
Since the Tenant Fees Act (2019) came into force, landlords and letting agents in England have been banned from charging certain fees to tenants – which includes the cost of preparing an inventory. As such, the landlord is responsible for paying for the inventory.
Letting fees are also banned in Scotland and Wales.
In Northern Ireland, while letting agents can’t charge tenants for any of the costs of setting up a tenancy, it remains legal for a landlord to make these charges directly.
While it’s certainly not necessary to carry out a full inventory, it’s a good idea to take a copy of the check-in report when carrying out mid-term or other periodical inspections so you can compare and note any differences or damage and discuss it with the tenant.
This is especially important if the tenant is living in the property long term, as it’s possible for substantial damage to accumulate over the course of several years.
Being able to identify deterioration and damage during the tenancy - leaks and damp, for example - gives both the landlord and tenant the chance to have repairs made as soon as possible and before they become a big problem.
And having a clear picture of what’s happened during the tenancy is very helpful when it comes to discussing responsibilities and any associated costs at the end.
