How to do an inventory review at check-out
At check-out, inspect, compare, and document changes for accurate assessment of tenant responsibilities
The check-out inventory should be done once the tenant has moved all their belongings out of the property, but it’s important to make every effort for the tenant to be present so that any damage can be discussed. If it can be agreed in person who is responsible for what, there’s much less chance of the tenant challenging any proposed costs or deductions from the deposit when the tenancy ends.
Ideally the same person or inventory company should carry out both the check-in and check-out inventories, to make sure there is a consistent format, and make it easy to identify changes during the tenancy. The easiest way to proceed if you are doing it yourself, is to simply make notes on a copy of the check-in document that can then be updated on the digital file afterwards. If using a software package, these often allow you to comment against check-in.
Take photographs of any damage that is evidently not wear and tear – and with things like scratches and stains, it’s advisable to have a ruler or measuring tape in the photograph, so that the size and extent of the damage is clear.
Record all meter readings and take time-stamped photographs, so that there can be no dispute over the tenant’s final bills.
Importantly, the tenant is responsible for leaving the property cleaned to the same standard as it was when they moved in, so make sure this is noted at check out.
If cleaning is required, the tenant can be charged but only for the extent of cleaning required. Read our article which includes an end of tenancy cleaning checklist for more information.
The tenant should always be sent a copy of the check-out inventory. Where any negotiation on costs is needed, or adjudication is required, copies of both the check-in and check-out reports can be discussed and will need to be provided as evidence and to support each party’s claim.
‘Fair wear and tear’ is the deterioration of a property and its contents that would naturally happen over time – differences that would be expected as a result of reasonable use. This includes things like minor scuffs and chips on paintwork, tread marks in carpets and loose hinges on kitchen cupboard doors.
When deciding what’s ‘reasonable’, you’ve got to consider the starting condition, number of people living in the property and the length of time they’ve lived there.
Read mydeposits guide to the life expectancy of rental products for more information on the factors that need to be considered when distinguishing between fair wear and tear and what might exceed this.
However, if the tenant has either deliberately (maliciously) or accidentally caused any damage, while living in the property, then the landlord has a right to expect them to pay for repairs, on the understanding that the costs claimed cannot amount to ‘new for old’.
So, for example, if there are significant stains on the carpet, broken tiles in the bathroom or cracked windows, that would be considered damage.
