Landlord checklist: when and how to use an inventory
Find out what to include in an inventory and download our landlord checklist to use
Download our landlord checklist for steps of when and how to use an inventory.
Before your tenant checks in
Once the property has been cleaned and prepared for the tenancy make sure you protect yourself and your property with a detailed and quality inventory
At check-in
Go through the inventory with the tenant and walk through the property to make sure they agree with the contents and condition as recorded, or make sure that your messaging with a digital copy is ready for them to check and report any discrepancies during their first few days
Make sure opening meter readings are recorded on the inventory
Confirm that all the keys you give them are noted on the inventory and at some point they have signed to confirm receipt
Make sure that the tenant signs the inventory or a declaration to say they have received a copy so that if they want time to look through it, you can show they did receive it
Sending the inventory by email will prove the same, and will be time and date stamped
Yes
No, I do the inventory myself
No, my agent does the inventory
After check-in
Make sure the tenant is sent a digital copy of the inventory, if not already sent or stored in the document file for them to log in and view
During the tenancy
Have a copy of the inventory when carrying out mid-term/periodical inspections so any differences, whether it is deterioration or damage, can be noted and, if necessary, discussed with the tenant
Pre check-out
Once you have a tenancy end date, best practice is to carry out a pre-end of tenancy inspection with the tenant, so they have every opportunity to make any necessary repairs and carry out the required cleaning before they leave
This works well for every agent that I have spoken to over the years. It can build trust between a landlord and tenant, who understands what they need to do to receive their deposit back and not be charged costs. Those that do not do the work needed and still dispute end of tenancy costs are in a weak position when it comes to adjudication.
Arrange a convenient time for check-out with the tenant
Email the tenant a copy of the check-in inventory in advance (in case they have misplaced theirs) so they can review it and understand what they need to do before they leave
Check every room in the property against the check-in inventory for damage – including making sure all the electrical fixtures and appliances provided are still working – and discuss responsibility for the cost of any repairs
Take photographs of all damage and of any areas that have not been properly cleaned
Take final meter readings with the tenant and note them on the check-out inventory
Check that all the keys issued at the start are returned
Email the tenant a copy once it has been finalised, with photographs
If any end of tenancy costs are being proposed for damage or cleaning, and any negotiation is unsuccessful, send all inspection reports to the adjudication provider as evidence, along with details of your claim and supporting quotes for repairs
If you have any questions or would like to discuss landlord insurance with one of our experts, please contact the Total Landlord team on0800 63 43 880 or email enquiries@totallandlordinsurance.co.uk
