Inventories
AIIC Members, highly trained inventory clerks, detailed accurate reports, digital photographs embedded into the report.
What is an inventory?
An inventory is a detailed report of the condition and cleanliness of the property at move in.
Why do I need an inventory?
Since the introduction of the TDS (tenant deposit schemes) in England, Wales and Scotland all deposits taken for rentals properties must be lodged with one of the approved schemes. The deposit belongs to the tenant and if a landlord wants to make a claim against the deposit for damages / cleaning etc., the onus is on the landlord to provide evidence that the deposit should be released to the landlord. Without a detailed inventory report you will not be able to make a claim against the deposit. Having an inventory report will also encourage your tenant to look after your property.
My property is unfurnished do I still need an inventory?
This is one of the questions we get asked most frequently. If you are taking a deposit you need an inventory to protect it even if the property is unfurnished. The inventory covers all fixtures and fittings in a property from ceiling and light fittings, sockets and switches, walls and windows to floor coverings, the kitchen and bathroom plus the garden space. Damages to floor coverings, walls, doors and windows are common and costs can escalate quickly. Many deposit claims are for cleaning alone and the costs for professionals can quickly run in to hundreds of pounds. Without being able to cover these expenses through a deposit claim landlords often opt to scrub a property themselves which can take a lot of time and be a soul destroying task.
Can I do the inventory myself?
Yes landlords and letting agents can prepare their own inventories but may lack the knowledge and /or time to complete the process properly and many under estimate the amount of detail that is required by the TDS. Photographs and or video evidence is not enough! A properly complied inventory takes many hours to complete. The TDS will not dismiss a properly compiled inventory prepared by an agent or landlord but it will not carry as much clout as inventory prepared by a qualified and independent inventory clerk. The TDS will require even more evidence than normal as a landlord / agent are seen as biased.
Why should I use Elite Inventory to prepare mine?
We are inventory specialists, we know what the TDS require. Our reports are professional, clearly set out and highly detailed in the written word along with all photographs being embedded into the report. We leave no ambiguity. There are new legislations for the letting industry in Scotland which have come into force on the 31st January 2018. Our reports and process to signature meets all the new regulations and legislation.
Inventory Check In
Our software allows for a paperless approval system, where the inventory is emailed to the new tenant before move in and the tenant signs for receipt before keys are handed over. The tenant then has 7 days where they can access the inventory, add any comments and insert photo’s to back up their comments and approve the report. NB (they are not able to change any of the inspectors descriptions only add in comments). The report is automatically locked with the signature from stage one if they do not take any action. This meets all new regulations and in effect does away with the need for a check in. If you would still like us to carry out a check in and meet the tenant at the property for key handover, we can do this for you for a small fee to cover our time and travel. Please contact us for further information.
Inventory Check Out
This is an essential part of the inventory process. We would arrange a convenient time to meet the tenant at the property for the check-out inspection. If the tenant does not want to be present we will carry out the inspection without the tenant. Using the template from the original inventory we will note any changes in condition, cleanliness and damages. We are highly trained in what to look out for and what tenants will try to mask. We will also include in our report what are maintenance issues and what are the tenant’s responsibilities and what should / can be claimed from the deposit. As we are independent it is usual for us to get tenant agreement on any claims against the deposit avoiding a dispute with TDS which can be a lengthy process.
Interim Property Inspection Reports
These inspections are an essential for landlords. Tenants often don’t report maintenance issues especially exterior ones and this can result in costly repair work for an issue that started out as a simple one if it had been spotted early on. During inspections we can also identify if there are any other occupants in the property and this includes pets! During an inspection we will chat to the tenant to gather information and we will inspect every room and the exterior, taking photos of each room / garden and report any issues / damages, any changes (décor, floor coverings etc.), the cleanliness and any odours (tobacco, pets etc.) The report gives the landlord peace of mind that the property is being well looked after and the tenants are not breaching the terms of their agreement or it can highlight to the landlord, issues that need to be dealt with. Even if we have not carried out an inventory on a property we can still carry out interim inspections. If we have carried out an inventory on the property the inspection report will be produced on a template of the original inventory and clearly shows before / after photos and any changes / damages / issues. Agents who are managing properties on behalf of landlords are now also using our inspection service as they are receiving an accurate report which they can forward onto the landlord and it is saving them valuable time.
Vacant Property Inspection Reports
These reports are useful for homeowners who are away from the property for extended periods of time, i.e. abroad for the winter months. Regular inspections of the property along with photos and checking for any burst pipes etc. and keeping heating controls adjusted, can assist in getting the correct insurance cover for a vacant property and give you peace of mind while the property is empty with regular updates of the condition. We would also ensure that all water outlets are safely flushed through before your return to prevent risk from Legionnaires Disease. We can tailor a package to suit your requirements and budget, please contact us for a quotation.