A question we have been asked in the past by a landlord here at Valerien Property Services HQ is ‘why do I need an inventory, it is not legally required.' The latter part of that is true, inventories are not a legal requirement, however they are strongly recommended and play a key role in avoiding landlord-tenant disputes.
Landlords and tenants want to avoid disputes and the condition of the property, or items within, at the end of the tenancy are one of the main reasons disputes arise. This is where inventories play a vital role and can save hassle, time and money down the line.
What is an Inventory?
In simple terms, an inventory records the presence and condition of every item present in the property at the start and at the end of a tenancy. This is everything from the ceiling down the floor and all in between as well as outside areas. Inventories contain – or should at the very minimum – a list of digital photos which clearly show the rooms and items and a comment on their condition.
They record the general condition including marks, scuffs or pre-existing damage present. The tenant(s) are expected to return a property to as close a condition at check-in. There are generally three main types of inventory services.
These are the main pre-tenancy inventory and check in (also known as a schedule of condition), the mid-term which despite its name can be done at any time and is a check on the condition of the property during the tenancy, and the check out which compares the condition of the property after the tenant has moved out compared to when they moved it.
Can a Landlord do Their Own Inventory?
There isn’t anything stopping a landlord from producing their own inventory, however it is not recommended. This is because professional inventory companies, such as us here at Valerien Property Services, have had training and we are also independent. This ensures any professional company will not be influenced or be biased and the condition of the property is a true reflection.
Homemade vs Professional
So you are a tenant and you have been given an inventory written by the landlord. Some tenants specifically may want to make comments on the contents of a self-penned landlord inventory and certain items. For example they may feel a carpet is more worn than what has been recorded, or the walls are more heavily scuffed. In this instance, written comments should be made and recorded and the tenant should take their own photos in case a dispute arises. They should be clear and of good quality. Put simply, if there is no evidence of damage being present at a property at the start of a tenancy, it is very difficult to prove it.
This is where for a landlord it is worth the money to get a professional inventory company involved. Many will use specially designed software. We at Valerien use sophisticated digital software that is fully online, allowing the landlord and tenant(s) to access the report as soon as it is completed, sign it digitally and make any comments on the report. This will be key in avoiding tenancy and deposit disputes.
It is highly unlikely a self-produced landlord inventory will be made using professional software and will therefore not allow for comments or to be signed without needing to print off paper copies and be signed in person. As they are digital, the reports are also stored safely and can be accessed at any time.
Tenants and landlords should both be aware that most companies – including us – set a deadline from the point of receipt for both to sign the inventory or check out. This is usually between 7 and 14 days. If no signature is received, the report is assumed to have been accepted as produced, so if either the landlord or tenant has comments to make, they must do it within this time period which again will help avoid disputes down the line.
Evidence
Professional inventories will also provide a number of photos and should show any damage that is recorded. Should a dispute arise, clear concise photographic evidence is key in showing the before and after condition of the item or if there has been reasonable fair wear and tear. This plays a key role in any disputes. There is also nothing stopping a tenant paying a professional inventory clerk to produce an inventory on their behalf if they feel the inventory provided by the landlord or managing agent is not of sufficient quality.
Valerien Property Services is based on the Isle of Wight and provides professional Isle of Wight inventory clerk services at very competitive rates. We work with a number of local estate and letting agents and are proud to also work with a number of Mainland companies with properties on the Island and to be official suppliers to major holiday companies.
We are also proud to be members of the Association of Independent Inventory Clerks, so you know our services have been quality checked and are reliable.
If you would like a quote for your inventory clerk needs or simply want to find out more about our inventory services, contact us on 07368 838213 or drop us a message at info@valerien.co.uk