Inventories

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At Pyramid Solution South East Ltd we provide accurate detailed inventories which include all items in the property at commencement of the let as well as any existing damage.

Inventories Explained

 

 

 


A detailed inventory has always been required, however with the introduction of tenancy deposit schemes it is highly important to have a professionally drawn-up, thorough and unbiased inventory undertaken by a third party in order to protect both the landlord and the tenant in the event of a deposit dispute. An inventory report is carried out at the start of a new tenancy to describe the condition of the property at move-in and another check-out inventory is conducted when the occupants vacate the property at the end of their tenancy. A mid-term condition report is also recommended and is normally carried out every 3 to 6 months into the tenancy.

What is an inventory and check-in (move-in) report and what to expect on the day of the inspection?

The check-in report is a type of inventory which takes place at the start of a tenancy. It is a non-intrusive inspection of the condition of a property, which lists all items including furniture, carpets, curtains, appliances, and kitchenware. Once the report is completed and signed by the tenant an electronic document is produced containing date-stamped photos, describing the current condition of the property and all the appliances and furnishings. It also includes the meter readings and keys handed over the new tenants. This process aims to ensure the property is maintained and returned in its original condition.

An inventory offers a list of everything that the landlord has provided with their rented property and does not include items which belong to the tenant. An inventory should also record the condition everything is in, especially anything that was already damaged, marked or worn-out.

Testing of gas and electric appliances is outside the scope of the inventory process.

Prior to the check-in, the inventory clerk will require:
• any professional cleaning to be completed before the day of the inventory inspection
• any building works, refurbishment, painting and decorating to be completed before the day of the inventory inspection
• any equipment, appliances and furniture that will need to be included in the inventory report to be in place prior to the inspection date
• if access to the property is obtained via management keys, arrangement and exact location of the keys must be provided at least 48hrs prior to the check-in
• if access is provided in person by an agent, landlord or landlord’s representative, contact details for the nominated person should be provided at least 48hrs prior to the check-in
• contact numbers for the prospective tenants or their representative must be provided at least 48hrs prior to the check-in
• full access to all rooms in the property should be provided prior to check-in with the tenant so that the clerk can draw up the inventory in preparation for the check-in
• full access to any outside space that belongs to the property, including gardens, sheds, outbuildings, etc.
• the clerk will require exactly the sets of keys that will be handed over to the tenants, so if master keys have been provided for the inspection, the clerk must be notified of this and arrangements for alternative keys must be made by the agent, landlord or landlord representative at least 48hrs prior to the check-in
• the tenant must have signed their tenancy agreement before the check-in as they will be provided with full access to the property upon completion of the check-in process
• exact location of gas, electricity and water meters must be provided to the clerk as readings will be taken on the day of the check-in
• when the check-in inspection is complete, the tenant will be required to sign the report

What is a check-out (move-out) report and what to expect on the day of the inspection?
The check-out report is similar to the check-in inspection in that it also provides a thorough non-intrusive description of the property’s condition however a check-out is carried out at the end of a tenancy when the tenant is about to move out of their property.

Our best practice shows that the check-out report is a great tool to compare the condition of a property at the start of tenancy with that at the end of tenancy and determine if there are any property misuses or damages. This is why Pyramid always recommends to customers to carry out check-out inspections on the properties where our independent professional inventory clerks have conducted the check-in inspections. This way we can guarantee not only that the two reports are fully comparable, but will also provide you with a colour-coded check-out report, which details any changes, damages, missing items, and or discrepancies in the property’s condition.

On the day of the check-out, the inventory clerk will require:
• items listed on the check-in inventory to be returned to their respective rooms – including any stored items – upon termination of the tenancy
• the property to be left as clean as it was found at the start of the tenancy. Where professional cleaning has been carried out at the start of a tenancy, professional cleaning should also be done at the end of tenancy
• if the tenant is responsible for garden maintenance, any waste matter to be removed and the garden brought back to a standard similar to the start of the tenancy
• beds should not be made up, so that the mattresses, duvets, and linen etc. can be inspected
• any items listed on the check-in inventory that have been broken or mislaid to have been replaced with a similar item
• gas, electricity, water, and telephone final readings will be taken on the check-out day
• when the check-out inspection is complete, the tenant will be required to return all keys and will have no further access to the property

What is an interim inspection?
An interim inspection, which can be a mid-term or a quarterly inspection, is conducted to ensure that the tenants maintain the property according to the terms described in their tenancy agreement and do not cause any damages during their occupancy. The interim report is the landlords’ insurance against bad tenants or sub-letting and gives the landlord the peace of mind that their property is looked after properly.

On the day of the interim inspection, the inventory clerk will require:
• full access to all rooms in the property
• full access to any outside space that belongs to the property, including gardens, sheds, outbuildings, etc.
• contact numbers for the tenants or their representative who will be providing access to the property
• when the interim inspection is complete, the tenant will be required to sign the report

Are inventories legally required?
Inventories are not legally required however they are an essential part of any tenancy, and according to many experts in the field they are second only to the rental agreement in terms of importance.

Without an inventory report the landlord will be unable to prove damage to a property if the matter is disputed, and the number of cases where the landlord is failing to get any compensation due to insufficient evidence is growing. Likewise, tenants should always demand that a property inventory is provided so that they avoid being accused of or billed for damage which they are not responsible for.

Why choose Pyramid Solution for your move-in and move-out inspections?
Pyramid Solution South East has been providing our tailored property inventory services to a range of clients in London and Essex since 2011. Our reports have proven time and again to meet the needs of homeowners, individual tenants and landlords, as well as estate agents, housing associations and property management companies, and have consistently promoted a healthy business arrangement between landlords and tenants.

Our accurate detailed inventories which include all items in the property as well as any existing damage, together with the hundreds of date-stamped photos and meter readings ensure the property is maintained and returned in its original condition. The inventory cycle is completed by our inventories conducted once the let has expired to determine whether any changes are the responsibility of the landlord, tenant or just down to general wear and tear.

Our fully independent reports ensure that both landlords and tenants know where they stand and any arguments over who caused what, or what was and was not in the property can be avoided thanks to our comprehensive and thorough reports.

Our inventory team benefits from the services of fully-trained and accredited by the Association of Residential Letting Agents (ARLA) inventory clerks, and our business has both professional and public liability insurance to cover our services.

Please see PDF below for examples of a complete Inventory & check-in, Interim Inspection and Check-out report.