Some Things To Remember When Undertaking Inventory

With the advent of the Tenancy Deposit Scheme, it has become ever more vital to have good check in and check out reports if a landlord is to be able to recover damages from the tenant’s deposit when there has been damage caused by the tenant which is over and above fair wear and tear.

Strangely, perhaps, TDS rules do not insist on inventory or check in and check out reports, but having said that, without them it can be very difficult indeed to persuade an adjudicator, or for that matter the tenants themselves, that a deduction from the tenant’s deposit is justified. This is because it is virtually impossible to prove the cleanliness and condition of the property at check in and check out and any extent to which they have deteriorated during the tenancy. In this case, an adjudicator would ask to see any other evidence, such as an invoice for cleaning before the tenant moved in, for example.

A check in report should include both an inventory of the property and any contents, and a schedule of cleanliness and condition. Some check in reports use phrases such as "all items appear as new unless stated otherwise" but this is not really sufficient. The inventory should start at the entrance to the property and go through each room in a logical order, describing the condition and contents of each room as you go. Using a property inventory software on a mobile or tablet makes things easier and quicker.

The check out report should do likewise, and ideally should be undertaken by the same person who did the check in report, although this may not always be possible, for obvious reasons. A thorough check out report will show clearly any differences between it and the check in report and whether anything is the responsibility of the tenant or if it is fair wear and tear and therefore the responsibility of the landlord.

The check in report should describe the property and any contents in some detail, starting at the entrance to the property and working through the rooms on each floor. Photographs should be taken in order to substantiate any claims made about the condition of an item, or of any damage, such as a chip in the enamel of a bath, for instance. If things such as appliances are mentioned, it is a good idea to note the make and model numbers if possible, which can be essential in order to check that the same item was left at the end of the tenancy and has not been replaced.

The siting of things such as electricity meters should be noted, as well as their serial numbers and readings. For example, if there was £50 left in a coin meter on check in, there should be £50 left at check out. The report should also include the condition of anything in the garden if applicable. It is often the case that the condition of outside sheds, fencing, walls, gates, garages, and so on are simply not included. Note the condition of trees and other permanent plants such as shrubs. Again, the use of property inventory software makes creating the notes easier.

Photographs should be used as an addition to the written word and should be dated digitally if possible. Where photographs are presented separately, they should be clearly signed and dated. The adjudicator will need to be satisfied that any photographs are of the item in question and when they were taken.

Check in reports should ideally be taken in the presence of the tenant on the day he or she moves in, and before actually bringing in any possessions. The check out report should be carried out immediately after the tenant has left. If there are any gaps or time lapses, then it can become difficult to prove that damage was the fault of the tenant. The TDS reports that a garden may start to become untidy, or mould may appear if a property is shut and not ventilated. They say that they have even seen cases where family or friends have held parties in an empty property!

Some landlords visit the tenant a week or two before check out, because it can be helpful to identify anything that the tenant should put right before leaving, and it can avoid problems later on if the tenant agrees and puts things right, or at least agrees to a deduction from the deposit.

Reports2Go has created the Reports2Go app which is free to download on to a mobile or tablet and makes the whole process of taking inventory much quicker and simpler, at the same time providing concrete evidence of dilapidations or wear and tear with