Inventory, Check-In and Check-Out Services

An inventory (also referred to as a schedule of condition) is a record of a property’s condition at the start of a tenancy. An independent, accredited clerk will produce a detailed, photographic report, containing a record of all the rooms, fittings and furnishings (if relevant) in the property, and their condition. It will also state the standard of cleaning in the property, and include meter readings.

A check-in is a handover of the property to the new tenants at the beginning of the tenancy. A clerk will meet the new tenant(s), handing over the keys and any additional information regarding the property. A preliminary inventory will also be provided to the tenant(s), which they have seven days to review and comment on, after which the final inventory report is completed and supplied to the landlord as part of the check-in report.

A check-out is carried out at the end of a tenancy, after the property has been vacated by the tenant(s) (although the tenant(s) can be present if they wish). It involves a review of the condition of the property compared to any initial inventory, including any maintenance issues and the state of cleaning.

If you don’t have an ingoing inventory (created at the start of the tenancy), a good check-out report will still be evidence of the condition the property was left in and also if the tenant(s) broke any clauses in the tenancy agreement, e.g. not being allowed to keep pets. Whilst without an ingoing inventory it will be harder to prove evidence for deposit deductions, a check-out report without an ingoing inventory is still better than no check-out done at all.

However well a property is looked after by the tenant(s), it will not be in the same condition at the end of the tenancy as it was at the start. There will inevitably be wear and tear to carpets, flooring, and other fixtures, fittings and decorations. Even well looked after contents will deteriorate with time and use. Landlords need to allow for fair wear and tear during a tenancy.

Tenants will, however, be liable for breakages, missing items, or damage to the property (in excess of fair wear and tear), as well as cleaning. They are responsible when a property suffers because of the tenants’ carelessness, negligence, misuse or deliberate damage.

Deciding which of these scenarios applies will depend on having good quality information to demonstrate a property’s contents, condition and cleanliness at the start and end of the tenancy.

Deposit protection companies say that inventory should be carried out at the start of tenancy and preferably by an independent third party, such as a professional inventory clerk. They also state that a new inventory should be created for every new tenancy. Also, most landlord insurance policies require an inventory to make a claim.

There is a common misconception that carrying out an inventory is a simple procedure; simply list the contents and state the décor, noting any marks or damage.

But in truth, it isn’t that straightforward. A proper inventory should contain both descriptions and photographs, and depending on the size of the property, can easily run to 40 or 50 pages for an average-sized house. This level of detail is important if a landlord wants to be sure they can claim from a tenant’s deposit for damage.

This can be done, but it is not ideal for two reasons. First, it will be very difficult to work out if any issues were caused by the tenant after moving into the property but before the clerk arrived to do the inventory. Second, the clerk may not be able to fully inspect areas covered by the tenant’s belongings.

Once the tenant has moved into the property they have certain rights. For example, they may only allow access at certain times or decline permission for photos to be taken inside the property. This means a full inventory inspection may not be possible. If you book to do an inventory and/or check-in after the tenant has moved in, we recommend the landlord or tenant take their own meter readings on the day the tenancy starts, as readings taken during the inventory may not reflect the original utility usage for calculating bills.

For these reasons, we strongly recommend that enough time and notice is allowed for the inventory to be carried out before the tenant(s) move in.

No, as long as there is someone present who is able and authorised to give the clerk access to the property at the allocated appointment time. No-one needs to be present while the clerk is performing the inventory. If you are present, we ask that you give the clerk time and space to complete an independent report.