A property inventory is a document that contains the condition a rental property is in at the start of the tenancy. Inventories need to be incredibly detailed and must contain photographic evidence for them to be successfully used for a deposit claim at the end of the tenancy. Attention to detail is critical and it should be done in logical, chronological order to ensure no rooms or items get missed. An inventory should also include photos or videos of every room as well as a detailed description of the rooms, and the condition they are in. It should include an external inventory which includes external building, garden and any sheds or garages. An inventory should also include the meter readings and what keys have been provided to the tenant. Do not rush the inventory, give yourself plenty of time to do it. Also, do not rely on your memory for items in the property, note them down straight away.
Items you will need:
You should take a property key, gas key, camera and IPAD/Tablet containing your inventory template document to the property.
The significance of a detailed inventory:
If the inventory has been done to a high standard, there will be less misunderstanding as it will be simple to prove the before and after condition, and whether damage has occurred or if it is fair wear and tear.
Photographs:
You should take a minimum 8 per room (4 walls, ceiling, floor, front view, back view). You need to photograph inside all drawers and cupboards and also take photos of meter readings and meter point serial numbers. Once you have taken large area photographs you must then take more detailed photographs. Start with the ceiling, then take one of the top of the wall, the middle of the wall and then the carpet, and repeat this until the full room is covered. It is important to photograph every area in the room in full with lights on, including behind and underneath furniture and photos of any furniture that is supplied. If there are beds, take photographs of the mattresses and underneath the mattresses. Always take photographs underneath rugs, and behind furniture. Always take photographs of damages, dust, scrapes and so on. For all appliances take photos of the appliance, the make and model number and inside the appliance e.g. washing machine drawer/oven.
Written description:
The written description is more important than photographs. You need to note the following information for every item on the inventory.
- A description of the item e.g. white plastic bath with stainless steel mixer tap, stainless steel plug on a chain with a white plastic bath panel.
- Quality/Age of the item. This is very important as this is what the deposit scheme uses to calculate depreciation. For example: brand new 25/2/25 or good quality, approximately one year old.
- Condition of the item. For example, excellent, fair or poor condition. If it is a window or door you may say “open and closes fine, no damages, locks in working order, handles work”. For condition of decor you may say “freshly painted 25/2/25” or “some scuffs present”.
- Level of cleanliness. For example: “professionally cleaned 25/2/25” or “stain present on carpet under the radiator.”
- In working order – it is critical for every item that it has been tested and is in working order at the beginning of the tenancy.
- Size of the item. For example: “double bed”, “large white radiator”, “black leather three seater sofa with 4 leather cushions”
- Appliances – always note down the make and model of the appliances and if they are freestanding or integrated.
Always remember to note the smoke detectors, heat detector and carbon monoxide detector on the inventory. You also need to state whether the property smells or if free from odour.
External areas that should be on the inventory:
The external inventory is very important as regular external maintenance will minimise larger repair bills for the landlord. It is important to check the roof, chimney and gutters to ensure there is no water ingress into the property. The render and the condition of external doors and windows should also be checked. Any paths, fences and boundary walls should also be inspected. In addition, drains and air vents should also be noted on the inventory.
Tenant signature:
Always get the tenant to sign the inventory so you have agreed the condition of the property on entry. The landlord or agency acting on behalf of the tenant should also sign the inventory.
Inventory updates:
At the end of each tenancy the inventory should be updated. If the property has been decorated or if appliances have changed, it is important that the inventory is up to date with new information.
Process of checking out
When doing the process for the checkout, use the first inventory to compare and contrast the current condition of the property. Also check what condition the property is in currently, in comparison to what it was like in the original inventory. Anything that cannot be classed as general wear can be deducted from the tenants’ deposit.
Inventories assist with ongoing maintenance
An inventory can be referred to throughout the tenancy if you want to see whether or not damage was present at the start of the tenancy. The make and model of appliances can be given to the contractor so that they can take the correct parts with them to the property to complete the job, which can reduce multiple contractor appointments and reduce costs for your landlord. It is also useful for insurance claims, for a clear picture of what time frame the damage or repair has incurred by using the initial inventory and tracking the quarterly inspection reports.
