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What is an inventory?

The inventory report is a document which comprehensively details the contents of the property. This includes the furniture, fixtures and fittings and as well as doors, ceilings, lights walls, flooring etc. It is usually associated with a check-in report which is carried out at the start of a tenancy and outlines the state of the items and property at that time. When signed by the landlord and tenant it becomes a legally binding document and an integral part of the rental agreement.

Who needs one?

To protect such a valuable asset, every landlord should have an inventory for each property.

Why?

Because the report outlines not only what’s in the property, but also the condition it’s in.

Who’s the authoritative source?

A tenant is unlikely to disagree with an inventory clerk because they are dealing with a professional person who is qualified in that particular field and the thoroughness of our reports reduces the likelihood of a dispute at the end of a tenancy.

Using an independent company maintains your neutral position between the tenant and the landlord and distances yourself from any disputes. We manage the tenant’s expectations during the check-in and check-out process to ensure they fully understand any deposit deductions that may have to be made.

What is a Check-in report?

The check-in report compares the inventory and notes any variation in either content or condition of the items, typically this means cleanliness and of course, we also record meter serial numbers and readings. It is vital that the check-in report is agreed and signed by the landlord (or their representative) and tenant as it forms the basis of the agreement between them.

If the property has been let before, then normally the same inventory will be used, however if there have been significant changes to the property since the inventory was last used it is likely that a new inventory will be required or an up date.

The 'Master Inventory' (that is agreed at the Check-in) should be kept safe for use at the end of the tenancy or in the event of a dispute. The tenant should be provided with a copy together with a copy of their signature on the declaration page. One copy of the inventory should be handed to the tenants at the time of the check in.

Simultaneous Inventory and Check-In Report

With our unique technology, Applegate Estates provides the option of a Simultaneous Inventory & Check-In Report (SICIR) which is offered at a significantly reduced rate.

SICIR is compiled on the same day as the check-in and just prior to the tenant arriving for the check-in appointment, which means there is no need for a second visit to the property.

What is a Check-out report?

The check-out report is carried out at the end of a tenancy when the condition and contents of the property are noted together with any differences when compared with the check-in report. Notes are made on the 'master inventory' of any variations since the Check in. An inventory clerk will then list the significant differences on a Check out Report.

What is a Mid-term or periodic inspection?

Mid Term or periodic Reports – Applegate Estates will carry out regular internal and external inspections of the property and forwarding reports. This ensures the property is well maintained, as well as detecting any minor maintenance issues that may arise.

We aim to provide the landlord with an up to date picture. Such visits enable us to monitor the performance of tenants in respect of their contractual obligations and also allow the tenant to communicate direct with us ‘on-site’ should they have specific requests or queries with their accommodation or tenancy.

We will foster goodwill through a close relationship with the tenants but in the event of a breach by the tenants, we will advise on an appropriate course of action.

Following each visit we will submit a brief report to the landlord highlighting any irregularities, defects or problems. This will include reference to the current condition of the property and comments with regard to any recommendations or tenants requests. These visits should not be relied upon to pick up any structural defects.

Regular inspections can prove to make economic sense too as prevention is often less costly and disruptive than cure!

Our experience shows the best way to avoid misinterpretations and disagreements is by combining the reports with photographs. Marks, scratches, stains and damage are photographed and serve to complement the written description and so avoid unpleasant disputes.

Finally…



Judges do not look favourably upon inventories prepared by landlords because they see it as an amateur attempt to fulfil a duty. Consider that judges are notoriously favourable to tenants and they will tend to find in their direction unless there is absolute solid evidence pointing the other way.

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