Common landlord mistakes and how to avoid them: #8 Not having a good enough inventory

Why do I need a property inventory?

Before deposit protection laws came into force in 2007, many landlords didn’t bother with an inventory. And those that did would quite often simply make a list of what was included in the property, with very little detail.

But these days it’s absolutely essential for landlords to have a comprehensive inventory carried out at the beginning and end of every tenancy because it’s your only way of proving that any damage was caused by the tenant.

If there’s a dispute over the deposit, it’s important to know that deposit scheme adjudicators work on the basis that the deposit is the tenant’s money and that landlords are only entitled to make deductions if:

1. The tenancy agreement contains the proper clauses
2. They can show, on the ‘balance of probabilities’ that the tenant is liable, and
3. The sum claimed is reasonable.

That means if you can’t back up your claim with evidence that clearly shows the change in condition of the property during the tenancy, there’s very little chance it will be upheld.

So, an inventory protects you financially against having to cover the whole cost of repairs yourself, and it also protects the tenant against having monies unfairly withheld by their landlord.

If we let or fully manage your property, we will handle all of this for you, so there is no need to worry about getting your own. If you need, we can also carry out an inventory for you if you don’t use us for full management.

What should be included in an inventory?

The check-in inventory should include:

• A list of every room and area in the property, including its fittings and contents.
• A description of the condition of each item – from ceilings and carpets to light switches and bathroom taps – with a rating. You could use a scale from ‘brand new’ to ‘poor’ or a ‘traffic light’ system of green/amber/red.
• The overall cleanliness of the property.

• The condition of the garden, driveway, gates and fencing.
• Any garden furniture or fixtures, along with checks and evidence that garages and sheds are empty and tidy.
• Dated and time-stamped photographs or a video showing the general condition of each room or area and close-ups of any existing wear or damage.
• Confirmation that electrical appliances, fixtures and lights are working.
• Smoke and CO² alarm test results.
• Meter readings.
• A list of keys that have been supplied to the tenant.

The more detailed the inventory, the clearer any changes in condition over the tenancy will be.

When the tenant checks out, a copy of the check-in report should be updated with any change in contents, condition and cleanliness.

Although you can carry out the inventory yourself, we’d recommend you use a professional clerk who’s a member of the Association of Independent Inventory Clerks (AIIC). They know exactly what to look for and will be able to complete the report efficiently. Also, because they are an independent third party, the tenant can be assured there’s no bias.

At Your Move, we offer inventories as an optional extra within our Fully Managed service, working with Vibrant, a leading supplier to the residential lettings sector. So, if you have any questions about inventories or you’d like to chat about us about managing your property, just get in touch with your local branch and one of the team will be happy to help.

Discover our Fully Managed landlord services today