RESIDENTIALlettings
Inventory and Schedule of condItIon reportS and check-InS As many as 70 per cent of letting agents don’t have a formal check-in procedure in place, which can have disastrous repercussions for the landlord. When a tenant moves into a property he or she should accompany the inventory clerk on a tour of the property to agree the content of the inventory report – and where necessary, the clerk will record any agreed amendments on the inventory (such as items listed but not found to be present in the property, or a difference in opinion as to cleanliness or damage). Any outstanding issues should be noted
on the check in report eg, missing manuals, further cleaning required, missing keys, any other concerns. The inventory and check- in report should be signed by both parties, ideally on the day the tenant moves in. Problems often occur when letting agents fail to chase up receipt of these signed documents when a formal check in has not taken place, since the tenant can potentially make changes to the property during that period which will then not be listed on the original inventory or check-in reports.
InterIm property vISIt reportS Visits to check on the condition of the property should be undertaken every 3-4 months. Not only is this often not undertaken within the agreed time frames, all too often property visit reports fail to document key changes which will have an impact on the acceptable level of wear and tear of the property. Photographic evidence, receipts and estimates, which will provide evidence of problems that have been identified or rectified by the tenant, should all be included in the interim property visit report. Equally, if a landlord is required to replace an item which has broken down during the tenancy, eg a washing machine, this must be noted on the interim property report and added to the inventory as an addendum – failure to do this could result in the original damaged item being reinstated and the tenant having access to a brand new washing machine!
62 NOVEMBER 2010 PROPE
The USB that’s a smart USP
Pinstripe Inventories uses the USB stick as a Unique Selling Point with its landlords and tenants. The inventory report is
possibly the least exciting factor of moving into a new home but modern technology simplifies the process.
Business Development
Director at Pinstripe, Dominic Bargeton says, “With the various different technical solutions available to the inventory industry, now is a fantastic opportunity to develop a fresh and modern inventory service. When we check-in tenants, our clerks guide
them through the property using our full size touch screen tablets – the user experience is really fantastic! Handing over a USB just completes this modern inventory process.” Chris Wood,
MD of Edinburgh based Woodstar Property Management, really likes the new idea; “The USBs have been a
really successful addition to the Pinstripe Inventory Service. The feedback from tenants has been entirely
faIr wear and tear – where dISputeS arISe cleanliness What one person deems to be acceptable may be considered to be sub-standard by another. The important point to remember when it comes to assessing cleanliness is that agreement is reached at the check in stage. For instance, if a property was noted as dirty at the check in and either the agent or landlord arranged for professional cleaning to be carried out after the check in, then the tenant is required to ensure that the property is vacated in a professionally clean condition. The landlord or agent needs to ensure that the receipt for the professional clean at the check in is provided; although the tenant must be given the opportunity to clean the property to a professional standard themselves at the end of the tenancy should they wish to do so. A good rule of thumb
is to advise landlords to invest in a professional clean before the tenancy begins, which extends to the overall cleaning of the
property (walls/
sinks/toilets etc) as well as to carpets and ovens.
positive, as it allows them to engage in the inventory process much more than ever before.” The USB
delivered inventory has also proved to be very popular with tenants; 98 per cent said they preferred the
digital report to a
printed one. By using the USB stick it also allows for the digital amendment sheet to be handed over at the same time as the inventory report.
pinstripeinventories.co.uk
fixtures and fittings Tenants need to be made aware that if they choose to introduce new items, which need to be fixed to the walls, agreement must be received from the landlord in advance. Failure to do this will result in the landlord asking for these items to be removed and making a claim to restore the wall back to its former state.
Quality of items Most items in the property will have a pre-determined life span but this will also be influenced by the quality of the product, accepting that certain brands have an enhanced reputation for withstanding wear and tear, usually evidenced by an extended warranty. If a landlord chooses to furnish the property with cheaper, non-branded goods, it is only fair to accept that these may not last the duration of the tenancy. Failure to observe the above guidance
may result in the break down of what should be a harmonious relationship between landlord and tenant – and most importantly, will also activate the inconvenience and enormous distraction of a potential dispute case.
Nick Lyons is Managing Director of inventory specialists, No Letting Go.
www.nolettinggo.co.uk
What’s your experience? Share it online at:
www.propertydrum.com/inventoriesnov
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