Property inventories – the 10 must knows for tenants
You’ve found a property, filed the paperwork and been told it’s yours to move into, but before you can start packing up boxes and planning where the furniture will go, there is the matter of the paperwork – and of course, the deposit.
Included in that paperwork is an inventory – which can be a large, incredibly detailed document that to the untrained eye may seem unimportant.
But as a tenant, the inventory is one of the most important processes to complete which will help to protect both you and your landlord over claims for repairs or damages to the property and help to ensure a smooth process when you come to leave.
As an expert in providing property inventories, Handan Rolande, from Exact Property Services have provided our top ten ‘must knows’ for all tenants to help navigate you through the process.
What is a property inventory?
A property inventory is a detailed document which records not only what is in the property you are renting, but the condition of the fixtures and fittings at the start and end of a tenancy. It also evaluates everything from structural elements like floors and ceilings, the state of repair and meter readings. It will also tell you key information like the location of the water stop cock.
Why do I need an inventory?
An inventory and check-in report helps you as a tenant keep track of any changes during the tenancy. This will be used as the starting point for any disputes both during the tenancy and when it comes to returning a deposit at the end. With the deposit often being a substantial amount of money, it is an important way to ensure a fair resolution of any damages.
Who should carry out the inventory?
Some experienced landlords and letting agents conduct the inventory themselves but in most cases a separate and independent inventory expert carries them out. It is generally considered better if the person conducting the report is unconnected to the property to ensure impartiality. As a tenant, you can ask for it to be carried out by someone independent.
Who pays for the inventory?
Good news for tenants in England, Scotland and Wales: since the Tenant Fees Act (2019) came into force, landlords and letting agents in England cannot charge the cost of preparing an inventory. If an unscrupulous or inexperienced landlord tries to pass this cost on, you are not obliged to pay. If a tenant is asked to hand over a deposit without an inventory, they should be wary.
However in Northern Ireland it remains legal for a landlord to make these charges directly to a tenant.
What’s the difference between ‘damage’ and ‘fair wear and tear’?
There is an expectation that there will be what is known as ‘fair wear and tear’ when someone is living in a property. This is described as deterioration of a property and its contents which would happen naturally over time and includes things like minor scuffs on carpets or chips on paintwork. This is also why the starting condition of the property is so important to capture in the inventory.
However, with any deliberate or accidental damage, such as a large stain on a carpet or broken furniture, the landlord has the right to expect that the tenant covers the cost of repairs or replacement. However, there is an understanding that the costs claimed cannot be ‘old for new’ if the item damaged was not new when you moved in.
What is a check-in report? Is it different from the inventory?
A check-in report documents the condition of everything in the property when the tenant moves in. It’s also known as the schedule of condition and accompanies the inventory report. Ideally, the check-in should be carried out on the day tenants move in, and it’s beneficial for them to be present.
What is the check-out report?
When a tenancy ends and you have removed your belongings, a check out inspection is performed and the property’s current condition will be compared with the inventory records. This is when the differences between wear and tear and actual damage will be recorded as well as things such as reading the meters. It is at this stage that decisions on whether the landlord will be requesting part, or all, of the deposit to cover damage will be made.
If disputes arise, both the landlord and tenant need evidence to support their claims, found in the inventory and check-in report. If there is no inventory and check-in report, your landlord will have no frame of reference from which to make any claims.
Does the Inventory Report Need to Be Signed?
While it’s not mandatory to sign the reports, its recommended that you sign an inventory which you are happy with, to avoid potential disputes.
Do I need to be present for check-in and check-out?
You aren’t required to be present, but we would recommend it as it is an opportunity to raise any doubts or concerns about the inspection and ensure everything you agree on is documented. It’s a good time to raise any issues you might have and establish how these can be addressed.
Does the landlord have a right to conduct an inspection during the tenancy?
A landlord can inspect a property during the tenancy, which is known as a mid-term inspection. They can do this to ensure the property is being well-maintained and check the property against the check in report. It is a good time for the tenant to raise any issues you might have, such as repair needs or maintenance issues.