Inventory and Condition Reports (avoiding disputes with tenants)

1. Inventory and Condition Reports(avoiding disputes with tenants)

2. Broad Principles • Inventory & Condition Report first details an accurate inventory of all fixtures, fittings, plants/shrubs, keys and meter readings • Also (and critically) the precise condition of each fixture, fitting and the fabric of property plus condition of garden • Consensus at start of tenancy • Aim: to recoup cost of any missing items and damage/neglect beyond fair wear and tear following check-in via tenant deposit • Onus of proof on landlord – detail level/accuracy/photos • Disputes re damage/missing items – arbitration if cannot be settled between landlord and tenant

3. Broad Principles - 2 • Deposit Protection Scheme • Fully comply with rules/guidelines of scheme • Protection of Deposit – within 30 days of receipt • Certificate of deposit protection • Prescribed Information • Information for tenants/guarantors leaflet • Lead tenant nomination document • Copies of signed docs by tenants and proof of receipt of above items

4. Compiling Inventory/Condition Report • Don't write inventory until previous tenants gone and all inter-tenancy work finished and property fully cleaned/prepared • Ideal situation – property professionally cleaned! • Property should not be entered between I/C Report visit and new tenant Check-In

5. Writing Inventory and Condition Report • Who does this – landlord or independent clerk? • Include everything – top down and clockwise! • Describe consistently – new, good, fair, poor • Not “gold taps” but “gold coloured taps” • Use imbedded/dated photos wherever possible • Tenants sign, date original - a copy sent within 24 hrs • Include meter readings, stop cock info, schedule of copies of manuals & dates equipment serviced • Type Inventory/save as .pdf so can't be changed easily

8. Check-in • Check Inventory room by room with tenants or give tenants time to check on own • Tenants sign they received I/C Report and must challenge in writing within 48 hours/7 days • Give tenants too little time - could be deemed unfair • Give too much time and damage may occur • Take additional photos of items identified at check in and document – both parties sign both copies. • Email additional photos within 24 hours.

9. Changes during tenancy • Don't change initial Inventory/Condition Report • Letter to tenant (signed copy returned in SAE) • Keep invoices as proof of changes / improvements

10. Pre – Check Out • Write to each tenant/guarantor reminding them what is expected at check out • Property cleared of all tenant belongings BEFORE • Cleaned to same level as at check-in • Tenants/Guarantors present at check out • Approximate time checkout will take

11. What to do at Check-out • Use same person who compiled I/C report? • Tenants present if at all possible • Use initial Inventory with Check-out column • Produce new exit-Inventory, compare/identify issues and get signature date/time from tenant • Use same condition terms – New, good, fair, poor • Include meter readings • Include items to be cleared (left by tenants) • Obtain costs of clearance/cleaning/making good • Try and agree amicable outcome as soon as possible

12. Key to making claims that work • Inventory: • Follow inventory procedure • Document well with clear photos (embedded/dated) • Get tenant to sign at start and end • Claims: • Follow deposit scheme rules to the letter • Supply full documentation, evidence and quotations • Have realistic expectations! (Fair wear and tear)