How inventory checks for landlords work at the start and end of a tenancy

Inventory checks for landlords are one of the most important parts of protecting your property. The trick is ensuring that inventory checks for rental properties are conducted both at the start and the end of a tenancy agreement, as this will prevent disputes and ensure fairness. 

Here, we’ll take a look at the process of conducting inventory checks effectively. 

What do inventory checks for rental properties include? 

Inventory checklists outline the condition of the property and act as a comprehensive record of the contents of the rental property; they are designed to: 

• Protect your deposit: When you provide your tenants with a thorough inventory, you’ll be able to provide them with sufficient evidence to be able to deduct money from the deposit. 
• Protect your tenant: Your inventory check will also prevent any unfair claims against the tenant for any damage that they are not responsible for.
• Minimise disputes: When there is clear documentation with mutual agreement, the likelihood of disagreements increases at the end of the tenancy. 
• Fulfil legal requirements: Having an inventory is not a legal requirement; however, it is crucial for ensuring that the deposit protection schemes are functioning properly. 

Inventory checks for landlords at the start of a tenancy

As mentioned before, this will be the most important part of inventory checks because it sets the expectation for tenants throughout the tenancy agreement. Let’s go through the type of information that needs to be included in your inventory checks. 

• Presence: Is it there?
• Condition: Be incredibly descriptive. Instead of “good,” use terms like “freshly painted with no marks”. You can use these types of phrases for all parts of the property, including furniture and appliances. 
• Fixtures and fittings: Look for any damage to fixtures and fittings and how well they work. 
• Cleanliness: Has the property been professionally cleaned or domestically cleaned? 
• Meter readings: Make sure that you take clear and dated measurements of gas, electricity and water meters. 
• Key handover: Make sure that you’ve listed every key provided to the tenants, including keys to window locks, sheds and communal areas. 
• Safety certificates: Ensure that you have provided copies of EPC certificates, gas safety certificates and an EICR. 
• Outside areas: Include images and documentation of the condition of the garden and outside area. 

How to conduct the check-in

Now that we have established what information needs to be included in the inventory check for your rental property, let’s discuss how to conduct the check-in process. 

First of all, you need to make sure that your tenants are present, as this allows them to agree with the documented condition from the start. You can then walk through the property together and create a space for tenants to ask you any questions should they have any. 

As mentioned before, take photographs that are high-resolution and date-stamped, including any pre-existing damage. Ensure that you take photographs in good lighting, too. You could even film a walk-through video if you wanted to!

Lastly, once you have completed the check-in process, both you and the tenant should sign and date the inventory document. You can then provide the tenant with their own signed copy, allowing them a reasonable time period to review the inventory document, and allowing them to flag any issues before signing it themselves.  

Regular inspections  

It is advised to conduct regular inspections of the property every 6-12 months, as this will allow you to check for any issues that haven’t been reported, identify any early signs of damage, which will then allow for proactive communication. If you manage to find any changes, you can then update the inventory.

Inventory check for a landlord’s rental property 

Once the tenancy agreement is complete, the property will be inspecte,d where the condition at the end of the tenancy is compared to the beginning of the tenancy. This is where the evidence from the check-in inventory is important, as it will form the basis of any potential deposit deductions if there is damage beyond normal wear and tear. 

Here’s what you should look out for: 

• New damage: Are there any new breakages that were not present at the beginning of the tenancy?
• Cleanliness standards: Is the property as clean as it was at the start of the tenancy? Remember to take into consideration fair wear and tear. 
• Missing items: Are all of the items on the inventory list still there? 
• Wear and tear vs. damage: There is a difference between the natural deterioration of a property through normal use and negligence that causes deterioration beyond fair wear and tear. 
• Final meter readings: Make sure you take photographs of and record the new meter readings. 
• Key return: Make sure you have all of the keys that were handed out in the beginning. 

Resolving discrepancies and deposit deductions

If you feel that you need to deduct money from the deposit, make sure that you communicate this clearly with your tenants, giving them your reasoning behind the decision and providing them with evidence from the inventory checks from your rental property. 

It’s safe to say that if you are unable to provide enough evidence for your tenants, your chances of success in a dispute against your tenant will be significantly reduced.  Make sure you have your photos and evidence available when looking to deduct money from the deposit. 

If you cannot come to a mutual agreement with your tenant, you have the option to raise a dispute with the free dispute resolution service, with an impartial adjudicator reviewing the evidence. They will then make a final decision. 

Top tips for conducting inventory checks for  landlords

Here are our top tips for when you want to conduct an inventory checklist for your rental property:  

• Be meticulous: Make sure that you record every detail where possible – the more information you have, the better. 
• Embrace technology: Use digital inventory apps so that you ensure the process is more streamlined. 
• Communicate clearly: Ensure that your tenants are aware of the process from the beginning so that they understand the process and how important it is. 
• Regular review: Keep your inventory list updated
• Professional help: If you are struggling to keep on top of your inventory check for your rental property, or if you have a larger portfolio, consider hiring an independent inventory clerk. 

For more information on how to protect your property as a landlord, be sure to visit our resource centre.  At CIA Landlords, we have the expertise to find the best landlord insurance deals that are suitable for your needs. Contact us today at 01788 818 670 for a quote!