Why landlord inventory reports matter and how to get them right

A landlord inventory report is one of the most essential items for a landlord. A landlord can create one, but a professional inventory check is worth considering. Although it seems like a lot of work on the face of it, it can be very valuable should a dispute or problem arise at any point during the tenancy.

Inventory checks for landlords will be a never-ending process, but well worth the extra effort. Calling a professional service provider can help landlords save time and have a stronger support case should it ever be required in court due to a deposit dispute.

What is a landlord inventory report?

A landlord inventory report is a document that lists all items within the property and the condition they are in at the time of recording. The report should also include the property’s condition, from the walls to all exterior features.

It’s vital to include photographic evidence to compare all details and elements directly with the item’s condition or part of the property during the checkout inspection. The cleanliness of the property and meter readings should also be recorded. You will need to update the landlord inventory report regularly throughout the tenancy.

Why landlord inventory reports matter

The landlord inventory report is crucial for landlords and tenants as it provides concrete evidence to help resolve a dispute regarding the property’s condition. The dispute usually comes about at the end of the tenancy after the landlord has concluded the checkout inspection.

The landlord might note some damage to the property that goes beyond fair wear and tear. For example, there might be a hole in the wall. The landlord might find some damage to a sofa provided as part of the furnished property. Or the landlord might notice an item is missing. 

The landlord can deduct money from the security deposit to repair or replace these items. Some tenants will have some understanding and simply brush it off. However, others will be upset and want to fight for their money, leading to a dispute.

The landlord inventory report allows the landlord to prove the problem by providing both a written report and photographic evidence. It will justify the landlord’s actions. It could also help the tenant if they are correct with their dispute.

How a professional landlord inventory report can make a difference

To get the most out of your landlord inventory report, you need to include every little bit of detail. Therefore, it is worth considering a professional inventory check for landlords.

Use the Association of Independent Inventory Clerks (AIIC) to book a professional inventory report on your property. It can be a bit more costly, but they understand exactly what they are looking for and have the time to compile the information required to cover you completely.

Advantages of professional inventory checks for landlords

1. Time-saving: Getting a professional to complete the task for you reduces the amount of administrative work you need to complete at a time that can be really busy for landlords due to the tenant screening process.
2. Please the tenant: Having a professional carry out the inventory check for landlords can give the tenant greater peace of mind, potentially increasing the demand on your property and later strengthening the tenant-landlord relationship. The inventory list is also there to protect the tenant, so they will be keen to know there is no bias.
3. A stronger inventory list: A professional has seen it all before. They will probably find details to include that you haven’t even considered. More details and more items covered allow the list to be stronger and, therefore, be more effective if you need to rely on it later.
4. Legally compliant: A robust inventory report is much less likely to miss legal requirements. 

Practical tips for a landlord inventory report

A professionally prepared landlord inventory report saves a lot of time, but it’s still worth reading through to ensure it has everything you need to be robust. After all, it could be you relying upon it later in court. Here are some parts you need to look out for:

1. Detailed and specific descriptions: The report needs to be more detailed than a simple “good condition.” It should include many details, such as the model, brand, condition of the paint, and any existing wear and tear.
2. Photographs: The report needs to include photographic and video evidence where possible. This makes it easy to do a like-for-like comparison at the end of the tenancy.
3. Clear format: The report should follow a clear structure that divides the property room by room. It’s ideal if there are clear columns for each point. This helps streamline the process when you update the document or use it for your checkout inspection.
4. Timing of inventory checks: The document needs to be completed on or just before the day the tenant moves into the property. 
5. Tenant sign-off: A legally sound document needs space for the tenant’s signature to confirm that both parties have reached an agreement.

We have the expertise to find the best landlord insurance deals that are suitable for your needs as a landlord. Contact us today at 01788 818 670 for a quote, and don’t forget to visit our resource centre for more information on how to be a successful landlord.