Reports2Go

Are You Covered? What Your Property Insurance Company Needs to see in Your Inventory Report

As a letting agent or landlord, you put property insurance right at the top of your priority list. But then something goes wrong and you need to claim for tenant damage. What if you don't have the necessary evidence? Your claim can be refused or diminished in value. That's where a professional inventory report is an invaluable asset, as the undeniable proof of your claim and providing you with complete reassurance when you need it most.

The Risk of an Undocumented Claim

Lacking a thorough report, your insurance provider has no alternative but to doubt the authenticity of your claim. They must ensure that the damage occurred due to the tenant during the tenancy and was not the result of a pre-existing problem. A poorly documented claim, founded on a checklist or a few fuzzy photographs, can result in an extended dispute or a flat refusal. Not only does it incur a financial cost, but it can also irreparably hurt the trust between you, your tenant, and the insurer. The solution is to present a degree of detail that brooks no argument.

What Insurers Expect in Your Report

In order for your report to stand up to examination, it should be exhaustive, valid, and legally compliant. Insurers are seeking certain details that yield an undeniable time and status of the property.

• Imaging: High-quality, time-stamped photos are your first line of defence. Each and every room, wall, ceiling, and appliance should be well-documented to image its condition at the beginning of the tenancy. These images are a visual record that is priceless for your claim.
• Detailed Written Descriptions: A quality report does more than pictures by featuring full, room-by-room written descriptions of condition, fixtures, and fittings. It should pick up every detail, from a minor scratch on a countertop to a loose door handle. The superior inventory report software enables effortless dictation to ensure every detail, however small, is noted correctly.
• Unimpeachable Time Stamps: All photographs and comments need to be time-stamped and dated to authenticate their validity in relation to the commencement of the tenancy. It is a vital component in determining a timeline of events for an insurer.
• Electronic Signatures from All Parties: An electronically signed, professionally drafted report indicates that both the tenant and the landlord/agent signed off on the property's initial condition. This is a critical layer of legal integrity that can document a clear and equitable process.

Gary, 31 October 2025