Reports2Go

Avoiding Common Pitfalls in Check-In Reporting

At Reports2Go, we’ve carried out thousands of property inspections and check-in reports over the years, and one thing we’ve learned is that the smallest oversight can lead to the biggest issues. The check-in process plays a critical role in setting the foundation for a successful tenancy. If the documentation is rushed or unclear, it can result in confusion, disputes, or unnecessary stress down the line.

That's why we take a meticulous, professional, and disciplined approach to each check-in report we create. In this post, we're pulling back the curtain on some of the most frequent missteps we find in check-in reporting — and how we sidestep them in order to provide the quality our clients deserve.

Lack of Detail and Structure

A very frequent fault with badly prepared reports is that they lack detail. Terms such as "room in good condition" or "clean" carry little weight in a dispute. At Reports2Go, we make sure our reports contain precise observations such as "white emulsion walls – clean throughout with no visible marks" or "laminate flooring – scratch to rear corner by door."

We also maintain a systematic approach to reporting so that every room is reported completely and in a uniform sequence so nothing is missed.

Not Time-Stamping and Dating Reports

Each check-in report must have a distinct time and date to establish when it was finished. Without this, it is hard to refer to or compare with subsequent inspections. We always make sure our reports are properly dated and have check-in times to leave precise, irrefutable records.

That is why a lot of our clients appreciate our free check-in report templates and advice — such tools facilitate easier compliance with the proper structure and all details without omitting a single step.

Omitting to Document Keys and Meter Readings

It is so easy to forget to document things such as meter readings, keys handed out, or alarm codes when checking in while things are hectic — but these are critical details. Leaving them out can cause confusion down the line when attempting to determine responsibility or usage. Our staff at Reports2Go always documents these useful necessities in our reports without any loose ends.

Rushing the Process

We know how hectic letting agents are, particularly at the height of letting seasons. But hurrying a check-in can result in expensive mistakes. At Reports2Go, we think that spending a little extra time initially to produce a thorough, precise report will save everyone time and stress in the long term.

That's why we also provide tools such as our free check-in report templates and organised frameworks to make the process more efficient without losing quality.

Looking to make every check-in process a breeze? Talk to us at Reports2Go — we want to assist you in doing it right each time.

Gary, 23 May 2025