Communicating Property Inventory Findings with Tenants: Best Practices

Effective communication is essential when it comes to discussing property inventory findings with tenants. The property inventory report serves as a crucial document that outlines the condition of a rental property at the beginning of a tenancy.

Once you’ve produced a report using our free inventory app, communicating these findings with tenants in a clear and transparent manner is vital to ensure a smooth and harmonious relationship between landlords or agents with tenants.

Explain the Purpose of the Inventory Report

Take the time to explain the purpose and significance of the property inventory report to the tenant if this is needed. Emphasise that the report serves as a reference point for assessing any changes or damages during the tenancy.

Clarify that the report is not intended to assign blame or responsibility immediately but rather to establish a starting point for the tenancy and ensure transparency for all parties involved.

Schedule a Meeting or Call

Rather than simply sending the property inventory report to the tenant, it can be helpful to schedule a brief meeting or call to discuss the findings in person. This provides an opportunity for tenants to ask questions, seek clarification, and discuss any concerns they may have.

Even if they don’t take you up on this offer, extending the opportunity for this kind of interaction fosters open communication and helps build a rapport with tenants.

Provide a Copy of the Inventory Report

Giving your tenants a copy of the property inventory report couldn’t be easier with tools like our free inventory app. This will ensure that the report is clear, well-organized, and easily understandable.

If necessary, highlight important sections and draw attention to any areas that require specific attention or clarification. This enables tenants to review the report thoroughly and reference it when needed.

Discuss any Discrepancies or Disagreements

During any communications about the report, be open to discussing any discrepancies or disagreements that the tenant may have regarding the inventory findings. Listen attentively to their concerns and provide explanations or clarifications where necessary.

It is essential to address any misunderstandings promptly and work towards a resolution that both parties find satisfactory.

Provide Guidance on Property Maintenance

Use the opportunity to provide guidance on property maintenance and care. Offer recommendations and tips for tenants to help them maintain the property in good condition throughout the tenancy. This proactive approach promotes a sense of shared responsibility and can help prevent future issues or damages.

Document Changes or Agreements

If any changes or agreements are made during the discussion, document them in writing. This can include repairs that the landlord will address or agreements regarding the condition of specific items. Having written documentation ensures that both parties have a clear understanding of the agreed-upon resolutions, reducing the potential for misunderstandings in the future.

Follow-Up in Writing

After any meetings or calls, follow up with a written summary of the discussion. This summary should reiterate the key points discussed, any agreements reached, and any actions that either the landlord/agent or tenant needs to take.


Communicating property inventory findings with tenants is a crucial aspect of maintaining a positive landlord-tenant relationship. Fortunately, you can do this easily with our free inventory app that gives you access to a smart and intuitive tool that produces accurate and consistent reports that are easily referenceable by both tenants and property managers.

Gary, 18 August 2023
Communicating Property Inventory Findings with Tenants: Best Practices

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