Reports2Go

Getting the fundamentals right for an excellent Property Report

Here at Reports2Go, we recognise just how critical a properly prepared inventory report can be to landlords and letting agents alike. It's not merely a tick list - it's a legally significant document that safeguards all parties by reporting the condition and contents of a property at the commencement of a tenancy. Done properly, it establishes the tone for an easy, disagreement-free tenancy and leaves a clear record should disputes occur upon termination.

Over time, we've gained a clear idea of what makes an inventory report effective and professional. Below, we're going to share some of our best practices so you can enhance your reporting process and maintain consistency each time.

Be Thorough and Consistent

The largest error we find in inventory reporting is hurrying through it. We always advise taking the time to carefully document each room, fixture, and fitting. Structure and formatting consistency allow for easier tracking by the reader — particularly if referring to individual items or locations during check-outs.

With straightforward headings, bullet points, and templated formats, nothing is left behind. Our staff has a standardised reporting system for all properties, regardless of their dimensions or state. This keeps accuracy in check and establishes confidence with our clients.

Capture High-Quality Photos

Photos form an integral component of any successful inventory report. We ensure that all the photos are well illuminated, properly labelled, and positioned neatly in the report to give context. The photos serve as evidence from the visual perspective, complementing the written explanations and bringing clarity where words may not be sufficient.

Our staff always verifies the quality of images prior to finalising a report. Poor or low-resolution images can undermine the strength of the document and cause confusion in future inspections.

Use Clear, Neutral Language

It is necessary to use factual, descriptive language throughout the report. We steer clear of subjective comments or emotive language and instead use specific observations like "scratch on the left corner of the worktop" instead of "damaged worktop." This specificity avoids misinterpretation and gives the report more credibility.

Embrace Technology

At Reports2Go, we’ve embraced digital tools to make our reporting faster, more accurate, and easier to manage. From using tablets on-site to leveraging speech-to-text features, technology allows us to produce professional reports efficiently while maintaining attention to detail.

Digital reports also allow easy sharing, storage, and referencing in future check-ins and check-outs — ensuring the full property history is well-documented.

Review Before Submission

We never release a report without a final proofread. Whether it's a spelling proof, a second glance at picture placement, or a check that all components have been fulfilled, that final step ensures us of the high standards our clients have come to expect.

Preparing a solid inventory report isn't merely a matter of checking boxes — it's about producing a sound, accurate document that passes the inspection and makes things easier for landlords, agents, and tenants. At Reports2Go, it's our speciality.

Panos, 30 May 2025