Dictation makes for a much faster and more Accurate Inventory

The very latest statistics from the Tenant Deposit Scheme, which was introduced in 2007, have shown that there has been an increase in the number of disputes between tenants and landlords at the end of a tenancy. The scheme was introduced in order to protect landlords against rogue tenants destroying their property, and at the same time protect tenants against rogue landlords claiming that they were responsible for something which occurred before they moved in, or for normal wear and tear which is, of course, the responsibility of the landlord.

In fact, over the last few years there has been an increase of nearly 25% in the number of deposit disputes. It would be fair to assume that many are caused as a result of inaccuracies in the property inventory documents. Some would argue since the resolution process is straightforward, the parties may well be exercising their rights, and so they should.

Many landlords and letting agents are concerned that they may be regarded as having a conflict of interests when there is a dilapidations dispute. For this reason, quite a number of them will instruct an independent third-party company to handle their inventories, which are the reports on the condition of a property at the outset of the tenancy and at the end. There are also mid-term inspections which are carried out as well.

The tenancy deposit is the tenant’s money and it is up to the landlord to provide indisputable evidence that damage was caused by the tenant during the tenancy in order to be able to claim recompense from the deposit. Furthermore, the adjudicators of the Tenant Deposit Scheme are only interested in the evidence in support of a claim by the landlord and are not interested in who provided the inventory in the first place.

The tenancy deposit is the tenant’s money and it is up to the landlord to provide indisputable evidence that damage was caused by the tenant during the tenancy in order to be able to claim recompense from the deposit. Furthermore, the adjudicators of the Tenant Deposit Scheme are only interested in the evidence in support of a claim by the landlord and are not interested in who provided the inventory in the first place.

So it can readily be seen that an accurate inventory is crucial for all concerned, not least the tenant. If the inventory misses something that is later spotted, it can be difficult for the tenant to argue against it. Equally, some landlords may not be fully up to speed with the concept of wear and tear. Items provided are meant to be used and their condition is not going to be the same between start of tenancy and at the end. For example carpets, white goods and so on.

Undertaking inventory can be a complicated process, in particular where the property is fully furnished. Conducting an inventory is also time consuming. This is why many landlords and letting agents use the inventory app that we supply at Reports2Go.

Apart from any other considerations, it is free to download to a mobile or tablet. The inventory clerk can then go through the property typing up notes as they go or use it in audio mode. On board dictation software is lets descriptions of things as the clerk speaks them to be automatically transcribed and entered into the relevant section. All that is necessary is for the clerk to press the microphone icon on the keyboard and the dictation software converts it to text at the same speed as the clerk is speaking. Now that is a LOT faster than typing!

It should be noted that at present the access to the dictation software is only available where there is a good internet connection. So if you are away from a good connection, it may be necessary to revert to typing the text.

Panos, 15 May 2020

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