Reports2Go

Things to consider when compiling a Property Inventory

A property inventory is an integral part of a property’s complete report cycle. It protects a Landlord’s investment when they check-in new tenants whilst also ensuring that any disputes about deposits at check-out remain fair and objective.

For landlords, compiling a property inventory is vital. While independent assessments from estate agencies and inventory clerks are necessary for dispute processes, landlords and tenants may wish to collect their own inventories. These may include their own maintenance guidelines and highlight specific things to look out for.

If you choose to compile your own property inventory, you can use a free inventory app like Reports2Go to kickstart the process. Here are a few inventory best practices to consider.

Embed Photographs with timestamps

Photographs are vital for documenting the condition of a property as they provide visual evidence. To hold up in a dispute, the time the picture was taken is another piece of crucial information. This ensures that a photo was taken before the tenancy started to capture whether the tenant or landlord is responsible for any damage found.

Use clear Terms

Some requirements for property hand-over can be unclear, like defining what it means to clean to a “professional standard”. In such circumstances, outline in detail what the process entails so a third party can understand it easily. Again, be specific, and keep receipts where appropriate.

Check for Basic Repairs

If you are compiling a property inventory as a landlord, take care to check the appliances in your property for basic repairs. This might include clogged machinery or broken seals, damp, mould or limescale in the bathroom, etc. These are vital areas tenants could impact during the stay and should be monitored carefully.

Don’t overlook the Outside

Don’t forget about external areas when compiling your inventory. For example, ensure you note the state of the window and door frames and the garden. You might expect tenants to keep hedges and the grass cut back and tidy to where it was before the rental period. Also, make sure you take accurate meter readings for gas, electricity and water.

Note Serial Numbers

Noting down the serial numbers of furniture, electronic goods and other items can allow landlords to protect against tenants attempting to switch in substitutes when they check out.

Don’t rely on Photography alone

One final consideration worth noting is that your property inventory should not be a picture book. Photo and video can support your descriptions and highlight large areas of damage. However, they are often insufficient for describing defects or fine details, like chips and scratches. Ensure your inventory describes such details thoroughly and draws attention to the area in question. Use tags, if possible, to highlight these in photos.

With our free inventory app, you can let yourself be guided through the inventory process and easily capture photo-evidence and notes with timestamps for your property. Visit our website today to learn more, or find Reports2go in your app store.

Dan, 08 April 2022