The Inventory Process
An inventory is a binding legal document that provides an accurate written record of the condition and contents of a property at the beginning of a tenancy.
It is only effective if it is accurate, therefore all defects and soiling must be noted. Some landlords do not realise that although descriptions can appear uncomplimentary, it is those descriptions that will allow them to prove whether a tenant caused damage or is liable for cleaning costs. The following areas are normally included but more or less can be covered by arrangement. In every case, detailed comments are shown beside each description:
Interior condition and decorative order, plus the fixtures and fittings including: doors, windows, drapes/blinds, ceilings, walls, carpets etc. Furniture and other contents, excluding items which the Inventory Clerk considers as expendable, such as magazines, living plants and other such minutiae. Gardens are described in laymans terms only. Garden statues, sheds, outbuildings etc will be described as deemed appropriate. Lofts, cellars and similar areas are not normally covered.
To minimise costs, at Oakley Jane, we exclude items which are of little real value in general terms i.e. "a quantity of ...". Examples of such items are books, tired bedding, used kitchen utensils/tableware etc.
Should a property contain anything considered an antique or of great value we must be notified and, ideally, valuations should be provided. It is recommended that a property is cleaned to a professional standard for the start of a tenancy paying particular care to carpets, curtains, upholstery, kitchens and bathrooms. If an item is soiled at the start of a tenancy a tenant can not be charged for cleaning it at the end.
Landlords are also advised to retain all receipts.
Interior condition and decorative order, plus the fixtures and fittings including: doors, windows, drapes/blinds, ceilings, walls, carpets etc. Furniture and other contents, excluding items which the Inventory Clerk considers as expendable, such as magazines, living plants and other such minutiae. Gardens are described in laymans terms only. Garden statues, sheds, outbuildings etc will be described as deemed appropriate. Lofts, cellars and similar areas are not normally covered.
To minimise costs, at Oakley Jane, we exclude items which are of little real value in general terms i.e. "a quantity of ...". Examples of such items are books, tired bedding, used kitchen utensils/tableware etc.
Should a property contain anything considered an antique or of great value we must be notified and, ideally, valuations should be provided. It is recommended that a property is cleaned to a professional standard for the start of a tenancy paying particular care to carpets, curtains, upholstery, kitchens and bathrooms. If an item is soiled at the start of a tenancy a tenant can not be charged for cleaning it at the end.
Landlords are also advised to retain all receipts.
The Check In Process
At a Check-in, we will inspect the property and compare it to the inventory. Any variations will be noted on the inventory.
If there have been significant changes to the property since the inventory was last used it is likely that a new inventory or significant update will be required. Landlords are advised to give fair notice to us if this is the case to allow sufficient time for the job. If in doubt do not hesitate to contact us.
In order to authenticate the inventory it must be signed by both the Tenant and Landlord or their representatives. The "master inventory" (that agreed at the Check-in) should be kept safe by the agent or Landlord for use at the end of the tenancy or in the event of a dispute. This document forms part of the Tenancy Agreement.
It is advisable that a tenant or Tenants representative attends the Check In. It is the usual process and recommended that the inventory is updated and copies sent to both the Landlord and Tenant.
Oakley Jane will note the meter readings, will list all keys issued with exact location and numbers including all internal, window, shed and garage keys.
In addition, Oakley Jane will note whether soft furnishings have the relevant FFR labels and will confirm the existence of a valid Gas Safety Certificate.
In order to authenticate the inventory it must be signed by both the Tenant and Landlord or their representatives. The "master inventory" (that agreed at the Check-in) should be kept safe by the agent or Landlord for use at the end of the tenancy or in the event of a dispute. This document forms part of the Tenancy Agreement.
It is advisable that a tenant or Tenants representative attends the Check In. It is the usual process and recommended that the inventory is updated and copies sent to both the Landlord and Tenant.
Oakley Jane will note the meter readings, will list all keys issued with exact location and numbers including all internal, window, shed and garage keys.
In addition, Oakley Jane will note whether soft furnishings have the relevant FFR labels and will confirm the existence of a valid Gas Safety Certificate.
The Check Out Process
At the end of the tenancy a Check Out inspection is carried out. The inventory used for the Check Out is the one updated at Check In with any relevant comments.
Notes are made on the inventory of any variations since the Check In. We will then list the significant differences on a Check Out report including whether these changes are Tenant charge, Landlord maintenance or Fair Wear and Tear.
Cleaning is often a major area of dispute. Landlords and tenants are advised to retain all receipts relating to cleaning and repairs carried out before, during or at the end of a tenancy.
It should be noted that Oakley Jane cannot comment usefully on any alterations or additions made after the Check In unless they we were instructed to revisit the property in order to examine these changes at the time they were made and a signed and agreed addendum was added to the inventory. The Check Out report is the basis for most claims made by landlords. A claim is most often viewed more favourably if compiled by an independent and unbiased party such as Oakley Jane, particularly in a Court of Law.
At the Check Out we also will take a note of the closing meter readings if meters are accessible, in addition, will collect all keys from the Tenant and compare them to the keys issued at the Check In.
Cleaning is often a major area of dispute. Landlords and tenants are advised to retain all receipts relating to cleaning and repairs carried out before, during or at the end of a tenancy.
It should be noted that Oakley Jane cannot comment usefully on any alterations or additions made after the Check In unless they we were instructed to revisit the property in order to examine these changes at the time they were made and a signed and agreed addendum was added to the inventory. The Check Out report is the basis for most claims made by landlords. A claim is most often viewed more favourably if compiled by an independent and unbiased party such as Oakley Jane, particularly in a Court of Law.
At the Check Out we also will take a note of the closing meter readings if meters are accessible, in addition, will collect all keys from the Tenant and compare them to the keys issued at the Check In.
