Blog: The Power of Inventories - Don't Put Yourself at Risk

NRLA partners No Letting Go explain the importance of carrying out an inventory.

The deposit will always be considered as the tenants’ money, so if a landlord is claiming for damages to the property, the weight of evidence falls entirely with the landlord. So, without a comprehensive inventory report for your properties, you will be unable to defend your claim, if a dispute arises over the deposit.

If the tenants have caused damage or inadequately cleaned the property, a Landlord can lose £100’s or £1000’s of pounds without having the right evidence to support the claim. 

When landlords lose disputes, it is often down to a poorly put together, insufficient inventory.  The inventory should be used as comparative evidence, showing every detail of the condition of the property at the start of the tenancy.  This is where detail will become so important, as it provides clarity. Also claims from tenants such as “my landlord won’t return my deposit” or accusations of unfair treatment will be stamped out with the help of an inventory.

The most common area for dispute is cleaning, so its vital the inventory sets out clear definitions of clean in a Glossary of Terms, includes photos and a schedule of condition, so there can be no mis understanding.

Key Points on an Inventory

• Record meter readings and list keys
• Condition and cleanliness must be recorded for each room, including appliances
• Record details of the garden, record damage and condition
• Ensure the inventory is agreed and signed by the tenant
• Don’t forget to check mattresses if its fully furnished
• Include time stamped photos within the report

Compliance and safety issues

• Record furniture and furnishing fire safety regulations
• Smoke and CO alarms must be evidenced for the correct number and working order
• Check for loose or frayed carpets, cracked glass or windows, missing keys and inoperable locks

The checkout report

Another inventory, called the check out, is performed when the tenant moves out with all their belongings.  The check-out report will list recommended actions if applicable, which are normally assigned as a landlord or tenant responsibility.  These reports are imperative to both landlords and tenants because they legally benchmark the quality of the property, and assist to ensure agreement is made quickly at the end of the tenancy.

The two reports should clearly show how the property has changed during the tenancy.  If a disagreement arises, and it leads to a dispute over hygiene or other matters, the inventory will be the most significant piece of evidence. The adjudicator will review the dispute exclusively using the inventory to form their judgement.