Inventories – The Essential Tenant Guide

Inventories play a big role in your tenancy. They can help you avoid conflicts with your landlord or letting agent and hold the key to whether you receive your entire deposit back or just a portion of it when you move out.

Given this, it is imperative for you as a tenant to have a thorough understanding of inventories and how they operate. Follow our guide to the inventory process to learn more about why this step is crucial and what it implies for you as a renter.

 

So what actually is an inventory?

An inventory is a detailed report that provides an in-depth overview of the rental property and its contents. Whether the accommodation is furnished, part-furnished, or unfurnished, inventories are created for all types of rentals. They include a comprehensive list of the furniture, fixtures, and fittings in every room, along with a description of their condition.

Specialist third-party inventory clerks can conduct these inspections, however, landlords or letting agents may also perform these checks to ensure accuracy and transparency. They thoroughly walk through the property, taking note of the items and compiling a detailed report.

Although the format may slightly vary from one inventory to another, the core information remains consistent regardless of the type of property you’re renting. For instance, one inventory may provide specific details about the condition of the sofa, carpet, and walls, complete with accompanying photographs. Another inventory might use a simple traffic lights system to indicate the overall state of each item.

 

Why are inventories so important?

The inventory serves as a detailed record, accounting for the condition of everything in the property when you first move in. Taking the time to thoroughly review and sign the inventory puts you in a favourable position when your tenancy eventually comes to an end.

Having a detailed inventory that everyone can refer to significantly reduces the likelihood of disputes with your landlord regarding the property’s condition. Additionally, it increases your chances of receiving your full deposit back, as everything is documented for transparency and accountability.

Without an inventory, you lack tangible proof of the property’s condition at the start of your tenancy. This leaves you vulnerable to potential challenges about damages you didn’t cause or being asked to cover the cost of repairs that were unrelated to your stay. It’s disheartening to think that you could lose a portion or the entirety of your deposit for something that had nothing to do with you or your tenancy.

It’s important to note that if a detailed inventory is unavailable or if no inventory exists at all, the adjudicator responsible for resolving disputes is highly likely to reject a landlord’s claim. Therefore, while providing an inventory is not a legal requirement for landlords, it’s in both their and your best interests to have this comprehensive record of the property’s condition.

 

What part of the inventory are tenants responsible for?

In rare cases, you will be permitted to attend the initial inventory check conducted by the clerk, landlord, or letting agent. This is an invaluable opportunity for you to personally observe and take note of any pre-existing damages before they are officially recorded in the inventory report.

However, in most cases, you will be sent a copy ready for your move-in date with a set period to review, and add comments and your own images before signing. As a tenant, you still play a crucial role in the inventory process. It is essential that you carefully review it during your first few days on the property. This gives you the chance to verify the accuracy of the report and ensure that all existing damages are properly documented.

 

What do I do with my inventory?

When you receive the inventory report, it’s important to take the time to carefully inspect every aspect of your new space. Walk through each room and meticulously examine the furniture, walls, carpets, and fixtures. By being thorough in your inspection, you can ensure that any existing damages or issues are properly noted.

Feeling uncertain about where to start when double-checking the information in the report? Don’t worry, we’re here to help! Here’s a quick overview of some key things to watch out for as you move from room to room:

• Furniture: Check for any signs of wear, tears, or stains.
• Walls: Look out for scratches, scuffs, holes, or marks
• Carpets: Examine the carpets for any stains, burns, or tears.
• Fixtures: Take a close look at light fixtures, switches, and outlets to ensure they are all in working order.
• Mould and mildew marks: If you see any stains or tide marks indicating mould being wiped away, you are allowed to query whether the property has a mould and damp issue and request that your landlord addresses this.

Remember, if you’d like to have photographic evidence for your own reference, feel free to take pictures as you go along. It’s a good idea to ensure the photos are clear and date-stamped, so they can serve as a reliable record.

 

But my report doesn’t make sense?

You might discover that the descriptions don’t line up or that something was overlooked. Whether you can’t see the stain the report mentions or there is another scratch on the kitchen table, don’t hesitate to alter the inventory if you think something is off. You are entitled to make changes.

Additionally, make sure to include any objects that were omitted from the list along with a description of their state. For instance, if a side table is missing from the report, it must be added to prevent an inconsistency when you move out.

When you are satisfied with the property descriptions in the inventory report, only sign the inventory.

 

So, what happens next?

It’s important to ask your landlord to note any flaws in the inventory for extra piece of mind and to ensure that you’re covered. In order to do this, request that they countersign anything you’ve identified that may have been overlooked. Providing images at this stage will support your case and safeguard you when you move out.

Furthermore, if they agree to make any repairs or updates to the property, obtain it in writing from them. This should safeguard you if the repairs are not completed and harm happens as a result.

 

But I didn’t get a inventory?

Most landlords will supply some type of inventory; but, if they do not provide one at the beginning of your tenancy, you are free to create your own. You can go into detail with your writing and take images to describe how things appear before you move in.

You can then ask your landlord to review it and sign it to ensure that it truly depicts how the property appears. If they refuse to sign it, you may have an independent witness sign it.

 

What about Mid-Tenancy Inspection?

While you will not be required to verify and sign any inventory while living in the property, your landlord or rental agent will schedule some mid-tenancy inspections. These are intended to ensure that everything is in good working order. The property’s and its contents’ condition is assessed, and any notes for repairs are made.

These inspections provide an excellent opportunity for you to resolve any issues that may arise, such as any redecorating or DIY that may be required. In addition, your landlord may have follow-up tasks for you to do, which you should be informed of in writing.

All of this will be handy when it comes time to move out of the property because these inspections and the accompanying repairs may occur. Keep any letters from your landlord regarding the inspections and repairs. Whether these are texts, emails, or letters, if they detail the actions they intend to take to address any faults or repairs, you can use them as evidence in the event of a later dispute.

 

I’m moving out, what happens with the checkout inventory?

When you decide to leave, another formal inventory takes place. This checkout report is usually considerably simpler than the first one because it is an update to the one created when you moved in.

The inventory-creation procedure is repeated, which means that the inventory clerk, landlord, or letting agent notes the condition of the property. The final report is then written. Again, if you are able to attend to this inventory, it may be easier to handle any difficulties that arise, but more often than not this will take place without the tenant.

The original inventory is then compared to the updated checkout inventory to see whether there is any reason for your landlord to make damage deductions. It’s worth taking new photos before you move out to compare with the ones you took when you first moved in.

If you spent some time carefully reviewing the first inventory and communicating with your landlord or agent about repairs and updates throughout your tenancy, there should be no unpleasant surprises.

Your landlord must account for general wear and tear throughout this inspection. Because carpets wear and little scuffs and scrapes are to be expected, you won’t be able to leave the property precisely as you found it. You cannot be charged for anything that may be attributed to normal use, and your landlord or agent cannot deduct a portion of your deposit for such items.

If some damage is noted in the checkout report that isn’t due to wear and tear and deductions are made from your deposit to pay the charges, you must decide whether you agree with this decision or want to fight it.

If you suspect something isn’t quite right, gather your original inventory and this new one, as well as any photographs, receipts for any repair work, and anything else that could be used as proof. Following that, go over the landlord’s report and answer each claim, referring to the inventory and other facts as you go.

If your landlord sees that you have proof that you have not damaged the property in any manner, they should abandon their claim. If defending yourself in this manner is ineffective, contact the deposit protection programme that holds your deposit; they should be able to assist you in resolving the matter.

In this scenario, an adjudicator will review everything and weigh both viewpoints. Keeping track of everything during your tenancy will help things go your way if you get to this point.

To avoid deposit deductions, you can obtain a tenant’s liability insurance coverage to protect yourself against accidental damage to the landlord’s property, however, this is not essential.

We have created a Guide to getting your deposit back, as well as an End Of Tenancy Cleaning Checklist to help you get your deposit back.

 

At Rooms in Kent, we want to ensure that you have all the information you need to make your new room a comfortable home. We complete Full Check In, Mid Term, Pre-Checkout and Checkout Reports on every tenancy. By carefully inspecting the inventory report and following these guidelines, you can feel confident knowing that your living space is well-documented, and any pre-existing issues have been taken into account. If you have any questions about your inventory, give us a call at 01233 367 367