Inventories First is here to ensure that both parties are protected at all stages of the lettings process.  We can produce a comprehensive, detailed inventory for the property.  On the move-in day, we can meet the tenant at the property and check them in, ensuring every detail is recorded.  During the tenancy, we can provide interim inspections of the property so you can rest assured that it is being looked after and we can bring to light any maintenance issues you are not already aware of.  At the end of the tenancy, we can again meet the tenant to re-check the property against the inventory check in report and return the keys to the landlord or agent.


The Inventory

To produce an inventory the clerk will visit the property to take colour photographs of all rooms and using a dictaphone will list and describe every wall, ceiling, floor, fixture, fitting and item.  An inventory is not just a list of furniture, it also includes the colour of the walls, the type of flooring, descriptions of windows, bathroom fixtures, kitchen units, sinks and appliances and fireplaces.  Surprisingly these are all things which are often not included in landlords' own inventories.  It is worrying when you consider the potential damage that could possibly be caused to these items and by missing them off the inventory, there is no record of their condition at the start of tenancy and therefore no proof that any damaged caused by a tenant was not there before they moved in.  Many landlords believe that if their property is unfurnished, they do not need an inventory.  However, all the above items would be present in an unfurnished property and all have the potential to be damaged, needing expensive repairs.  Therefore an inventory is an invaluable document for any landlord.  

An inventory can be produced in advance or at the same time as the check in.  The completed report is emailed to all parties and up to three bound paper copies can be posted if required in addition.


The Check In

The check in should be done on the move-in day.  The tenant should have no prior access to the property and all cleaning and preparations of the property should be complete.  The clerk can meet the tenant at the property and the inventory (if there is already one in place), will be checked.  The condition of every item will be recorded as it is seen at the time of the check in.  The keys which are handed to the tenant, as well as any additional keys seen in the property, are recorded.  The electricity, gas and water meters (where present and accessible) are read.  Photographs are taken of all rooms, outside areas and any significant marks or defects seen.  A declaration sheet is drawn up, summarising the condition and cleanliness of the property as well as the meter readings and keys.  This is then signed by all parties present, including the inventory clerk themselves.  This declaration sheet is attached at the end of the check in report and it is advised that any party not present at the check in, sign it when they receive the report.
Download a sample of our inventory check in report


The Check Out

It is important that the check out is carried out when the tenant has moved out of the property.  Their furniture and possessions should have been removed, all cleaning should have been completed and they should not be allowed further access to the property after this time.  The inventory check in report is checked fully and the contents and condition of the property is compared to that noted on the report.  Any discrepancies are noted and the inventory clerk will assess whether they can be classed as fair wear and tear or a tenant responsibility.  When things are classed as tenant responsibility, we will assist where possible in determining proportions or values for compensation to the landlord.  As a member of the AIIC (Association of Independent Inventory Clerks) we have been fully trained to recognise what constitutes fair wear and tear and what does not.  Photographs are taken of all rooms, outside areas and of any significant marks or damage in order to assist the landlord or agent with any repairs that may be necessary.  The tenant must hand over any keys they have for the property, these are recorded and returned to the landlord or agent and final meter readings are taken.
Download a sample of our check out report


You can download Adobe PDF Reader for free to view the reports.  All our reports are emailed in secured PDF format.  This makes it impossible for them to be edited or changed in any way.  Up to three copies can be supplied printed and comb bound in addition at no extra cost.  We keep a copy of every report produced on file in case it is needed again in future.