The 8 most common property inventory mistakes

A property inventory and schedule of condition are essential when you’re letting a property, as these give you an objective basis for proving the state of the property when you let it. For example, you may need to seek damage reductions from a deposit at the end of a tenancy, and the inventory is the starting point for working this out. The inventory will also give you a clear picture of anything you need to put right for the tenant. So what can go wrong? Here are the eight most common property inventory mistakes.

The report is too basic

If your inventory is too ‘broad brush’, it won’t provide sufficient evidence to seek damages should you need to. A vague report created purely as a box-ticking exercise may well put you in the position of having to handle a time-consuming dispute, so skimping on your inventory report is definitely a false economy. Your tenants may also feel it’s necessary to make their own inventory if yours is inadequate. Using inventory software is one way to ensure you cover everything room by room, as an inventory apps are structured to remind you of what you need to capture.

Descriptions aren't detailed enough

How much detail is enough? Well, you want to itemise the condition, furnishings, fixtures and fittings of every room, from the ceiling and walls down to the floor. For example, if somebody puts a hole in a wall and you haven’t stated that the wall was in good condition at the time of creating the inventory and taken photography to back that up, you’ll find it difficult to prove that the tenant is at fault.

Reports are subjective, not factual

You might think that your property is beautifully decorated, every room is in mint condition and so on – but reports that aren’t objective aren’t likely to be taken seriously if a dispute arises. You and your tenant need to be able to differentiate between fair wear and tear and damage. The best way to avoid producing a subjective report is to use a third party – a professional inventory clerk will be able to ensure that the inventory is both thorough and factual. If you decide to produce the report, make sure it’s accurate and avoid flowery language.

Some rooms or aspects are missing

Forgetting to list the cupboard under the stair, the cellar, the shed or the garden itself is a no-no – there’s no reason why these areas are any less likely to get damaged, accidentally or on purpose. Again, inventory software is a helpful tool that will help you avoid missing whole areas.

No photographic or video evidence

Without photographic or video evidence to back up your inventory and schedule of condition, there is plenty of room for argument six months or longer down the line when it comes to check-out report time. Visual evidence is a great way to assess whether any changes in condition go beyond fair wear and tear.

The schedule of condition is missing

The schedule of condition provides photographic and written evidence of the property’s state at the contract’s start. It comprises a list of photographs and additional descriptions of the property, helping to make your inventory watertight. Remember that if the inventory is inaccurate or incomplete, your tenant will be within their rights to note all issues and submit them to you for inclusion in the report.

The tenant hasn't signed the report

It's a requirement that the tenant not only has sight of the completed inventory report and Schedule of Condition, but that they also sign and date it to verify its accuracy. Failure to get their signature is likely to cause further problems if you ever end up in a dispute regarding damages.

There’s no property inventory at all!

If you decide not to do a move-in inventory (or producing it gets overlooked), you could find that the tenant is exempt on damages claims due to lack of evidence. As the landlord, it's your responsibility to prove that the tenant has damaged the property, resulting in the need for deposit deductions.

Wondering how you can tighten up your processes to avoid making any of these mistakes? Why not read our blog XX reasons to use property inventory software?