Inventories
Inventories are to protect both the landlord’s and tenant’s interests. They are also a useful
tool when dealing with any claims at the end of a tenancy, and in many cases help schemes
in minimising their claim rate.
It is a worthwhile exercise for schemes to conduct inventories on behalf of the client and landlord and
this can often be done at the same time as sign up of the property and the hand over of keys to the
tenant. Detailed inventories can be time-consuming to compile and type, so a pro-forma should be
used which can be filled in by hand and, if possible, typed up later. Digital cameras can be extremely
helpful as they make it relatively simple and inexpensive to keep photographic records of the property
as it was prior to the client moving in.
Two copies of the inventory should be sent, with covering letter, one to the landlord and one copy to
the tenant within five working days. The inventory should be redone if any amendments are made and
new copies sent to both the landlord and tenant. The final inventory should be signed by both landlord
and tenant.
If the inventory is going to be completed by the landlord or a third party, the scheme should ensure that
both landlord and client are happy with the inventory and have signed it, and in these cases the scheme
should insist on receiving digital photographs.
When carrying out an inventory:
 Walk through and around the property, noting all the spaces within it (these will then form the
headings for each section of your inventory)
 Start at the top of the property and work down
 Be logical and make sure nothing is missed
 Include ceilings and light fittings
 Work down each wall looking at windows, curtains, pictures, shelving and wall fittings
 Finish with skirting boards and flooring
The inventory should make specific remarks on:
 The state of decoration;
 Anything that is damaged, any marks, scratches or burns to furnishings;
 How clean the accommodation is
 Anything that looks like it is about to wear out. Disagreements about fair wear and tear are
common amongst landlords and tenants.
 There is no legal definition but as a guide, fair wear and tear can be defined as ‘damage that
occurs during normal use or something that happens due to aging”. Any property and
particularly its contents and furnishings will show minor damage and other signs of wear over
time, even with the most careful occupant
When taking photographs:
 Take wide shots in each room
 Capture specific items that are prone to damage or of concern
 Take a photo of the condition of the hob, oven, fridge, kitchen cupboards, shower and bath
 Make sure the camera adds the date on the photo
 If you are photographing damage, use a ruler to show an accurate scale
Some schemes have chosen to “bulk buy” the services of an inventory clerk as an extra service for their
landlords. Local inventory clerks can be located via the Association of Inventory Clerks. The average
cost of an inventory will range from £70 to £110 for an unfurnished property dependent on bedroom
size and £90 to £130 for a furnished property dependent on bedroom size.
Schemes should ensure that they have an up-to-date inventory of every property in order to be able to
settle any claim.
The objective is to ensure that any claim for compensation is judged against a clear concise inventory
and schedule of condition.