Top 4 mistakes to avoid when creating inventories

Having now been trading for over two years, we have come across many mistakes and errors produced in inventories. Normally these are only picked up at the tenant check out - which may be many years after the inventory was produced. (By the way, the oldest tenancy inventory we've seen is 12 years old).

Here is a list of top four mistakes we have noticed in inventories. I would call them 'bloopers' but, unfortunately, overlooking these key areas can cost the landlord money and the agent's reputation (not to mention that of the inventory clerk).

So, a drumroll please...

...Number 4 - Only describing contents - not conditions...

A major issue. Inventories only describing the contents of the property without any description of the actual condition. Making it rather difficult to determine whether the tenant is responsible for any faults or maintenance issues to said contents. Especially infuriating when other items nearby have been described in full, but this particular item - the one thing you need to look at - is not covered in detail.

This could be mitigated slightly by allowing for photographic documents - if your provider has this option.

Inventories must provide detailed descriptions of the condition - not just an overview of the contents.

...Number 3 - Not updating inventory for new tenancy...

Another recurring problem. Using an old inventory for a new tenancy is not accepted by the tenant deposit schemes. If updating an existing inventory, any changes to the property must be recorded. For example, if new flooring or redecoration has taken place between tenancies, the new inventory should describe this.

Photos should also be updated. We once did a check out with an updated inventory in which the photos showed a different flooring to that described in the inventory. How do you tell which is accurate?

...Number 2 - insufficient details of gardens/outdoors...

Too many inventories overlook or, at best, simply describe the condition of gardens and external areas. Granted, if it's nasty and wet the clerk will understandably prefer to spend as little time outdoors as possible.  

However, the tenant is responsible for maintaining the garden and can have their deposit deducted because of this. Including

• trimming hedges
• weeding flower beds
• mowing the grass
• clearing leaves and foliage from walkways.

Also note that tenants in some flats have responsibility for maintaining external areas even if this isn't immediately obvious - for example, if they live in a ground floor flat.

Whatever the weather, inventory clerks must record the necessary detail to cover the condition of external property areas.

Crucial details can be missed if external parts of the property are overlooked.

and coming in at Number 1 - missing the meter readings

Perhaps the biggest error an inventory clerk can commit - a deserving spot of number 1 in our mini 'ranking'. Recording the meter readings for gas, water and electric are essential to ensure the tenant pays the correct amount for their utility usage. We have known inventory clerks to be charged by the agent for missing these readings.

 

Missing the meter readings can leave the inventory clerk liable for the cost.

All miServices clerks carry the equipment necessary to access these meters: meter keys, FB keys and screwdrivers (for water meter hatches!). Clerks are trained to read the different types of meters, from old 'dial'-types to modern payment card and key set-ups. 

So now you have the list. Do you agree? Are there any other common mistakes you've seen?

Would you be interested in receiving our regular blog posts? Sign up to our newsletter to get them delivered straight to your inbox.