Urban Inventories Property Services
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Urban Inventories

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Inventory and Schedule of Condition

(as important as the Tenancy Agreement)


Why is it so important to have a professionally drawn up inventory?


Subject to common discussion the Inventory is a major part of the Tenancy agreement, we have heard many landlords suggest that they do not require or need a Inventory and at a future date fall back upon their own words.


Consider the Inventory in the terms of a reference that can be held on file for the duration and recorded for future reference. Once the inventory has been created it cannot and should not  be amended and should only be amended in exceptional circumstances.


Acting in this manner gives both the landlord & tenant sound confidence that the recorded description is a true and accurate representation of the property. This safe guards against damaged occurred while the property is under tenancy from the start of the tenancy to the final day of tenancy, this also gives TDS & TPS the ability to see how the property was prior to check in and also the condition at check out complete with a fully filed Check out report.

It is strongly recommended as best practice & common practice now to employ a professional governed body or reputable Inventory provider to carry out the report and procedure, this again is to safe guard the landlord & tenant and takes away conflict of interest between both parties. It is not simply a matter of cost, it is simply a matter of assurance.


More and more estate agents are preferring to out-source the service requirements as it is seen as non bias when a Independent Inventory  provider is involved, furthermore, TPS & TDS are more open to a independent Inventory provider to validate the condition as opposed to a landlord creating a self made inventory.

If you are going to take a security deposit..... you need a independent Inventory report, completed by a professional governed provider.


A detailed inventory has always been required as a matter of best practice however with recent changes in legislation all tenancies should, New Housing Act 2004 relating to the Tenancy Deposit Scheme regulations now firmly highlight how essential a correct inventory and schedule of condition is, however this is not the only document required as if at the end of the tenancy should there be a dispute between Landlord / Agent and Tenant , the check in report will also be crucial to deciding on fair wear and tear or damage.

The Tenancy Deposit Scheme regulations are quite clear , should the matter remain unresolved and need to be sent to the scheme administrators, then the tenancy, inventory and schedule of condition together with the check in and check out paperwork is required before any adjudication can be made. Failure to supply these documents usually lead to the Landlord not receiving the full amount claimed.

:Briefly the facts of the case were:-

Example 1

At the end of the tenancy the Landlord had claimed the whole deposit due to the condition of the property . the tenant disputed the facts as according to the tenant the quality and condition of the property at move in however there was no supporting paperwork to confirm . The Tenant has removed the Landlords good and stored them in the garden , when returned to the property at the end of the tenancy, the landlords property as now "unusable" according to the Landlords Claim . Due to the lack of evidence , the adjudicator could only allow a proportion of the total cost to be deducted from the Deposit.

Example 2

The check out report reflected stains on the carpets, which had been cleaned by a contractor employed by the tenant. Further cleaning was required to remove the stains to bring it back to acceptable standard. The adjudicator agreed the tenant should cover the cost.

Vinyl in the kitchen at check out had a number of marks / small tears not reflected in the original check in report. The landlord claimed the cost of a new flooring , the adjudicator agreed as the flooring should have lasted 10 years, and in fact was only 1 year old, the Landlord had lost 9 years of use. The Tenant was liable to pay 9/10th of the cost of the replacement.

Other minor works including a shower rail, TV aerial were required however the adjudicator decided the tenant should only pay a contribution towards the repairs.


 THE INVENTORY AND SCHEDULE OF CONDITION TOGETHER WITH THE CHECK IN REPORT AND CHECK OUT REPORTS PROTECT THE PROPERTY


FOR THE BENEFIT OF THE LANDLORD AND THE TENANT!




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