Inventory essentials: All you need to avoid disputes and protect your rental property

No inventory, no claim. That's about the long and the short of it if you end up in dispute with your tenant and want to make a deduction from their security deposit.

Much more than just a list of items, an inventory is your only legal safeguard in claiming for damages. The law favours evidence, and an inventory is the winning proof.

Nonetheless, we meet too many landlords with either no inventory at all (or one that's far too vague), so we've created an essential guide to getting them right, including:

• Why inventories are so important.
• A watertight inventory blueprint.
• Using photos and videos for the ultimate proof.
• Reviewing inventories with mid-tenancy check-ups.
• Happy tenancy endings.

There's plenty to unpack, so let's explore what makes inventories so essential, and how to prepare one that's sufficiently strong to cover all bases and protect your investment.

WHY IS AN INVENTORY SO IMPORTANT?

Regardless of whether your property is furnished or unfurnished, the power and value of a comprehensive inventory can’t be overstated.

As a room-by-room account of your property's fixtures, fittings, furnishings, and state of repair when your tenant moves in, an inventory gives you:

• A clear benchmark: Starting the tenancy with a detailed record of your property’s condition shows you're serious about having your investment returned in good order.
• Minimal misunderstandings: Recollections of a property’s condition can differ between landlords and tenants, but a report signed by both parties is a safeguard for everyone.
• Legal leverage: You can all but guarantee that you’ll lose any dispute or claim against your tenant’s security deposit if you don’t have an inventory to support your case.

Given all of the above, and even though the law doesn't require an inventory, there’s really no good reason not to have one, and it could save you hundreds, if not thousands, of pounds.

A WATERTIGHT INVENTORY BLUEPRINT

A successful inventory is thorough and covers everything from the front gate to the attic. It’s not just about what’s in your property, but also the condition of those items at the start of the tenancy.

Here’s what you should include and record to set clear expectations for maintenance.

• Structure and fixtures: Document doors, windows, walls, flooring, and ceilings, as well as any permanent fixtures like bathroom fittings, built-in wardrobes, and kitchen units.
• Furniture and appliances: List all furnishings and appliances by brand, colour, model and age, noting any existing wear, scratches, or other imperfections.
• Decorative and functional state: Floor coverings, curtains, blinds, light fittings, paint, wallpaper, and condition should all be recorded to ensure minimal arguments.
• Cleanliness: This is the biggest area of dispute. Your best defence is to arrange a professional deep clean, including the inside of every appliance, and attach a receipt to the inventory.

So, the moral of the story is: if in doubt, record it. Anything left out may lead to disputes, so including every detail is time well spent in minimising the potential for trouble later on.

PHOTOS AND VIDEOS: THE ULTIMATE PROOF

A picture really is worth a thousand words, and an inventory with high-quality photos and videos provides concrete evidence of each item’s condition at the start of the tenancy.

• Get snap happy: For each room, combine wide-angle shots for a clear view of the layout with close-ups of any unique features, marks, or signs of wear on surfaces.
• Press record: A clearly date-stamped video walkthrough can be particularly helpful, especially when highlighting areas like bathroom fixtures or kitchen surfaces.
• Store securely: Keep digital files safe in a secure, backed-up location and attach them to the inventory document so you and your tenant each have a copy.

To sum up, photos and videos add invaluable context and visual proof, making it far easier to claim against your tenant’s deposit if damages occur.

MID TENANCY CHECK-UPS

Alongside preparing an inventory when tenants move in and reviewing it when they move out, mid-term inspections are a priceless tool for maintaining your property’s condition throughout the tenancy by:

• Making regular check-ups: Be sure to write a mid-tenancy inspection into any rental contract to have the chance to spot maintenance issues early before they become bigger problems.
• Documenting updates: Record any changes since the start of the tenancy, update the photos if necessary, and note anything that might need addressing before the tenancy ends.
• Encouraging accountability: Mid-term inspections remind tenants of their obligation to keep the property in good order, reducing the risk of issues being ignored.

In short, repairs are always cheaper and less hassle when dealt with before they escalate, instead of finding nasty surprises at the end of a tenancy and facing larger, costlier, and avoidable dramas.

HAPPY TENANCY ENDINGS

At the end of a tenancy, your initial inventory document becomes a checklist for ensuring the property is returned as close as possible to its original state, allowing for regular wear and tear.

This stage is critical for a smooth transition between tenants and speedy resolutions around deposit deductions, so be sure to:

• Carry out an end-of-tenancy walkthrough: Take a fresh set of photos and go through the inventory line by line, comparing the condition at check-out to the original document.
• Discuss with your tenant: Give them full details of any claim you wish to make including photos and a cost estimate, so your tenant can review, respond, and agree to a deduction.
• File a deposit claim if necessary: If you can't resolve things with your tenant, your inventory, photos, and videos are the irrefutable proof you need to make a successful claim.

It’s no exaggeration to say that a solid exit inventory is the closest thing to guaranteeing a smooth handover and swift resolution, instead of a costly, drawn-out conflict (which landlords without inventories usually lose).

Will your inventory hold up in a dispute?

To see a real example of how long and detailed an inventory should be, call us on 01722 580059 or email us at info@piccoloproperty.co.uk for a chat with our team.

We’d love to show you how we protect landlords in the Wilton & Salisbury area from costly bills, unnecessary problems and time-consuming conflicts - perhaps we can do the same for you!