An Inventory is a key element in the letting process, detailing - as it does when properly and accurately prepared - not only the contents of the property but, of equal importance,
the descriptive condition of every item including doors, walls, ceiling, lights and so on. Such descriptions of condition and content can appear unwelcome but it is those very
descriptions will allow them to prove that a tenant has caused damage, or is liable for cleaning costs.
If there is no inventory, it will almost be impossible for landlords to make a claim for damage, repair or replacement costs against a tenant. Similarly, if there is an inventory
but it has not been compiled with adequate notes on fixtures and fittings or comment made on the condition, tenants may find that they will be charged for something that is not their responsibility.
ARLA (Association of Residential Letting Agents) states that inventories are 'an absolutely essential document that provides a written benchmark, which should be amended, updated and
recreated before the beginning of each new tenancy'.
Why Use a Professional Independent Inventory Clerk?
The Association of Independent Inventory Clerks, (AIIC) was established in 1996. One of the primary aims of the Association is to ensure that every landlord, tenant, and agent understands the importance of the inventory process and the value of instructing an independent and professional Inventory Clerk.
Membership of AIIC is restricted to people working as inventory clerks who have agreed to conduct their business in a professional manner in accordance with the "Guidelines to Professional Practice" as published by AIIC and also to abide by the Association's "Code of Practice". All members are required to have both professional indemnity and public liability insurance.
There are a large number of people in the UK offering inventory services to agents, landlords and tenants. As with any profession, standards vary greatly. The main advantage of using an AIIC member is that you know they have the ability and experience to provide the service you need. Furthermore, the AIIC operates a Complaints Procedure and a Disputes Procedure so you know you have somewhere to turn if you have any problems or questions about a member. In addition, if a letting agent is using an in-house clerk – or offering to do the inventories themselves – there will always be a perception of bias, should the dispute have to go to court.
And Why Use Us!
Quite simply, we aim to be the best at what we do - try us and find out for yourselves.
- We offer simple & fair pricing
- We can deliver fast turnaround of thorough, detailed, yet easy to read documents
- We are reliable, flexible, efficient and friendly
- We offer a professional, completely independent and impartial service
DSIPS aim to work with our clients and are happy to accommodate where possible. Some people like emailed reports, others hard copies - some a mixture of both!
We use the latest digital dictation and transcription equipment to produce documents quickly and accurately and we offer the following services:
Inventory Compilation (Make)
The Inventory is a clear, definitive report, detailing the property and its contents in minute detail. Ideally a fresh, updated report should be made available to both parties within one week of the tenancy commencing. The opportunity for both parties to make further observations which may have been overlooked at the time of Inventory compilation, in writing, is acceptable practice, within a reasonable time span (ideally within one week).
Inventory Update (Check in)
Alongside the compiled Inventory, there is a separate report - the Check In, where a Schedule of Condition is filled in. This is signed by the Landlord and Tenant if present (or their Representative). If either or neither are present, the Clerk will sign on their respective behalf. This report gives an overall view of the property - the general Decorative Condition, The standard of cleanliness - windows, curtains/blinds, carpets, hard/wood flooring, upholstery, linen etc. On this report, the Meter Readings will be logged along with Keys supplied. A check in declaration will be completed at the end of the check in which will give a brief overview on the standard of cleaning and any additional notes deemed relevant by the inventory clerk e.g dripping taps, faulty appliances etc.
Check Out Reports
Inventory Check Outs are again an impartial report. This time, the Clerk carefully compares the condition of the property and it's contents against the detailed incoming Inventory Report. At this stage, the Clerk will make notes as to what is a Maintenance Issue (Landlord's responsibility), a Dilapidation Charge/Replacement Issue (Tenant's responsibility) or what is Fair Wear and Tear/To Be Noted Issue. They will also compare the property against the Schedule of Condition and advise the property to be returned in a similar condition to as Check In. i.e. If the property was not professionally cleaned for the tenancy, then the Tenant does not have to have it professionally cleaned when they vacate.
Meter readings will be taken and the tenant's forwarding address obtained along with any changes to utility providers.
Periodical Management Checks
A regular inspection of the property may be crucial to landlords who are either unable or unwilling to do this themselves. A personal visit is perhaps the only opportunity to ascertain how the property is being occupied. Sometimes the letting agent does not offer this service, especially if the property is not managed by themselves. It is also a good idea if the landlord wishes to keep a professional distance.
Following each inspection, DSIPS will compile a report for the landlord, outlining apparent and obvious defects. In our experience, we would recommend that inspections be carried out on a quarterly basis.
(Please note that these inspections do not constitute a structural survey or inventory check.)
Information Packs
We can provide letting agents and landlords with a comprehensive marketing pack which includes a sample inventory, price list, copies of insurance etc.
We are happy to update and carry out check outs against other inventory companies documents.
Please contact us directly for latest pricing.
DS Inventory and Property Services (DSIPS) are a professional company offering independent Inventory and Property Services to leading
letting agents and private landlords in Reading, Berkshire and its surrounding areas. The business is based in Goring-on-Thames, Berkshire.
DSIPS offers an efficient inventory service through from check-in to check-out. This professional service means that the landlord, tenant and
agent all have complete peace of mind and reliability. The use of inventories can significantly reduce the incidence of dispute at the end of a
tenancy and, where disputes do arise, provide the evidence to make a resolution much easier - either through the ADR or by the courts.
We produce detailed, clear reports, which are concise, accurate and easy to read. These reports can be emailed or sent as hard copies, with or
without digital photos. We offer an exceptionally fast service and can turn around reports in 48 hours with an extremely flexible approach.
We are continuously improving our service through knowledge of new legislation, guidelines and approved codes of practice.
We are members of the AIIC (The Association of Independent Inventory Clerks) which is a professional body which monitors a strict code of
practice, as well as providing comprehensive training for it members, to ensure that all members provide the professional service that their
clients deserve.
We have comprehensive professional indemnity and public liability insurance cover.
Tenancy Deposit Protection Scheme
On the 6th April, 2007 the Tenancy Deposit Protection Scheme came into effect. Essentially this scheme protects the Tenant from the Landlord or his Agent unfairly withholding a tenancy deposit (bond). But, likewise, the Landlord also needs some way of protecting his property from negligent or wilful damage caused during a tenancy.
With the introduction of the Tenancy Deposit Scheme (TDS), where tenants deposits or bonds must be safeguarded by government authorised schemes, it is increasingly important to have an accurate documents of the contents and condition of the property, for both the landlords and tenants alike.
Whilst an inventory is not a legal requirement for this, the government wants to see the continued use of inventories as standard good practice to reduce the potential of a dispute at the end of the tenancy.
The use of inventories can significantly reduce the incidence of dispute at the end of a tenancy and, where disputes do arise, provide the evidence to make a resolution much easier - either through the ADR or by the courts.
This change in the law means that a third party company, such as DSIPS, are required to undertake property inventories. This means that we must be reliable, unbiased and have high professional and personal standards.
Should you require any further information on the TDS please use the link below to take you to the Government Tenancy Deposit site.
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