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OUR SERVICES
THE INVENTORY
What Is an Inventory and Schedule of Condition?
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At its core, the Inventory and Schedule of Condition is a comprehensive document that provides a written and photographic record of a rental property’s condition at the beginning of a tenancy. It includes details of every room, fixture, fitting, and item provided, from carpets and curtains to kitchen appliances, furniture, light fittings, walls, and flooring. Even external areas such as gardens, garages, patios, and sheds are recorded when applicable.
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The document doesn’t just describe what is present—it also records the condition of each item and surface. For example, it will not simply state that a sofa is present, but also whether it is brand new, gently used, or showing signs of wear. Similarly, it will detail marks on walls, scuffs on skirting boards, or wear on flooring. These observations are supported by time-stamped photographs, offering a clear, visual backup to the written report.
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Why Is It Important?
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The primary purpose of this document is protection – for both the landlord and the tenant. Disputes over property damage and deposit deductions are among the most common issues that arise at the end of a tenancy. An inventory can help resolve these disagreements fairly and objectively by showing what the property was like at the start.
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For landlords, a well-prepared inventory helps to:
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Protect your investment by identifying damage beyond normal wear and tear.
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Provide evidence to support any claim for repairs or replacements.
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Reduce the risk of disputes going to adjudication or court.
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Comply with tenancy deposit protection (TDP) scheme requirements.
For tenants, the inventory offers:
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Assurance that they won’t be unfairly charged for damage they didn’t cause.
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A clear understanding of their responsibilities regarding the care of the property.
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A chance to highlight discrepancies or issues at check-in that might otherwise be blamed on them later.
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Without a professionally compiled inventory, it becomes a case of one party’s word against the other’s – making resolution much more complicated, stressful, and time-consuming.
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The Value of a Professional Inventory
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While some landlords opt to create their own inventory, there are significant benefits to using a qualified, independent inventory clerk to carry out the report. Professional inventory providers are trained to observe and document detail accurately, impartially, and consistently.
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Here’s why a professional inventory is worth the investment:
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Accuracy and Consistency
An experienced clerk knows what to look for and how to document it clearly. Their reports follow industry standards and include every relevant detail, leaving no room for ambiguity or misinterpretation.
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High-Quality Photography
Good supporting photographs are key to a robust inventory. A professional will take clear, high-resolution images of each room and specific features, including any pre-existing damage or signs of wear. These photographs are dated and time-stamped, making them admissible as evidence in case of a dispute.
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Impartiality
Because the clerk is an independent third party, their report is unbiased and objective. This is especially important if a dispute arises and the case goes to a deposit protection scheme adjudicator.
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Coverage of External Areas
Gardens, patios, balconies, driveways, and other outdoor spaces are often neglected in self-prepared inventories. A professional will ensure these are thoroughly documented as part of the report.
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Time Savings
Preparing an inventory takes time and attention to detail. By outsourcing the task to a qualified provider, landlords save hours of administrative work and can be confident the job has been done properly.
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Credibility in Dispute Resolution
Should the tenancy end in a disagreement, an independent, professionally compiled inventory carries far more weight with adjudicators than a document created by the landlord or tenant.
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What Happens Without One?
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Without an inventory, landlords may struggle to prove that any damage occurred during the tenancy, making it hard to justify deposit deductions. Tenants, too, may find themselves unfairly accused of causing damage they didn’t cause, with no way to defend themselves. This lack of documentation can lead to protracted disputes, frustration, and a breakdown in trust.
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In some cases, adjudicators will automatically rule in favour of the tenant if there is no inventory to prove otherwise – resulting in lost income for the landlord and potential tension between both parties.
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CHECK-IN
An independent check-in is essential to ensure clarity and agreement between all parties regarding the property's condition at the start of the tenancy.
It provides the landlord or agent with impartial documentation, helping to set clear expectations for the tenants. Any concerns or discrepancies can be raised and addressed immediately.
It also outlines what tenants are expected to do if an issue arises during the tenancy.
What Happens on the Tenancy Commencement Date?
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On the day the tenancy begins, a professional clerk will meet the tenants at the property to conduct the check-in.
During this appointment:​
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Meter readings are taken and photographed.
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Keys are recorded, listed, and photographed.
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Smoke alarms and carbon monoxide (CO) monitors are tested to ensure compliance with current Government safety regulations.
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The standard of cleaning is checked and agreed upon with the tenants.
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A Check-In Declaration is then completed by the clerk, detailing all the above. This document is signed by the tenants and emailed to all relevant parties the same day. Photographs of the meter readings are also provided for everyone's records.
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Tenants are advised of the end-of-tenancy expectations regarding the property's condition upon return. They are given seven days to review the full inventory report before it is finalised and shared with all parties.
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CHECK-OUT INSPECTION
A check-out inspection is a crucial step at the end of a tenancy. Conducted by an independent professional clerk, it provides a detailed and impartial assessment of the property’s condition.
This helps identify any damage, missing items, or maintenance issues that may otherwise be overlooked by a landlord. It also provides essential documentation for resolving deposit deductions fairly and efficiently.
What Happens During a Check-Out?
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On the final day of the tenancy (or the next working day, if necessary), a full check-out inspection is carried out.
During this visit:
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All returned keys are checked against the inventory to confirm that none are missing.
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Final meter readings are taken and photographed.
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The condition of the property is assessed and compared with the original check-in inventory.
The clerk will record all changes, distinguishing between fair wear and tear and tenant-caused damage. Any cleaning or gardening requirements are also noted.
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A comprehensive Check-Out Report is then compiled, including clear photographic evidence to support all findings.
This report outlines:
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Responsibility for cleaning, damage, or missing items
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Recommendations for ongoing maintenance or decorating, assisting landlords in maintaining the property's condition and value
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Charlotte,
Senior Regional Lettings & Sales Manager
Jo is an absolute pleasure to work with; she is incredibly accommodating when it comes to scheduling in inventories and check-ins, and flexible if changes occur. Her inventories are detailed and comprehensive, and comments always fair. Jo always has a positive attitude and is well liked amongst tenants, Landlords and anyone she meets.
Healy Nicholls Consulting
Jo has been our Inventory agent for two properties for the past 15 years and I couldn't recommend her highly enough. I value her expertise and attention to detail.and she is always available to provide objective and fair advice.
Jo's inventories are extremely comprehensive and provide an accurate reflection of the property condition at both check-in and check-out. She provides a service that provides not only value for money but also peace of mind that, as a Landlord, you have an invaluable reference document. Her reports have on a number of occasions enabled us to negotiate with the tenant and reach an amicable settlement where there has been damage that goes beyond wear-and-tear. Jo also brings experience and insight that helps to moderate Landlords expectation in sometimes difficult negotiations.
I look forward to continuing to work with Jo over the coming years.
Nick,
Wood & Pilcher Lettings Manager
We have worked with Jo for many years and always found JV Property Services Ltd to be friendly, efficient and accommodating to any changes in arrangements which may be sprung upon us at short notice.
The Inventories provided are thorough and clear which makes the, sometimes arduous task of assessing changes in condition at the end of a Tenancy, a much simpler and transparent exercise for all parties. The experience and attention to detail is evident in all aspects of JV Inventories work.