Rental Property Inventory – Compile inspection reports & save hours of time

Why is it important to carry out Rental Property Inventories?

When managing a rental property, it is imperative to conduct a full condition property inventory report on the property rather than just writing down the items in the property. Previously, letting agents would conduct inventory reports at the property with a note pad; writing down each item in the room, itemising each item and taking photographs of the condition of the property.

Modern technology has allowed letting agents, landlords and inventory clerks to do things quicker and more efficiently, helping reduce time, costs and potential disputes.

Most letting agents’ letting & management services will include a check-in rental property inventory report and optional check-out property inventory report (depending on the service which the Landlord opts for – an interim inspection may be required).

3 common solutions used by Letting agents and landlords when conducting the rental property inventory reports:

1. The mighty pen and paper and photo taking

Before the digital age and probably still common now, is the use of pen and paper and a trusted camera. Some letting agents will still use this method to conduct their property inventories, mainly because they are not aware of a better way of conducting a property inventory report or because they are stuck in their ways.

The agent or landlord will go through each room and inventory of items, writing down the quantity and condition of the item while taking some photographs. Armed with all this data it is back to the office to compile the report which is something a letting agent won’t be looking forward to. Out comes Microsoft word to start re-writing the property inventory report for the second time, resizing images and compiling the property inventory report.

Time is money and re-writing property inventory reports takes too long. The fact is, the pen and paper method takes too much time and taking a photograph with a camera, resizing the images and creating your own report will take even more time – up to three hours in some cases. I am sure there is better ways to utilise your time if you are a letting agent or landlord!

• 90 minutes compiling the report with pen, paper and camera
• 90 minutes preparing the final property inventory report when you return to the office

2. Hiring a professional Inventory Clerk or Company to compile the rental inventory report

Inventory clerks are professional companies or individuals who conduct an independent inventory report on a rental property. Some of these companies are members of the Association of Independent Inventory Clerks and adhere to the member’s Code of Practice. The clerk will conduct a thorough check of the property items and condition producing a detailed report of the exact condition of each item, rooms and outside spaces.

Inventory Clerk – How much does it cost?

Like most industries, you can find a more cost effective service provider and the inventory clerk or company is no different. A quick search on www.google.co.uk for a property inventory clerk will yield hundreds of results for different services and associations. With prices starting from £50 for check in’s and up to £150.00 for check outs (depending on the size of the property).

Fee price from http://www.smart-inventory.co.uk/fee-rates/

 

 

3. Digital Inventory software 

Using rental inventory software from your Smartphone or Tablet

With the emergence of the Smartphone and tablet there is a new way for Letting Agents and Landlords to conduct their Rental Property Inventory Reports. With most people now owning a Smartphone anyone with access to a credit card and the right lettings knowledge and experience can produce an inventory report.

A quick search on the app store will bring up 7 results for ‘inventory rental’. Our own easy to use Inventory app ‘Rentview Inventory’ is available for download for free from the App store.

Once downloaded to your Smartphone or tablet, you quickly sync the  Rentview Inventory app to your Rentview account. Any data collected will be published to your online account for editing.

Users start collecting data by following the simple steps below:

• Inputting the rental property address
• Select a pre-defined template such as a one bed template
• Select the rooms of the property + outside spaces
• Take photos of the Floors, Ceilings, Walls, Windows, Furniture, Inventory
• Use the voice notes to dictate the condition of the property. (notes transcribed 4hrs later)
• Click ‘done’ and your report will be ready shortly fully branded to your agency

check out the video demonstration on the Rentview youtube channel

The most important benefit of using the Rentview Inventory app is the time saved conducting and generating the report with an average of two man hours shaved off the old process. The cost benefits versus employing an inventory clerk are plain to see below.

Admin time for a rental portfolio of 50 properties for a start-up letting agency

Comparison of your time and money

Inventory	Method	Time	£
DIY	Pen & paper	3 Hours	0
Outsourced	Inventory clerk	0	50 to 150
DIY	Digital inventory app	45 mins	£5

Thankfully for both Landlords and Tenants as well as Industry Professionals, there is code of practice in place for all licensed estate agents who are responsible for ensuring any inventory inspection is carried (be it check-in, interim and final check-out). I have listed below a summary of the code relating to inspection inventory reports.  The provision in the code of practice protects both Landlord and Tenant and helps avoid any potential dispute in the future.

Code of practice for licensed estate agents from the NAEA

Drawing attention to the benefits of a properly prepared Property Inventory

2h: You must draw to a potential client’s attention the necessity and benefit of a properly prepared full Inventory/Schedule of Condition.

You must outline to the applicant any potential fee or charges

6f: Prior to an applicant’s offer being formally accepted, you must set out in written form any significant pre-conditions for the letting, including the circumstances in which the applicant may have any potential financial liability for fees, charges or penalties relevant to:

–          The processing of his/her application to rent the property

–          His/Her withdrawal, at any stage of their application for the tenancy or the clients rejection of it

–          The initial settling up of the tenancy including Inventory / Check in costs

–          Any ongoing or future liability for fees or charges payable to you for the applicant to extend, renew or terminate the proposed tenancy including Inventory Check-out costs

Make sure that you have a fully detailed and up to date property inventory report

8c: You should take care, upon appropriate instructions from the client, that – at the start of a tenancy – any Inventory/Schedule of Condition prepared for the client by you, or an appointed sub-contractor, is sufficiently detailed and up to date to allow it to be used as a fair measure at the end of the tenancy

You must give the tenants enough time to read and comment on the check-in report

8j: The tenant must be given sufficient time to read and comment upon the check-in report and inventory. The tenant should also be asked to sign a copy, which you should hold on file and the tenant must be given a copy to retain. You must make it clear to the tenant that their failure to sign and return the inventory can be taken as their agreement that it is accurate.

Property inventory check out report or end of tenancy reports

12b: The checkout should be done thoroughly and a sufficiently detailed report or summary prepared with specific reference back to the Inventory/Schedule of Condition prepared prior to the tenancy.

Click here to check out the full NAEA code of practice

How do you create your property inventories?