Property inventory clerks play a crucial role in the rental process by bringing an independent and unbiased perspective of the property. Their role is to accurately document the condition and contents of a property at the start and end of a tenancy. During the tenancy, they may also carry out midterm inspections. The detailed reports that they create are to protect both the landlord and tenant and provide clear and impartial evidence. This makes disputes over damages and repairs more straightforward to resolve.
Now, we’ll explore in detail what a property inventory clerk does.
Inventory Check-In Process
Pre Inventory Check-In Planning
Before stepping into a property, the property inventory clerk first has to do the following:
- Liaise with estate agents, landlords and tenants to arrange a mutually agreeable date and time for us to attend the property
- Find out where the keys will be located on the day of the inspection
- Review any existing inventories, handover documents, repair records and cleaning receipts
- Identify key areas to focus on, such as high-value furniture or areas of previous damage
On the Day of the Inventory Check-In
On the day of the property inventory, we will first collect the keys from the agent or meet the landlord at the property; this gives us a chance to discuss any areas to focus on or further information to include.
Exterior
The property inventory clerk will document the condition of the exterior of the property which includes:
- Gardens
- Driveways
- Walls
- Garage
- Sheds & outbuildings
Interior
The clerk will then enter the property, where every room is inspected and photographed. This includes:
- Conditions of the walls, floors, ceilings, windows and doors
- If there is any presence of cracks, marks or scuffs
- Any damages to the paintwork, holes or chips
- Lighting fixtures, switches, and plug sockets.
- Kitchen units, sinks, taps, and bathrooms.
- Radiators or heating units.
- Check fire alarms, smoke detectors, and carbon monoxide detectors to ensure they are functional.
- Record the condition of meters, including gas, electricity, and water, and log readings.
- Make, model and condition of white goods
- Keys being left
If the property is furnished, the clerk will note the following:
- Description of furniture- material, colour, make
- Note of appliances make models and conditions
- Signs of wear and tear, stains, or damage
- Presence of high-value items, such as designer furniture or electronics
At the end of the inventory check-in, if the tenants are present, the clerk will do a walk-through with them and point out their findings. They will then hand over the keys to the tenant. The keys are returned to the estate agent or landlord if the tenants are absent.
Inventory Check-In Report
This information is then put into an extensive inventory report by the clerk, which details everything and includes images. Any issues on the check-in, such as out-of-date smoke alarms, are communicated to the estate agent or landlord.
Inventory Check-Out Process
Pre Check-Out Planning
Before the check out inventory the clerk has to to the following:
- Liaise with the estate agent, landlord and tenant to arrange a mutually agreeable move-out date and time
- Request a copy of the Check-in report so that they are able to compare
- Request any further information or any points raised at midterm inspections
On the Day of the Check-Out Inventory
The inventory check-out clerk will arrive at the date and time requested and ensure the tenant has fully moved out. If they still have a lot of their belongings inside the property, the clerk cannot conduct the inspection because they need a clear view of the property without any obstructions. The clerk will then do the following:
Condition Comparison
Cross-reference the original inventory report with the current state of the property and highlight differences such as:
- New damage such as broken doors, chipped countertops, holes in walls, chipped paintwork
- Missing items or furniture replacements
- Excessive wear and tear beyond reasonable use
- Photograph the property and any highlighted issues
Cleanliness Check
- Assess whether the property has been cleaned to the agreed standard
- Note if professional cleaning is required, such as carpet or oven cleaning
Utility Checks
- Record final meter readings
- Ensure utilities like water, electricity, and gas are in working order
Check-Out Inventory Report
The inventory clerk will then generate the check-out report with all their findings and photographic evidence. The check-out report will highlight any changes in condition, including general wear and tear and dilapidations. The check-out report is then sent to the relevant parties.
Check-Out Inventory Report Comparison Summary Example
Midterm Inspection Process
Some landlords and estate agents opt to have midterm inspections during a tenancy. These scheduled visits help identify issues early on and are a way to communicate any maintenance issues and feedback.
Pre Midterm Inspection Planning
Before the clerk carries out the midterm inspection, they will first do the following:
- Arrange a mutually agreeable time with the agent and tenant for the visit
- View any previous inspection details and the check-in report.
- Note if the keys need to be picked up or if the tenants will be present
- Contact the tenants the day before to remind them of the appointment time
On the Day of the Midterm Inspection
The clerk will arrive at the property at the agreed date and time and then will carry out the inspection, which includes:
- Note the present condition of the property
- Note the condition of the external of the property and gardens
- Photograph every room
- Report and maintenance issues
- Communicate any feedback from the tenants
- Check that the property is being used as agreed- no rooms have been turned into extra bedrooms, etc
Midterm Inspection Report
The clerk will then produce a report to the estate agent or landlord and clearly communicate issues or maintenance reports.
The Skills & Attributes of a Property Inventory Clerk
A property inventory clerk does more than document a property. They ensure fairness in the rental process, protecting landlords’ investments and treating tenants fairly. Their role demands excellent attention to detail, strong written and communication skills, and the ability to build good relationships. Their detailed reports help landlords and tenants navigate the rental process with clarity and confidence.
