A property inventory process is crucial if a landlord wants to protect themselves against picking up the bill for property repairs caused by a tenant.
However, to be useful during a dispute, especially if the matter goes to court, it’s important that the inventory has been thoroughly completed as part of a well-managed process so that it covers every aspect of a property and is correctly preserved.
Why is an inventory system necessary?
One of the most common causes of disputes between landlord or letting agent and a tenant is over the return of a deposit at the end of a tenancy, especially if some needs to be retained to cover repair or replacement costs.
For all assured, shorthold tenancies in England and Wales which began after 6 April 2007, landlords must place deposits in a government-approved tenancy deposit scheme (TDP) where it is legally protected.
A landlord, or their letting agent, must return the deposit in full if the tenant meets the terms of the tenancy agreement, doesn’t damage the property and pays their rent and bills. However, if you end up in a dispute with your tenant over the state of the property when they leave, the deposit remains protected in the TDP scheme until the issue is sorted out.
In this scenario, a well-managed inventory system provides the crucial evidence needed to settle any dispute and allow you to cover the cost for any damage.
What should an adequately managed inventory cover?
A property inventory is a comprehensive written and photographic report detailing the state of your property, including outside spaces, at the beginning of a tenancy.
It provides information on the furniture, fixtures, fittings and general wear and tear, details keys, appliance manuals and meter readings. Anything damaged or missing should be recorded in front of the new tenant.
A report also includes a safety section to record the evidence that a landlord or letting agent complies with safety regulations, such as smoke/CO detectors and the Furniture and Furnishings (Fire Safety) Regulations, 1988.
An inventory must be scheduled for the check-in and check-out procedures of a tenant, to record the property’s condition as the tenant departs. This clearly shows any changes that occurred during the tenancy. Additional checks can also be scheduled during the tenancy.
It is important that all inventories are fully documented and witnessed. Having a professionally prepared inventory can help establish the landlord’s credibility if the case goes before a tribunal or judge.
How does inventory management benefit the landlord?
The details recorded in a property inventory provide the evidence needed to prove whether the damage was done during a tenancy and if it was the responsibility of the tenant. This makes a subsequent claim by the landlord or their letting agent against a protected deposit or zero-deposit replacement insurance much simpler and more likely to be upheld.
A detailed inventory also helps reassure your tenant that they won’t be blamed for any damage they weren’t responsible for. This gets the relationship between landlord, or letting agent, and tenant off to a good start and a happy tenant is much easier to deal with than an unhappy one.
No Letting Go
At No Letting Go we offer an independent and unbiased professional inventory management service, providing a written and photographic report on the condition of the property and its contents.
If you would like to find out more about how our local support or national network could support you as your property management partner to streamline your cost, reduce workload and keep accurate property inventories, then contact us today.
Tenancy deposit disputes are messy and often frustrating for all involved. While the number of formal disputes remains low, the pandemic will have far reaching effects on all our finances and agents must prepare for increasing expectations in this area from both sides – landlords and tenants.
Disputes frequently arise from lack of knowledge or understanding about how this part of the tenancy process works.
While documentation is critical, it’s worth spending extra time with the tenant at the inventory stage of the process to prevent problems arising at the end of the tenancy.
Good inventory management protects both the landlord and the tenant and establishes what the tenant obligations are at both the start and end of the tenancy.
The deposit schemes will advise tenants to attend both the inventory and check-out appointment, but this is not always practical with these reports taking 1-2 hours and more on larger properties.
Tenants generally do not want to trail behind an inventory specialist, for this length of time. It is much easier, once the tenant has the report, to follow the structure which is clearly laid out and check the report is an accurate reflection of the property and its contents.
Detailed inventory and schedule of condition reports can run into 40+ pages, and whether conducting them in house or using an inventory specialist, neither are infallible – the tenant has a key role to play with the inventory, and will usually be allowed seven days to settle into the property and check through the inventory in detail.
Tip 1 – Educating tenants – a stitch in time…
The inventory and schedule of condition is a visual check of the property and not a maintenance report. If the scope of the inventory report is not understood, it can lead to delays in obtaining signatures – if, for example, the shower, boiler or hot water does not work properly, which is a maintenance issue.
Tenants must be aware it is their responsibility to check the inventory carefully, note any omissions and take pictures. Talking them through the process and explaining how the inventory protects them, is more effective than simply relying on T&Cs.
We have on occasion experienced irate tenants who have found a minor omission and believe it is a conspiracy to keep their deposit – so not a positive start for the agent or landlord.
Tip 2 – Check in the tenant – physical or digital
An accompanied check-in reaffirms the point above, and assists the tenant to understand the potential impact an inventory may have on the deposit.
Highlighting any issues within the property also makes them feel part of the process – and for these reasons, a check-in is highly recommended.
However, as minimising contact now takes precedence, use automation to capture areas of concern and obtain signatures within seven days.
Tip 3 – Terms and guidelines
Cleanliness is the main area of dispute, so take steps to head this one off at the start of the tenancy.
A good inventory will show the overall cleanliness of the property in addition to cleanliness room summaries using a glossary of terms contained at the start of the inventory document.
Cleanliness can be subjective, so it is advantageous to highlight where the glossary of terms is listed. Fair wear and tear does not apply to cleanliness, and so the property must be returned to the same standard, otherwise a deduction may apply.
Tip 4 – Not all cleaners are ‘professional’
Just because a professional cleaner has attended the property, it does not always mean the clean is to a ‘professional standard’ – if, for example, dust was present on skirting boards and shelves. In this situation, the term ‘good domestic standard’ may be used.
We are sometimes asked why it states this when a professional cleaner has conducted the clean. It is always advisable to get this right as it is generally the most contentious issue with tenants.
Tip 5 – Educate your landlords about fair wear and tear
It is vital to manage the landlords’ expectations. When a claim goes to adjudication and the breach is accepted, often the amount of the claim is reduced by the adjudicator, leading to a disappointed landlord.
This can occur for a few reasons, but the most common one is because fair wear and tear has not been factored into the claim. For example, if a carpet is three years old, the tenant is not responsible for those three years, so even if they have damaged the carpet, the claim has to factor quality, age, lifespan and condition.
A good check-out report will highlight if dilapidations are due to damage or fair wear and tear. See our landlord guide on fair wear and tear.
Tip 6 – Changes to the property – requesting permission
This is covered in most ASTs, but it is good practice to advise tenants to ask permission first.
Common deductions are attributed to damage or changes to walls from hanging pictures, adding additional hooks or shelves, painting walls and using blue tack.
It’s not unreasonable for tenants to make minor adjustments to their new home, but get them in the habit of asking first so you have the opportunity to remind them of their obligations.
Tip 7 – Outside maintenance – how does your garden grow…
Tenants often forget about the garden at check-out so they need to ensure it is left as they found it, otherwise they will face a gardening deduction.
Tip 8 – Videos are not the whole picture
Some agents use these as a quick alternative, but unless you are a professional cameraman, the video tends to go up and down and all around – not pleasant viewing for landlords or tenants!
Video evidence is acceptable by the deposit dispute schemes, but often does not capture quite enough detail, as its easier to miss items using this method– so if you go to dispute, you may end up disappointing your landlord.
No Letting Go
With No Letting Go’s inventory services, you’ll receive the peace of mind which comes with an impartial, fully documented check in and check out procedure. Our service is reliable and consistent producing reports which stand up to scrutiny during any dispute.
A thorough inventory report will provide evidence of the property and its contents at the start of the tenancy and at the end to help landlords and agents cover the cost of any damage made on the premises by the tenant.
Discover our property inventory services today.
For property services to continue to operate in the “new normal”, we’ve all had to adjust our working practices to comply with Covid-19 rules. Yet in one key aspect of inventory management, we already had systems in place that enabled effective social distancing – our fully comprehensive property inventory software
What you need from property inventory software
At No Letting Go, we have a specifically designed property inventory software called Kaptur. With compliance at its core, it captures, stores, reports and manages property information.
In a previous post, The benefits of using a property inventory reporting system, we discussed in detail how these systems facilitate great property management from check-in to check-out, making them a great time-saving tool for letting agents. But in these times, when social distancing is paramount, the efficiency and operation of these systems take on new importance. Not only do they improve the property inventory management process, but they also enable letting agents continue supporting the letting of properties while observing social distancing.
How property inventory software enables social distancing
Our property management software was created to facilitate the smooth operation of property inspections and cause minimal disruption to tenants, landlords and letting agents by taking away the requirement to be physically present for inspections. This also supports social distancing:
- Inventories are electronic, so no documentation is passed by hand between individuals
- Inventories are reviewed online
- We use Digisign so all parties can sign reports online
- Allows parties to review reports online
- Parties are able to amend reports online
- Queries can be managed online
- Photos added to reports make it easier to illustrate issues to tenants and landlords
Ensuring tenants and landlords have confidence in the system
Property inventories provide key evidence should a dispute arise about the state of a property. As a letting agent, it’s important for you that all parties can trust this process and feel comfortable that outcomes are objective, even when tenants and landlords haven’t been present at any inspections.
Landlords and tenants also feel that a third party conducting a property inspection is a good way to ensure an independent perspective. Providing a tool that generates detailed reports and lets all sides engage demonstrates how you, as the letting agent, are committed to meeting compliance obligations, which builds confidence.
There are many reasons why property inspections are so important, even in these challenging times. If it’s proving difficult to provide property inventory management for your landlords and their tenants while observing social distancing, then it’s time to reconsider your current approach and look for a system that ensures the safety of your client landlords and their tenants.
No Letting Go
If you would like to discuss how our local support or national network at No Letting Go could become your property management partner, streamline your cost, reduce workload and keep accurate property inventories then contact us today.
Research by Statista, a statistics portal for market data, found more than half of landlords who responded were in disputes with their tenants, the main reasons being arrears, cleanliness, pets, subletting and breakages. Using regular property inventories letting agents can help their landlord clients to avoid such problems.
When should you use a property inventory?
A property inventory provides a detailed report on the contents and condition of a property, listing furniture, fixtures and fittings and alongside the condition and cleanliness.
A property inspection must take place for each new tenancy to detail the condition of the property at the start; at regular intervals throughout the tenancy to record any changes and damages from the check-in inventory; and finally, at the end of the tenancy to assess the property as the tenant departs.
These regular inspections provide a full report of the property’s condition for the complete duration of the tenancy.
Why are property inspections of benefit?
Completing a property inventory might seem like a time-consuming task for a busy letting agent looking after a number of properties. However, a comprehensive inventory process can stop a landlord-tenant dispute from escalating into a legal dispute, which would be far more costly in time and money. A proper inventory system offers other benefits:
- Essential evidence about the state of the property
- Crucial evidence if you need to take the cost of a repair or replacement from a tenant’s deposit
- Claiming on insurance is much easier with inventory evidence
- A speedy inspection process to reduce the period between tenancies and maximising a property’s income potential
- Using a standard inventory process ensures that nothing is missed during a property inspection
What does an adequate property inventory look like?
To ensure that a property’s inventory and schedule of condition will be useful to avoid a dispute, it must include:
- Full contents of the property, fixtures, fittings and state of decoration
- Details of the condition for each item
- Photographic, date-stamped evidence
- A declaration page for relevant parties to indicate their agreement to the contents of the report
It must also be completed in an objective and unbiased way and enable easy comparison between reports to identify any changes in contents or condition. Ideally, a property visit should be completed every three to six months
Disputes between landlords and tenants are time-consuming, potentially costly and can affect the reputation of a landlord and their letting agent. Using an independent inventory service can help boost the credibility of an inventory for tenants because they will see it as being independent.
Discussing the tried and tested landlord inventory service we use at No Letting Go can help letting agents understand how our inventories are structured to facilitate comprehensive property inspections and designed to capture the right information to prevent disputes.
No Letting Go
If you would like to discuss how our local support or national network at No Letting Go could become your property management partner, streamline your cost, reduce workload and keep accurate property inventories the please contact us today.
Although we all do our best to avoid them, void periods are a fact of life and most landlords and letting agents will find themselves with a vacant rental property on their hands at one point or another.
If you find yourself with an empty property, it’s important to keep it safe and secure. We’ve got some advice on how to protect vacant property and keep it in good condition until your next tenant comes along.
From security solutions to regular inspections, keep your property safe with these tips.
How Long Can A Rental Property Be Vacant?
If your rental property is left vacant for an extended period of time, you will need to inform your insurer. How long this period is can vary from insurer to insurer, so make sure you read the small print in your contract.
Usually, when a rental property is left vacant the insurance will go up as it is considered to be more of a risk.
Vacant Rental Property: The Risks
With no one living in the property to take care of day-to-day maintenance and inform you if something goes wrong, vacant properties present more of a risk for landlords and letting agents.
Here are some of the potential issues you could come across;
- Vandalism
- Theft
- Squatters
- Leaks or water damage
- Fires
- Electrical faults
- Structural damage
- Mould
- Pest infestations
- Weather damage
Vacant Property Security: The Solutions
While these potential issues sound scary, there are several steps you can take to ensure your property remains safe and secure.
Secure Doors and Windows
It’s good practice to change the locks between tenancies to minimise the risk of unlawful occupation. Having secure doors and windows also helps to prevent theft or squatting.
The RLA recommends using five lever mortice locks for external timber doors or a multi-point locking system for PVC doors, as well as door chains.
Regular Property Maintenance
Regular property maintenance is vital throughout the year, whether your rental property is occupied or not. By keeping on top of maintenance tasks, when it comes to vacant buildings, there is a smaller chance of structural or internal damage.
The main tasks to address include;
- Exterior maintenance e.g. replacing missing roof tiles or clearing guttering
- Regular servicing of boilers, pipes
- Interior maintenance
Manage Utilities
Depending on how long the property is left vacant, it may be wise to switch off certain utilities such as the electrics to minimise the risk of fire. However, if you’re dealing with an empty building over the winter period, scheduling the heating to come on periodically can prevent mould growth.
Perhaps the most important measure you can take is to ensure all smoke and CO checks are up to date.
Installing Security Systems
Installing an alarm system or extra site security can discourage theft or vandalism to your property. Security services can include;
- 24 hour security cameras
- Alarm system
- Security lights
- Property security services
Alert the Neighbours
Having a quick chat with the neighbours or sending round a letter is a cost-effective way of protecting your investment. Asking the neighbours to act as property guardians and alert you if they spot any suspicious activity or leaks before they create permanent damage can save you time and money in the long run.
Take Advantage of PropTech
PropTech innovation has come on leaps and bounds over the last couple of years and there are plenty of solutions out there to help landlords and letting agents protect their properties remotely. From leak detection to remote temperature control and live streaming- you’re sure to find an app to put your mind at ease.
Vacant Property Inspections
Vacant property inspections are vital for the protection and security of your property. Most insurance companies require vacant properties to be visited weekly or fortnightly to check for any security or management issues and ensure they are dealt with promptly.
Improve Your Marketing Materials
No landlord or letting agent wants a vacant rental property on their hands. To avoid this situation from occurring in the first place, it pays to invest in quality marketing materials.
We offer a 360 degree virtual property photography service to show off your property to a high standard, producing images for use in marketing and inventory reporting.
No Letting Go’s Vacant Property Protection Services
As experienced partners to landlords, letting agents and property professionals around the UK, we understand the importance of keeping your property safe and secure during void periods.
As part of our services, we offer essential vacant property inspections to check for any damage and arrange for swift repairs. Whether you are a landlord living overseas or a letting agency needing help with your portfolio, our dedicated clerks are on hand to help.
Discover the rest of our property inventory services here.
As a landlord or letting agent, what do you do if your tenant disappears? Tenant abandonments can cause a lot of hassle and complications for those managing the property, so if it happens to you, it’s best to be prepared.
If a tenant is expected of abandoning, the landlord or letting agent will need to place a notice of abandonment at the rental property. We explain what this means, the responsibilities involved and how we can help with our abandonment notice service.
Tenant Abandonment: The Facts
Tenant abandonment is the term given for when a tenant leaves your property before the end of the tenancy agreement without notifying you (the landlord or letting agent).
In the case of abandonment, whoever is managing the property needs to ensure the tenant has permanently vacated the property before they can rent it out again.
Rent will still be owed until the end of the tenancy or until the property is let out again.
Issues for Landlords
If your tenant abandons the rental property, this can cause several problems;
- Loss of rental income
- Risk of vandalism and lack of security at the abandoned property
- Squatters
- Abandoned properties can result in higher insurance premiums
- If tenants leave possessions behind, these become the responsibility of the landlord to safeguard
What is an Abandonment Notice?
If you believe your tenant has left the property before the end of the tenancy, you need to place an abandonment notice.
An abandonment notice is a written statement that must be displayed in a prominent, accessible position on the property informing the tenant that the locks have been changed and where to find a replacement key if they wish to return.
It should give the tenant a limited time to get in contact and request a new set of keys.
By completing an abandonment notice, you are protecting yourself from being accused of unlawfully evicting the tenant.
What is Considered Property Abandonment?
Tenants are obligated to inform their letting agent or landlord if they plan to leave their rented property for more than two weeks. The tenancy agreement should include this clause as a form of protection for residential landlords.
Landlords and property professionals need to act cautiously, as under the Protection from Eviction Act 1977, the tenant is entitled to return to the property within the tenancy period. If the tenant decides to return and the property has been let to someone else, this could constitute a criminal offence on the part of the landlord.
Without obtaining a lengthy and expensive court possession order, the tenant is still legally the occupant- even if they are in rent arrears.
This means you need to be certain that the tenant has permanently vacated and surrendered the property before re-letting or entering the property.
Landlord and Letting Agent Responsibilities
In order to ensure you are not making an unlawful eviction, if your tenant appears to abandon the property there are steps that must be taken;
Before letting the property to someone else or changing the locks you must first ensure the tenant has surrendered the property.
Firstly, try to contact the tenant to establish whether they are surrendering the tenancy. If you can get written confirmation from the tenant and they return the keys, you are safe to go ahead and re-let the property.
If you cannot get a hold of the tenant check if;
- The tenant has stopped paying rent
- The tenant has removed their belonging
- The tenant has left the keys at the property
- The neighbours have seen the tenant at the property
Housing and Planning Act 2016: Abandonment
If you can ensure that your property has been abandoned, and your tenant is in rent arrears you are now able to take back possession of your property under the Housing and planning Act 2016.
In this case, you can place a written warning at the property requesting rent repayments. If the first warning is ignored, a second warning notice is required. If the tenant still fails to respond, a third and final notice must be displayed. If this is also ignored, the landlord can take repossession of the property.
Can I Enter an Abandoned Property?
If you believe your tenant has abandoned, you can only enter the property if;
- It is in a vulnerable state and you need to secure the property by changing the locks
- There is any danger to neighbours (e.g. regarding the electric or gas supply)
There is damage that needs urgent repair
That’s where we come in. Our clerks can act as independent witnesses and help with the abandonment notice process, informing the tenant the locks have been changed.
What Should an Abandonment Notice Include?
There are certain elements an abandonment notice should include;
- Written notice that you believe the tenant has abandoned the property. Don’t forget to include important dates such as how long the property has been empty
- The full name, address and contact details of both the landlord and tenant
- A section asking anyone who knows the tenant’s current location to contact the landlord or property manager
- An agreed date by which the tenancy will be assumed abandoned or surrendered by the tenant (if the tenant fails to make contact by this date)
- A section recommending the tenant seeks legal advice
- The name of the independent witness
No Letting Go’s Abandonment Notice Service
In the event that either a landlord or letting agent places an Abandonment Notice up at a property, it is vital that someone attends the property on a regular basis (ideally every 3-4 days) to ensure the notice is still in place. We offer an abandonment notice service whereby we will visit the property as instructed to ensure the notice has not been removed or displaced and to report on the security of the property.
No Letting Go are dedicated to providing professional and unbiased property inventory services from the start of tenancy to the end. From appraisals and right to rent checks, to property inspections and maintenance reports – we’re here to help you protect your investment.
Discover how we could help by browsing our full list of property inventory services.
What if you could take away the hassle of chasing tenants for signatures? Obtaining your tenants signature is a vital part of the inventory process. By automating this process, you could save yourself some time and even money.
So, what is DigiSign? And how can this automated check-in service benefit landlords and property professionals?
We take a closer look at this service to give you the full picture.
What Is DigiSign Software?
Digisign automated check-in is a service that allows us to collect electronic signatures from your tenants. This web-based signing process makes inventory signing and management even easier for all parties, allowing for remote digital signage and automated reminders.
How Does DigiSign Work?
Our DigiSign process is simple. The software will send a reminder to your tenant via email or text message, notifying them that they are required to sign the inventory report. As the landlord or property manager, you will also receive a notification for each tenant reminder sent out.
Next, the tenant follows the online link to the electronic documents where they can add their digital signatures at the touch of a button. The tenant is also able to make their own comments and add pictures directly into the report at this stage. This collaborative process can help prevent any disputes over inventories when it comes to the end of the tenancy.
Any additions are verified by us before returning the report to you.
Using the DigiSign service, we can even send automated reminders to your tenant if they fail to sign first time. The method and frequency of these can be tailored specifically to your needs. This completely removes the frustrating and laborious task of chasing tenants for signatures.
If the tenant fails to respond to these reminders, there’s no need to worry. We will deem the report accepted and will notify the tenant.
The Benefits of Automated Check-In Systems
This automated inventory service comes with a range of advantages, benefiting both landlord and tenant;
- Inventories are automatically sent out for signing according to your specific limit
- You and the tenant can make amendments online
- Queries can be managed online by us
- Text or email reminders can be sent out to tenants to speed up replies
- Tenants are able to sign the inventory remotely, using an online link
- Increased visibility for landlords, property professionals and tenants throughout the process
- This flexible system can be tailored to your needs
- Automation saves time and effort
- Reduces the chance of human error
- You’ll never have to chase a tenant for their signature again!
These benefits help to free up your time for more important things, helping you to manage your portfolio with minimal hassle.
Streamlining the Property Inventory Process
Having a detailed, professional property inventory report in place at the start of a tenancy is vital when it comes to protecting your investment and recovering any necessary costs when the tenancy comes to an end.
By making these services as easy as possible through automation, we aim to increase efficiency in your business, helping you on the path to success.
To maximise the potential of property technology, why not take advantage of Kaptur Inventory Software – a program designed with busy property professionals in mind. Kaptur provides the most efficient way to collect, prepare, report on and manage information through its flexible system.
This includes easy user experience, 24/7 customer support and custom reports tailored to you and your business needs. For inventory reports, this means branded digital documentation, embedded photos and professional templates as a start.
Why Choose No Letting Go?
Helping landlords, letting agents and property professionals manage their workload and protect their investment is what we do every day.
We offer a range of services to make your life easier, including;
- 360 virtual photography
- Floor plans
- Property appraisals
- House viewings
- Smoke and CO checks & reports
- HHSRS
- Legionella risk assessments
- Right to rent checks
- Mid-term reports
- Check-out reports
- Abandonment notices
- Dilapidations
If you’d like to find out more about our property inventory services, please don’t hesitate to contact us.
Is your tenant coming to the end of their tenancy agreement? If so, you might want to start thinking about providing them with some essential information regarding their check-out process.
Investing in a professional pre-check out service can benefit both landlord and tenant. From ensuring smoother transitions, to minimising the amount of maintenance needed, we explain how opting for a pre-check out service can save property professionals time and money.
Check Out Procedure for Rental Property
Before we look at the process in more detail, here’s a quick overview of standard check-out procedure for a private rental agreement;
- Notify tenants of their responsibilities at least 2 weeks prior to the end of the tenancy
- Provide pre-check out service
- Tenants return property to original condition
- Provide check-out visit on the last day of the tenancy
- Provide check-out report
- Tenant accepts/challenges report
- Deposit return is negotiated
- Deposit is released
Let’s take a closer look…
What is A Pre-Check Out Service?
The purpose of a pre-check out service is to ensure that your tenant is fully aware that the property must be returned to its original condition as it was found on move-in day.
This service consists of a visit, in which property clerks grade each room of the property and specific items within it with actions ranging from ‘No action required’ to ‘Replacement required’. The original inventory report provides evidence of the state of the property at check-in.
This service provides tenants with a realistic view of the tasks required in order to return the property to an acceptable state and have their deposit returned in full.
Benefits for Tenants
By having all the information and guidance they need at their fingertips, a pre-check out visit arms tenants with the tools to ensure their full deposit is returned.
Often, property professionals find that tenants are unaware of certain tasks that need completing before the end of the tenancy, for example, cutting the grass or maintaining any out buildings.
This information should be accessible in the official tenancy agreement document, however not all tenants remember to read it thoroughly at the end of a tenancy.
Tenant Check Out Responsibilities
Examples of the tasks and responsibilities that could be recommended at the pre-check out include;
- Replace any furniture or furnishings that have been considerably damaged or stained beyond normal wear and tear
- Cut the grass and trim back foliage in outdoor spaces
- Thorough cleaning throughout
- Defrost freezers
- Replace old light bulbs
- Remove all food and personal items from the property
- Replace any items that were present at check-in
- Ensure furniture is in the same position as at check-in
Once these tasks have been completed, tenants are much more likely to have their full deposit returned to them, minimising time-consuming disputes.
Benefits for Landlords, Letting Agents & Property Professionals
Some of the benefits of providing your tenants with a pre-check out service include;
- It makes the transition between tenants quicker and smoother
- It minimises the amount of property maintenance needed between tenancies
- It helps maintain a positive relationship between letting agent/landlord and tenant
- It saves time and money
To sum up, pre-check outs can be very valuable for time poor landlords and property professionals seeking a quick turnaround and minimal maintenance work.
When Is the Best Time to Provide A Pre-Check Out?
We usually recommend supplying your tenant with a pre-check out visit at least two weeks before the official end of the tenancy. This gives them some time to make necessary repairs or replacements before they move out.
Inventory Check Out: Who Pays?
Since the Tenant Fees Act came into play on the 1st June 2019, landlords and letting agents are no longer permitted to charge tenants fees for inventory services.
However, don’t let this change put you off investing in professional inventory and pre-check out services as they could save you a significant amount of time and money in the long run!
Next Steps…Check Out Inventory Report
Once check-out day arrives, either the landlord or the letting agent managing the property will visit the rental in order to complete the check-out process. Everything in the property will be cross-referenced with the original check-in inventory to create the report.
Here at No Letting Go, we use Kaptur property software to record any changes from the start to the end of the tenancy. Covering everything from cleanliness and damage to missing items and fair wear and tear advice- our detailed reports help property professionals stay on top of any maintenance needed.
Do I Need an Inventory Report?
Yes! All successful end of tenancies start with a detailed inventory report. Our property clerks use the original inventory report made at the start of the tenancy to grade the property and advise on what tasks need completing.
A thorough inventory report includes detailed images of each area of the property to ensure everything is returned as it was found. The inventory report also provides valuable evidence if you need to recover costs at the end of the tenancy. For example, if your tenant leaves the property in a damaged state beyond the level of fair wear and tear, the inventory report can help to demonstrate the changes from the start to the end of the term.
Looking for help managing your property portfolio? Our property inventory services provide a clear, unbiased picture, helping you to recover costs and protect your investment.
We also offer;
- Check-in services
- DigiSign automated check-in
- Health & safety checks
- Property inspections
- Check out reports
- Maintenance reports
Discover our full range of property inventory services for landlords and property businesses.
It’s no secret that lots of students like to party, and if not managed correctly, related disputes can create rifts that are difficult to repair.
It can be a tough balancing act, meeting the needs of your student tenants and keeping the local community happy. That’s why we’ve produced this student landlord advice guide on how to deal with student parties at your rental property without alienating tenants or neighbours.
To Ban or Not to Ban
If you’re concerned about your student tenants hosting large parties in your rental property, you could insert a clause into the tenancy agreement banning parties of a certain size. While this helps to deter tenants from hosting massive gatherings that could damage your property, it could prove difficult to enforce.
For lots of tenants, a steadfast rule against parties of all kinds could put them off renting your property in the first place, and this decision will narrow your pool of prospective tenants. However, banning gatherings over a certain size is a sensible idea, especially in suburban areas.
Managing the Neighbours
The majority of student accommodation is in busy, suburban areas with convenient amenities close by. While this is great for students, it also means there tends to be a lot of neighbours living within close proximity.
So, if your tenants like to host noisy parties, this can become a problem and damage your reputation as a responsible landlord in the area.
It’s difficult to actually prosecute a landlord for their tenants’ antisocial behaviour, unless you deliberately ignore the problem, or the issue is ongoing. However, staying on good terms with the local community will make your life easier in the long run.
When dealing with noise complaints from neighbours;
- Make sure the surrounding neighbours have your contact details or the details of the letting agent in case an issue arises
- Talk to your tenants calmly to get both sides of the story
- Refer your tenants to the relevant ‘noise’ or ‘nuisance’ clause in the tenancy agreement to explain which one they have broken and why, and the possible consequences if this continues
- Never threaten eviction as a first reaction as this could backfire on you and damage your landlord/tenant relationship
- If problems persist, you could arrange a meeting with neighbour and tenant to clear the air and come to a solution
- As a last resort, you could contact your local council, the police or begin the eviction process
Clear and Open Communications
One of the most important pieces of advice we can offer is to retain a cool and clear head when communicating with tenants and to keep interactions open and honest.
If you’re straightforward with your tenants, they’re more likely to be honest back. Make it clear from the start of the tenancy that you are happy to discuss any issues and ensure they have your contact details to hand.
If they feel like you’re on their side, they’re more likely to obey house rules.
Choose Simple Party-Proof Furnishings
As wear and tear tends to be higher in student rentals, furnishing a student property with expensive furniture is pointless. This is particularly pertinent when it comes to student parties. With extra bodies in the house and alcohol involved, a plush carpet and glass coffee table aren’t going to stay perfect for long.
Go for simple, more affordable essentials from somewhere like IKEA that won’t cost an arm and a leg to replace if necessary. Wipe clean surfaces and easy to clean lino floors are also a sensible option and will help your tenants stay on top of their duties.
Regular Property Inspections
One way to keep an eye on what’s going on in your rental property and help determine if regular parties are taking place is to schedule regular property inspections.
However, you need to ensure the correct procedures have been followed, as there are laws in place regarding the frequency and delivery of landlord inspections.
A professional property inspection will help determine if your property is being appropriately cared for, and whether your tenants are fulfilling their contractual agreements. This could include anything from red wine stains or cigarette burns on the carpets to extra people living in the property. Inventory clerks can even check in with the neighbours to ensure everyone is happy.
Is Renting to Students Worth It?
Despite these possible drawbacks, renting property to students can be very rewarding and comes with great benefits;
- High demand in student towns and cities
- Short term, set contracts of 12 months
- Predictable, reliable market
- Houses in Multiple Occupation (HMOs) offer higher yields
- Students don’t expect fancy furnishings and are happy with simple amenities
- Low void periods
Protect Your Student Rental Property: Inventory Management
The most important step you can take to protect your student house is to ensure a thorough inventory is taken at the start of the tenancy.
A professional inventory service helps you recover any costs or losses due to damage at the end of the academic year. And that’s where we come in. We’re experienced at working with private landlords and letting agents by providing essential reports and property management services.
From check in to property visits, we’re on hand to make the process as stress-free as possible for landlord and tenant.
Find out how our property inventory services could help you manage your student property.
December can be a slow period for the rental industry. As students return home for the festive season and people hold off on moving until the new year, finding tenants in winter can become tricky, and some landlords and lettings agents can start to feel the pinch.
To attract tenants for rental property over the Christmas period and minimise void periods, we’ve got some tips. From ramping up your marketing efforts, to offering incentives, find out how to rent your property during the festive season.
Finding Tenants in Winter: Why is Christmas a Slow Period?
Christmas and New Year bring parties and family engagements, with many people travelling across the country to visit relatives. During this busy time of year, most people are looking to relax and recharge, putting off big chores such as moving house until after the New Year’s celebrations have come to a close.
This can spell bad news for the rental sector in December, as tenants delay their property search, slowing down the rental property market. Christmas is an expensive time for landlords and tenants, and losing out on rental income during this period is best avoided.
To minimise void periods this winter, we’ve got some tips for landlords;
Ramp Up Your Marketing
Getting your rental property out there is half the battle. Investing in high quality, professional marketing can be the difference between an empty property or a wide pool of tenants to choose from.
Start by ensuring your property is advertised through at least one of these avenues;
- Online property portal
- High street letting agent
- Online letting agent
- Social media platforms
Your marketing assets need to appeal to your target tenant. So, if you’re targeting families, highlighting your property’s proximity to local schools should help to attract the right tenants.
When it comes to advertising your rental property, detailed descriptions and quality images work best. To maximise your property’s potential, investing in a professional 360 virtual photography service can really make it stand out from the crowd.
Short Holiday Lets
If you’re struggling to find long term tenants in December, you could consider a short-term holiday let. Those in need of immediate income could advertise property on a short-term holiday lettings platform.
However, if you do decide to go down this route, you need to be aware of the risks involved. Sites such as these provide less security when it comes to protecting your property and you need to be careful about who you accept.
Rethink Your Target Tenant
If you’re not having any luck letting to your target tenant, why not try advertising to a different tenant group?
For example, most students return home for the holidays. If you’re normally a student landlord, advertising to young professionals over this period could solve your rental income issues in the short-term.
Offer a Festive Incentive
Some landlords and letting agents are resorting to incentives to attract tenants over the slower winter months.
This could take the form of;
- A temporary reduction in rent
- Free utilities for the first month of a tenancy
This slight reduction in rental yield for the first month of the tenancy is worth it if it means you can avoid empty properties over winter.
Is Your Property Appealing?
As there is less competition over the Christmas period, tenants can afford to be more choosy. To make your property stand above the rest, it’s worth ensuring that property maintenance is up to scratch and your property is appealing to your target tenant.
Property maintenance can include;
- Winter garden maintenance
- Replacing tired furniture and furnishings
- Freshening up paint work
- Ensuring all repairs have been made in time for property viewings from prospective tenants
Managing Winter Void Periods
If you do find yourself facing a December without tenants, it pays to ensure your property is well equipped to handle the winter months left empty.
Some vital winter property maintenance tasks include;
- Having boilers and heating systems serviced to avoid burst pipes
- Setting the heating on a timer to avoid damp and mould
- Repairing any cracks in the property exterior to prevent leaks
- Replacing missing roof tiles and clearing autumn leaves from guttering
- Installing a robust security system
- Commission regular vacant property inspections to check for damage
By keeping on top of property maintenance, you can avoid disasters such as burst pipes and mould growth during winter void periods, saving you money in the long run.
If you’re worried about loss of income over this period, it may be worth investing in unoccupied property insurance. This type of landlord insurance covers you if your property is vacant for 30 days or more.
Gift Yourself this Christmas
Busy landlords need a break too. Treat yourself this Christmas with the gift of a professional property inventory service.
Here at No Letting Go, we can help you minimise the risk of void periods by offering 360-degree property photography to amplify your property advertising, alongside essential property reporting services.
We also offer vacant property inspections and maintenance reports to protect your property over the winter.
Need a helping hand? Get in touch or browse our full list of property inventory services.