Check-In Procedure

• Landlords and/or their agents should have available for the check-in procedure a legible inventory document describing in detail the condition of the property and its contents with sufficient space available to record any amendments the tenant may wish to make.
• The original inventory with any hand written amendments made by the tenant at check-in must be kept safely as it will be required in the event of a dispute at the end of the tenancy.
• Meter readings, contents of oil tanks etc. should be taken and recorded, where this is not possible at check-in the landlord/agent should be notified as soon as possible.
• The inventory clerk has a 'duty of care' to report any obvious safety issues to the landlord/agent and as to whether relevant safety documentation is in place, such as the Gas CP12 safety certificate, and also to note the presence of relevant fire safety labels and report items of concern.
• The list of keys should be checked and agreed.
• Inventory clerks should ensure tenants (when present/possible) are aware of their obligations with regard to the check-out procedure

Inventory Compilation

• The inventory should be laid out in a logical manner.
• Three copies of the inventory should normally be supplied (landlord, tenant and managing agent)
• The inventory should allow sufficient space for comments relating to the condition of each item to be made at check-in or out.
• Items and pages should be numbered for easy reference.
• The inventory should describe the contents of a property for easy identification.
• The inventory should note whether or not relevant items have the appropriate safety labels.
• The inventory should include a full description of the following: ceilings, walls, woodwork, flooring, doors, windows, light switches, light fittings, electrical sockets, telephone sockets, aerial sockets etc.
• The inventory should include a full key list
• The inventory should include a list of appliance manuals
• The inventory should record the condition of gardens in lay-mans terms,with statuary, garden furniture, out buildings and contents where practicable.
• It is recommended that the inventory note the presence of relevant safety certificates/notices,i.e. Gas CP12 Safety Certificate.
• Light bulbs should be checked, other appliances, gas or electrical will not normally be tested unless requested and then only if deemed possible.
• Cellars, lofts, attics, eaves and similar areas are not in the inventory clerks jurisdiction and will not be checked unless a specific request is made.
• The inventory should record when originally compiled , re-typed, amended.

Check-Out Procedure

• The check-out should be conducted against the inventory that was agreed at the start of the tenancy.
• The landlord/agent should provide any information as to works carried out during the tenancy, items added or removed from the property, problems incurred during the tenancy such as leaks.
• Each item on the inventory should be checked and legible notes made of any significant changes.
• A check-out report listing the significant variations that have occurred during the tenancy should be compiled and returned to the landlord/agent with the working copy of the inventory as soon as possible.
• Meter readings should be taken and oil tanks read where practicable; where no reading is taken the landlord/agent should be notified as soon as possible. The inventory clerk should establish where possible as to whether the utility suppliers have been changed.
• The inventory clerk should establish where possible as to whether the telephone has been disconnected, number transferred, supplier changed.
• The inventory clerk should check that keys listed at the start of the tenancy are returned and as to whether any locks have been changed during the tenancy. The landlord/agent should be informed of any missing keys for external entry as soon as possible.
• The inventory clerk should take all possible steps to ensure that the property is left secure.