INVENTORY & CHECK IN
Inventory & Check In
An Inventory Report provides a true and impartial record of a property’s condition prior to the start of a tenancy. It serves as a valuable document for both landlord and tenant, clearly outlining the condition of the rented accommodation at the outset.
It is essential that a comprehensive record of all contents, fittings, and fixtures is completed before a tenant moves in. This includes meter readings for electricity, gas, and water. A detailed Inventory Report helps minimise ambiguity at Check-out and supports a fair assessment of any changes.
Each room is documented with meticulous attention to detail, from floor to ceiling, supported by photographic evidence. Deposit protection schemes strongly favour inventories prepared by an independent third-party specialist, as reports produced by landlords themselves may be considered biased and therefore less reliable. Ballard Property has been a member of the Association of Independent Inventory Clerks (AIIC) since 2019 and has compiled reports for over 1,000 properties.
The report is not a simple tick-box exercise. It includes a detailed assessment of décor and cleanliness, with any marks or defects clearly recorded and precisely located within the property.
Inventories are conducted prior to Check-in appointments, and tenants do not need to be present during this process. On the day the tenancy begins, Ballard Property will meet the tenant to hand over keys and carry out the Check-in procedure. This ensures the tenant understands important information such as the location of stopcocks, meters, access codes, parking arrangements, bin storage, and any notable features of the property. Landlords may also provide handover packs containing useful information, such as contact details and guidance on operating heating systems or other features. All Smoke and Carbon Monoxide alarms should be correctly installed and fully operational at the time of Check-in.
An Inventory-only option is available; in this case, Ballard Property will prepare the Inventory Report but will not meet with tenants when the tenancy begins.
The completed Inventory Report is issued as a PDF and shared via email with the tenant, landlord, and Letting agent. All photographs are embedded within the report and include time and date metadata. The report also covers all relevant aspects of the property, including any external areas.
Tenants are given the opportunity to review the report and submit any additional comments within seven days of receipt. This process helps prevent disputes at the end of the tenancy by ensuring all parties are aligned on the property’s condition from the outset. The tenant is expected to return the property in a similar condition at the end of the tenancy.
Landlord Tips
The Inventory should reflect the exact condition in which the property will be handed over to the tenant. Any cleaning, gardening, or maintenance carried out after the Inventory has been completed will not be included in the report.