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Everything you need to know about smoke and carbon monoxide alarms

There has been an update regarding the carbon monoxide and smoke alarm guidance and the Association of Independent Inventory Clerks (AIIC) is here to provide all the information you need to remain compliant.

The current regulation states that landlords must have a single smoke alarm fitted per storey and a carbon monoxide alarm where there is a solid fuel appliance, such as an open fire.

The new regulations are an updated version of the existing Smoke and Carbon Monoxide Alarm (England) Regulations 2015 which has now been updated by the Department for Levelling Up, Housing and Communities, and the new changes came into effect on 1 October 2022.

Which revisions do you need to be aware of?

From the due date, landlords will find themselves with increased responsibilities around the provision of smoke and carbon monoxide alarms within their properties.

A remedial notice will be introduced alongside the update, with fines of up to £5,000 for non-compliance.

Since October, landlords have the duty of equipping any room used as living accommodation containing a fixed combustion appliance, i.e., boilers with a carbon monoxide alarm. Gas cookers are exempted from this although it is also best practise to install these even if they aren’t legislated.

Meanwhile, once a tenant notifies their landlord that a smoke or carbon monoxide alarm is faulty, any non-operational smoke or carbon monoxide alarms must be repaired or replaced ‘as soon as practically possible’. This is one of the most significant changes to come about, whereas previously it was only necessary to ensure they worked at the start of the tenancy.

What type of smoke and carbon monoxide alarms are required?

There aren’t any specific regulations that state which type of alarms must be installed, such as hard wired or battery powered. If you have a battery powered alarm or you have plans on purchasing one, make sure that the alarm you choose is equipped with ‘sealed for life’ batteries rather than alarms with replaceable batteries since this is the preferred option.

It is, however, recommended that landlords make an informed decision and opt for alarms based on the individual needs of their property and their tenants. The only known requirements are that smoke alarms are compliant with British Standards BS 5839-6, and carbon monoxide alarms with BS 50291.

Who does this apply to?

Currently, the amendments only apply to England and involves all tenancies presently in place, which also includes both private and social landlords. There are some tenancies that are exempted, such as shared accommodation with a landlord or landlord’s family, long leases, and student halls of residence.

According to the government’s guidance, unlicensed HMOs will be affected by the changes; however, licensed HMOs are exempt from Parts 1 to 5 of the regulations, but only because the regulations also amend the HMO licensing obligations in the Housing Act 2004 so as to implement similar requirements.

It will be up to the tenants to report any faulty devices to the landlord or agent, and it will therefore be their responsibility to test their alarms throughout the duration of their tenancy.

Additionally, clerks in particular, should make sure the ‘expiry date’ is written on the alarms because this information is rarely included as standard on the alarm itself.

The government states that the new updated regulations, which will now be known as Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022, should be considered alongside other relevant laws on carbon monoxide and fire safety in rented accommodation. These include:

How do landlords prove the alarms have been tested?

As with the previous regulation, alarms should be tested at the start of the tenancy and it’s the landlord’s responsibility to keep a well-documented record of when alarms are tested thereafter.

As always, an inventory and check-in should be arranged at the start of the tenancy which will include smoke and carbon monoxide alarm testing. The report will set out the condition of the alarms, and the tenant should sign this if they are satisfied that they are in good working order.

As an agent or landlord, you want to protect your investments and establish smooth transitions from one tenant to the next. Here at AIIC, we are dedicated to promoting the highest possible standards of accuracy and reliability in the inventory process and have been endorsing high levels of professionalism in the inventory business since 1996.

It is our mission to ensure proper information and training is provided and our bank of highly skilled members will provide the best possible service. For more information, please contact us or search for your local AIIC member clerk now.

You can also download a copy of our Code of Practice and Guidelines for Professional Practice guide here.


Everything landlords need to know about deposit disputes

Deposits are a core element of any tenancy that keeps both the tenant and landlord satisfied and secured during the tenancy.

However, when things go awry, disputes may occur. Landlords and tenants sometimes disagree about deposits at the end of a tenancy and in many cases these disagreements can be resolved by having a detailed and comprehensive inventory in place.

While deposit disputes are relatively rare, they do still happen and can prove costly. So, landlords need to understand why they happen and how they can be prevented.  

Providing that it is stipulated in the tenancy agreement, which should have been looked over and signed by both the tenant and the landlord, a deposit can be withheld to cover any loss incurred by the landlord that is caused by the tenant, such as non-payment of rent or damage to the property.

Under the terms of the Housing Act 2004, it has been a legal requirement since April 6 2007, for landlords who rent a property on an assured shorthold tenancy to protect any deposit taken within 30 days of receipt.

Additionally, the tenant must also be served with a copy of the deposit scheme leaflet along with any other prescribed information.

At the start of a tenancy, landlords should ensure that all deposits relating to assured shorthold tenancies are protected within a government-approved tenancy deposit scheme – namely the Deposit Protection Scheme, mydeposits and the Tenancy Deposit Scheme.

In the scenario where the deposit has been paid by a third party, they must then also be provided with the statutory notice and associated documents.

But the real question is, what should landlords know about deposit disputes, and how curated inventories and training can reduce the number of instances these occur.

Figures from the Deposit Protection Scheme (DPS) show that, following disputes, 18.5% of tenant deposits are returned in full to the landlord, 54.7% are split between both landlord and tenant, and 26.8% are refunded in full to the tenants.

There is a clear difference between damage and fair wear and tear, which needs to be fully understood.

The criteria for deposit deduction must be properly understood before raising any disputes, with deductions not possible for fair wear and tear.

This seeks to prevent the landlord from ending up in a better position than they would otherwise have been.

The role of an inventory

At the beginning of the tenancy, your job as the landlord is not only to provide an adequate home for your tenant, but this is after all your investment, so to protect yourself and your property financially, it’s wise to turn to an inventory.  

This document provides a detailed description of the condition of the property when the tenancy started, including everything from the state of the carpets to the position of the furniture.

Photos are usually also included, which provides additional evidence for your inventory.

During the course of the tenancy, you should also consider carrying out systematic inspection of your property to update the inventory as necessary. Your tenant should also receive a copy of this inventory so they can check off items as they’re returned at the end of the tenancy.

Deposit dispute resolution and prevention

Thankfully, tenant deposit disputes are relatively rare, but in the event that they do occur, a landlord should first try and resolve any disagreement with their tenant amicably.

Give your tenant a breakdown of the amounts and items with the use of your inventory along with the tenancy agreement and show why and what any withhold money is for, whether that be for owed rent or damage to the property.

This is why it is absolutely vital that you prepare a quality inventory with a precise schedule of the condition of the property since this will substantiate any damage or missing items in the rental property, and how they go beyond what should be considered the reasonable wear and tear of the home.

Inventories provide supporting evidence that clarifies what does and does not count as fair wear and tear. Nonetheless, it is essential that before entering into a tenancy agreement, all parties have a firm understanding of this issue.”

As a landlord, you want to protect your investments and establish smooth transitions from one tenant to the next. Here at AIIC, we are dedicated to promoting the highest possible standards of accuracy and reliability in the inventory process and have been endorsing high levels of professionalism in the inventory business since 1996.

It is our mission to ensure proper information and training is provided and our bank of highly skilled members will provide the best possible service. For more information, please contact us or search for your local AIIC member clerk now.

You can also download a copy of our Code of Practice and Guidelines for Professional Practice guide here.


Landlords – ways to cut down costs with the use of inventories

With landlords facing rising costs, many are looking at ways in which to make efficiencies where they can.

Inventories, which offer a detailed list of all items and their condition included in the property – contents, fixtures, and fittings, etc – can help to reduce the chances of disputes occurring or landlords not getting money towards any repairs or maintenance for damaged goods.

Inventories can ensure a stress-free changeover between tenants, protect your investment, and ultimately help you cut costs in the long term. Although this is not a legal requirement, it is best practice since having a complete record of the condition of your property and its contents before and after the tenant’s stay will save you a world of hassle later if a dispute should arise between you and the tenant.

To ensure that the sector remains compliant, and evolves in a sustainable way, streamlined processes and time-saving efficiencies with the use of inventories has become a vital aspect in helping the letting industry while keeping standards at an exceptional level.

Here at the Association of Independent Inventory Clerks (AIIC), we recognise the financial trials landlords are faced with. Below, we look at how inventories can aid in cutting costs which will save landlords money and stress in the long-term.

Reducing the number of errors

Since inventories are meant to be a compilation of all the contents within your property along with details about the condition of the property – if done thoroughly and correctly, as a landlord you should be able to reduce the number of errors that may occur if you’re solely relying on memory.

For example, if contents are damaged and you don’t have evidence that it was in mint condition before the tenant moved in, then it will fall to you to replace the item – unnecessary expenditure on your part.

Therefore, having an inventory can prevent these occurrences from happening and can make clear that any damages or repair costs should be taken out of the tenants’ deposit. This way, you as the landlord won’t be liable for paying for repairs that were caused by the tenant and weren’t natural wear and tear.

Preventing disputes

Disputes can be another costly occurrence and if an inventory hasn’t been carried out correctly, this could make deposit disputes more probable, and also make the odds of you getting a deposit back less likely.

Therefore, having a concise, clear compiled inventory will help to prevent or lessen the chances of deposit disputes occurring. With a clear evidence trail for all parties to see, you will be able to avoid forking out cash to resolve the issue, which can take time to resolve – and we all know the saying, ‘time is money’.

By protecting yourself and your asset against deposit disputes with the use of an inventory, you can focus on things like growing your portfolio and sourcing the best kind of tenants.

Thwarting stress

Stress and finances have always been linked to a certain degree, and as a landlord you are already faced with many potential stresses on a daily basis, which is why cutting costs with the help of inventories can drastically make a difference to your overall wellbeing.

According to research, more than three in four Brits (74%) feel overwhelmed by stress, especially due to their financial situation. Having a comprehensive inventory not only gives you peace of mind, but will ultimately help you save a few pounds that’ll keep your blood pressure lower knowing that you’re protected.

As an agent or landlord, you want to protect your investments and establish smooth transitions from one tenant to the next. Here at AIIC, we are dedicated to promoting the highest possible standards of accuracy and reliability in the inventory process and have been endorsing high levels of professionalism in the inventory business since 1996.

It is our mission to ensure proper information and training is provided and our bank of highly skilled members will provide the best possible service. For more information, please contact us or search for your local AIIC member clerk now.

You can also download a copy of our Code of Practice and Guidelines for Professional Practice guide here.


Deposit disputes – how to protect your rental property

It’s highly probable that anyone who has ever rented a property will know about deposits, and for landlords across the nation, taking a deposit from a tenant is an important part of securing your investment and protecting your property against damage.

Ideally, your tenant will leave the property in immaculate condition when they move out. However, the reality can sometimes look different. Some tenants won’t restore your property to its original form when they hand the keys back – be it damaged sofas, miscellaneous items left in kitchen cupboards or even broken windows.

When this is the case, landlords are left with no other choice but to deduct money from the tenant’s deposit. Some tenants will be understanding and have no complaints with this; however, others will not let their money go without a fight – leading to deposit disputes and deductions.

Although deposit disputes only occur in less than 1% of tenancies, they can cause significant losses, and that’s without equating how emotionally draining this sort of situation can be for both parties involved.

As a landlord, or an agent acting on your landlord’s behalf, you will be eager to protect your investments and establish smooth transitions from one tenant to the next, which is why here at the AIIC have written this blog to explain how you can protect your rental property if you ever find yourself in a deposit dispute.

The return of deposit

Once a tenancy ends, it is the responsibility of you as the landlord and property owner to return the tenant’s deposit in a timely fashion. For insured protection schemes where you have held the money from a deposit yourself, you must return the deposit within 10 days.

If the money is held by the deposit protection agency, such as with custodial schemes, then the landlord and tenant must agree on how much of the deposit is returned and inform the administrator.

Once the amount returned has been agreed upon, which can be anywhere from 0% to 100% of the deposit, the tenancy deposit (TDS) scheme will typically release the funds back to the tenant within two days.

As stated above, this process usually runs smoothly, however it’s important to understand, in certain cases, what a landlord can deduct from a deposit and why disputes are raised in the first place.

Justifications for deducting from a deposit

There are a number of reasons why deposit disputes can occur, starting off with rent arrears and unpaid bills since these are the two most common things landlords deduct from deposits.

Surprisingly, rent arrears only accounted for 15% of contested deposits in 2021, which suggests that tenants will find it challenging to raise a deposit dispute as long as you can provide adequate evidence of rent arrears.

In the instance of a dispute over the deposit, if the tenant asks the adjudicator to investigate this deduction, the adjudicator will have to allow the landlord to keep this money as the tenant has failed to observe one of their basic contractual obligations, payment of rent.

The situation becomes complicated when the adjudicator won’t be able to consider the tenant’s reasons for failing to pay rent and cannot make a ruling based on whether or not the tenant is entitled to ‘compensation’ because the tenant alleges that the landlord has failed to carry out repairs or otherwise provided a ‘poor’ service.

Tenants who believe that they are justified can choose to try and recover their deposit through the Small Claims Court, rather than using the deposit dispute resolution service, but this can prove costly and very time-consuming, particularly now when the courts have such large backlogs.

Additional reasons for landlords deducting money from a deposit also include if the landlord’s contents have been stolen or damaged by a tenant, the property itself has sustained damage directly related to the tenant, the property has been left in disarray, or if the tenant has left items in the property and not arranged for them to be collected.

The importance of inventory and taking legal action

Your inventory will often be the golden nugget needed if a deposit dispute ensues, as the check-in document will detail the exact condition of the property, and this can then be compared to the check-out report.

The information provided in the tenancy agreement will also be vital because this will clearly outline your expectations as the landlord as well as the obligations of the tenant towards the property.

During the check-out process, the level of detail contained within both the inventory and the check-out is important as this will greatly contribute to the evidence you need to provide if deciding to take legal action. Legal action should only be taken as a last resort, with all the government-approved deposit protection schemes having mediation services to try and ensure it doesn’t reach this stage.

If the tenant decides to contest deposit deductions, they have up to three months after the tenancy has ended to raise the dispute with the TDS. If a letting agent manages your property, it’s worth asking them to provide you with relevant information on where the tenant’s deposit is registered and what the deadlines are.

When the time comes, after you have collated evidence to support your claim, and handed it in, the adjudication process can start. For custodial deposits, the independent adjudicator has 28 days to arrive at a decision, meaning that it can take up to six weeks, although it’s usually quicker.

While the dispute is ongoing, you can still reach an agreement with the tenant if you decide to talk to each other about the claim. However, once the adjudicator has made their decision, funds will be awarded which will be final and binding.

Best practice – avoid deposit disputes

Going through the process of deposit disputes can be tiresome and costly, so clear and consistent expectations at the very start of the tenancy are the very best way to avoid these disagreements.

As the landlord, it will be your duty to provide a detailed list of expectations that need to be met to get the entirety of the deposit back. This will in turn give a solid guideline for returning the property to the same condition it was when they took possession. Inventories also play a major part in allowing for clear and transparent comparisons regarding the condition of the property at the start and end of a tenancy, and also – if you carry out a mid-term inspection – the middle of a tenancy as well. 

Here at AIIC, we are dedicated to promoting the highest possible standards of accuracy and reliability in the inventory process along with deposits and have been endorsing high levels of professionalism in the inventory business since 1996.

It is our mission to ensure proper information and training is provided and our bank of highly skilled members will provide the best possible service. For more information, please contact us or search for your local AIIC member clerk now.

You can also download a copy of our Code of Practice and Guidelines for Professional Practice guide here.


Revealed – what landlords need to know about The Decent Homes Standard

The Decent Homes Standard for the social housing sector was first published in February 2004, but has since been updated and amended a number of times.

Recently, the long-awaited “A fairer private rented sector” White Paper was finally released after months of delay and outlined that under the Renters’ Reform Bill the Decent Homes Standard will be extended to the private rented sector as well.

Statistics show that, in 2019, 23.3% of private rental homes were non-decent and 12.3% of social housing was non-decent. The government aims to develop the housing market by further improving the existing standards.

Landlords must familiarise themselves with the Decent Homes Standard and make improvements to their properties to remain compliant and keep their homes free from danger as the legalities surrounding UK rental properties intensify.

Alterations to the Decent Homes Standard

The fundamental details of the of the Decent Homes Standard are that the home is in a ‘reasonable state of repair’. Across the home this covers electrical installations, boilers, doors, roofs, windows, chimney, gas appliances and plumbing. Any home that requires work in more than two of the areas listed will not meet the standard.

For the first time, the same standard of rules and guidelines are set to apply to both the social and private rented sectors. By extending the guidelines, the government hopes to significantly reduce the number of non-decent homes by 2030.

Currently, there are a total of 29 hazards that get assessed under the Decent Homes Standard and these are given a score up to 1,000. Scores over 1,000 do not meet the standards and could put tenants in danger.

The home must meet four pieces of criteria. The minimum standard for housing must be met, it must be in a reasonable state of repair, reasonably modern facilities must be installed, and reasonable thermal comfort must be provided.

Under the new guidelines for rented housing, a home that is qualified as ‘decent’ must be ‘free from the most serious health and safety hazards, such as fall risks, fire risks, or carbon monoxide poisoning’.

Inventories help to maintain standards

The number of health problems and issues that are directly caused by non-decent housing can be reduced by following the Decent Homes Standards to the letter and also by making use of professional inventories to nip any long-term problems in the bud early on.

By getting the appropriate work done around the home and checking all facilities are in working condition, landlords can prevent their homes from falling into disrepair or accidents happening.

A comprehensive check-in inspection report, combined with mid-term inspections during the tenancy and a thorough check-out inspection report at the end, are necessary to ensure the tenancy is hazard-free. Comparisons from the start, duration and end of the tenancy can then be made. 

Inventories provide assurance and certainty as they are time-stamped and provide a timeframe of deterioration of the home. These important reports make it easy to identify and resolve issues that could be detrimental to a tenant’s health.

By inviting a professional inventory clerk into the home to conduct checks, landlords can be confident that the status of their home is recorded fairly and accurately. As independent assessors with experience in the sector, they are qualified to conduct these checks in an unbiased manner.

Landlords who provide decent homes from the start can rely on inventories as a source of protection that demonstrate the home was in good condition and that the landlord is compliant.

Overall, both the Decent Homes Standard and inventories support the view that tenants have the right to adequate housing. Inventories help adhere to these standards and expose landlords who do not.

As an agent or landlord, you want to protect your investments and establish smooth transitions from one tenant to the next. Here at AIIC, we are dedicated to promoting the highest possible standards of accuracy and reliability in the inventory process and have been endorsing high levels of professionalism in the inventory business since 1996.

It is our mission to ensure proper information and training is provided and our bank of highly skilled members will provide the best possible service. For more information, please contact us or search for your local AIIC member clerk now.

You can also download a copy of our Code of Practice and Guidelines for Professional Practice guide here.


Inventory jargon buster – what are the terms you need to get to grips with?

In the property industry, there are a range of key terms that are used to explain the different processes and stages involved with letting a home.

And, when it comes to inventories specifically, there are quite a few things to get your head around.

Understanding the different terminology associated with inventories can help to prevent instances where misinterpretations and confusion arise.

At the AIIC, we encourage landlords, tenants and letting agents to actively learn these terms to make the check-in and check-out process easier for all parties.

Inventory

Property inventories are detailed reports which explain the condition of the property before, during and after a tenancy. These include a list and description of the contents as well as the various components of the home. Fixtures, fittings, and wear and tear are recorded as part of the inventory.

Inventories can be carried out by landlords, letting agents or inventory clerks, although it is advised that professional inventory clerks conduct these checks. The inventory process is comprehensive and takes a lot of skill, therefore professional inventory clerks are more qualified to carry these out effectively. 

When the tenant moves out, if they are liable to pay for damaged, broken, or missing items, the inventory will highlight this.

Inventory clerk

Inventory clerks carry out inventory checks across a range of properties. They are responsible for compiling on-site reports and taking photographs.

Day-to-day duties include inspecting properties, logging keys, traveling to various properties, and interacting with clients and tenants.

Inventory clerks have the necessary training and expertise to carry these out at a high standard. 

Check-in

During a property check-in the property, keys, and any other important documentation are handed over to the new tenants right at the start of the tenancy. 

The inventory report should be completed as part of the check-in process, too.

Check-out

Check-out reports document the condition of the property and highlight the cleanliness of the home. If any changes have occurred, these will also be recorded. 

If any damage is identified or items are logged as missing, this could result in deductions from the tenant’s deposit.

During the check-out, comparisons between the status of the home at the start of the tenancy are made and this is useful evidence if disputes or, in very rare cases, legal proceedings do arise.

Mid-term inspection

During the middle of the tenancy, a mid-term inspection will often be carried out. During this stage, the tenant can use it as an opportunity to ask questions about the tenancy, but most importantly this highlights whether the property is being looked after.

In more serious instances, this stage can reveal if any illegal or unauthorised activity is happening on the premises.

Mid-term inspections can be conducted by the landlord, but it is advised that professional inventory clerks conduct these.

Details of the property’s overall condition and contents are checked during the inspection. Breaches of the tenancy agreement as well as maintenance are inspected, too.

Inventory reports

Inventory reports are detailed reports that document the status of the property.

They are relied on because they reveal whether the rental property is in the same condition as at the start of a tenancy.

Inventory reports should include meter readings, the condition and cleanliness of each room, appliances, fixtures, furniture, and fittings, and the condition of the garden should be included as well. 

These detailed reports should also have date and time-stamped photos of the property and its contents. They must also demonstrate that smoke and carbon monoxide alarms comply with legislation.

Schedule of condition

A schedule of condition, also known as report of condition, is an in-depth documentation of the exterior and interior of the home. 

Everything from the contents, appliances, white goods, décor, fixtures and fittings, equipment serial numbers, list of keys, meter readings, and codes should be noted down in detail.

Adjudicator

In the event of a dispute, adjudicators analyse the evidence presented to them and decide who to award funds that have been disputed.

Adjudicators are unbiased and come to a fair decision based on the information given to them by both parties. 

Tenancy dispute

At the start of the tenancy, tenants must put down a deposit, but if any items are damaged or broken during the tenancy, the landlords can make deductions from the deposit.

Wear and tear are considered inevitable – therefore, deductions should not be made for these. However, if this does happen, unfair deductions from tenancy deposits can be disputed.

Inventories are more important than ever when tenancy disputes arise. If any deductions are made deposit protection schemes and the court require detailed evidence to support claims. 

As an agent or landlord, you want to protect your investments and establish smooth transitions from one tenant to the next. Here at the AIIC, we are dedicated to promoting the highest possible standards of accuracy and reliability in the inventory process and have been endorsing high levels of professionalism in the inventory business since 1996.

It is our mission to ensure proper information and training is provided and our bank of highly skilled members will provide the best possible service. For more information, please contact us or search for your local AIIC member clerk now.

You can also download a copy of our Code of Practice and Guidelines for Professional Practice guide here.


Smooth check-outs help tenancies turn over efficiently – how can they be carried out successfully

The time has come for the tenant to move out. This could be for a host of possible reasons from them finding a new rental home, buying their own place or the landlord needing to regain possession of the property.

Now, it’s time to check out. In order to do this successfully will entail a detailed inspection of the property at the end of the tenancy, evaluating and noting any damage or cleaning concerns, as well as checking for missing items.

An independent inventory also helps to ensure that all sets of keys are returned and that these are the same as were given at the start of the tenancy. 

In order for the tenant to receive their security deposit back in full without any disputes with the landlord, and as quickly as possible, both sides will want to present a case for any damage caused during the tenancy that might affect how much of the deposit is returned.

Here at the AIIC, we know that the efficient turnover of tenancies is important to both the landlord and the tenant – as well as the lettings market as a whole – which is why we’ve put together some helpful steps below to guarantee checkouts are carried out successfully.

Steps to take before check out

It’s important that tenants, using the check-in inventory that they will have signed and agreed to as a guide, return the property to the same condition and layout as when they took it on.

Tenants can start this process by putting all the owner’s things back in their original place. Renters are under no obligation to carry out a professional end-of-tenancy clean, but it is likely to improve their chances of receiving their full deposit if they do. If tenants want to take the DIY approach, they should clean all the floors, countertops, windows, mirrors, furniture, appliances, and any outdoor spaces to give the home a good as new look.

Tenants should also repair or replace any of the landlord’s items which have been broken or damaged, which includes swapping out any light bulbs that aren’t working for ones that do. It will be noted in the tenancy agreement what the tenant is responsible for in terms of cleaning and the condition of the property.

Renters must make sure that both the electricity and water bill payments are up-to-date and keep the receipts to show at checkout.

The final few things to get in order would be for the tenant to cancel their broadband internet service. After the last month’s rent money has cleared in their bank account, they should also cancel the standing order along with any direct debits set up for payments of utilities. It would be best practice to cancel these well in advance of the moving date – two months are recommended.

If tenants have any delivery of post that’s in their name, it’s a good idea to use the Post Office’s redirection service to ensure this goes to a new address. Lastly, tenants should check the paint work – yes, a few marks here and there are acceptable as fair wear and tear, but if the landlord has to get the painters in, they could try and deduct this from the tenant’s deposit.

What happens at check-out?

Tenants aren’t obliged to attend the check-out, but it is recommended so they can agree any deductions – if there are any – with the landlord, or talk through any issues.

Your landlord will use the checkout report compiled by an independent inventory clerk to closely inspect the rental property. They will be inspecting the cleanliness and general condition of the property, and looking for any potential damage or missing items.

Using the inventory created at the beginning of the tenancy – the check-in – they can cross-examine and cross-reference to see in clear detail whether anything major has changed. Photographic and video evidence can be used to highlight any major differences between the start and end of tenancy.

Allowances must be given for fair wear and tear. The landlord and tenant must then work together to decide if any deductions must be taken from the deposit to cover the landlord’s costs.

Checked-out

If the tenant is happy with any deductions made, or there are no deductions to be made, the tenant will then receive their deposit back from the deposit protection scheme it’s been held with, or the landlord or letting agent, depending on whether the landlord opted for custodial or insured.

Once a tenant has successfully checked out of the property, they must return the keys either to the landlord or the letting agent managing it on their behalf.

If tenants and landlords can’t agree on the amount of deposit that will be returned, the letting agent could step into mediate. If this doesn’t work, mediation will occur through the appropriate deposit protection scheme.

At this point you can request a deposit return from your landlord or letting agent and if you run into any problems with this having a protected deposit, then you should contact the appropriate deposit protection scheme.

Inventories can massively help with the smooth turnover of tenancies by providing a clear evidence trail and lessening the chances of disputes from occurring, which is likely to cause hassle and stress for all parties.

As an agent or landlord, you want to protect your investments and establish smooth transitions from one tenant to the next during the check-out process. Here at AIIC, we are dedicated to promoting the highest possible standards of accuracy and reliability in the inventory process and have been endorsing high levels of professionalism in the inventory business since 1996.

It is our mission to ensure proper information and training is provided and our bank of highly skilled members will provide the best possible service. For more information, please contact us or search for your local AIIC member clerk now.

You can also download a copy of our Code of Practice and Guidelines for Professional Practice guide here.


How inventories can help the letting industry evolve

It’s very often the case that time is of the essence when it comes to the lettings industry, but equally it’s hugely important that landlords, letting agents and tenants all adhere to their obligations and the legislation that binds the sector.

To ensure that the sector remains compliant, and grows in a positive, sustainable way, streamlined processes and time-saving efficiencies become vital in helping the letting industry to evolve while keeping standards very high.

Inventories play a crucial role in the smooth running of day-to-day tenancies and will play an even bigger role when planned widespread rental reform comes into force. They can help landlords and letting agents have more time to get on with crucial work and grow their businesses by taking care of the check-in and check-out process and carrying out mid-term inspections to ensure issues are nipped in the bud early or resolved quickly.

Here, we outline three ways in which inventories can help the industry to evolve.

Saving costs

By utilising the services of a professional inventory company who hold themselves to the highest industry standards, landlords and agents can save themselves a lot of money further down the line in potentially costly disputes. If an inventory hasn’t been carried out in the right way, this could make deposit disputes more likely, and also make the chances of getting a deposit back less likely.

What’s more, having a clear, concise, professionally compiled inventory – making abundantly obvious the condition of the property before, during and after a tenancy – will help to prevent or lessen the chances of deposit disputes occurring in the first place, as a clear evidence trail is there to see for all parties.

For landlords and agents, this could mean not having to shell out on costly repairs as the inventory will be able to show who caused the damage. For the tenant, meanwhile, an inventory offers a great body of evidence to turn to if they are accused of causing damage when they know this not to be the case.  

Saving time

High-quality inventories, carried out in the right way, can also help to save time. Whether this is time and energy wasted on deposit disputes, or time carried out making repairs, or the time between tenancies themselves, inventories play a crucial role here.

A fully functioning, streamlined and effective lettings industry requires the smooth turnover of tenancies, and in this respect inventories are the key. A smooth check-out process allows for one set of tenants to move out and another tenants to move in with the minimum of fuss, and without any of those dreaded void periods for landlords and agents.

Resolving problems and preventing stress

Lastly, and perhaps most importantly, inventories are there to resolve problems by making clear – with written, video and photographic evidence – who has or hasn’t caused damage, or whether items have gone missing.

A poorly produced inventory report could ignite the start of a negative relationship between the parties involved in a tenancy agreement, and cause problems during the mid-term inspection and the check-out process as well. By contrast, as mentioned above, a professionally compiled inventory can help to keep any problems and disputes at bay.  

If disputes do still arise, then an inventory will hopefully be able to resolve this in a timely manner, leaving landlords and agents with more time to focus on other, more lucrative, areas of your business, and happier tenants.

This also ties in with preventing stress, which will naturally occur where deposit disputes arise and also for landlords and agents if void periods are encountered between tenancies as a result of damage or the requirement for a deep clean.

All of above will enable the market to function in a much smoother fashion and evolve to the next level, where standards are high across the board and disputes kept to a minimum.

Here at the AIIC, it is our mission to ensure proper information and training is provided and that highly skilled inventory clerks are available for landlords and agents to use. This will help to ensure a smooth and happy experience for all parties involved.

For more information, please contact us or search for your local AIIC member clerk now.

You can also download a copy of our Code of Practice and Guidelines for Professional Practice guide here.


Why photography is a vital part of the property industry

When it comes to the property industry, the importance of photographs cannot be overlooked.

Prospective tenants rely on property listing images when deciding whether a property is suitable for them. Photographs also demonstrate deterioration or damage to a rental property at the start, during, and at the end of a tenancy.

Here at the AIIC, we break down why photography is a vital part of the property industry, none more so than the lettings sector.

Images make the decision-making process easier

Images of the home form a large part of online property marketing adverts. They are also one of the first things a prospective buyer will see on a property listing and are therefore highly valuable.

When letting a home, great emphasis should be placed on the images because they make the decision-making process easier for prospective tenants by helping them to identify the attributes of the home online.

According to a study by MoveStreets, property images were the most important aspect of a property listing. Around 79% of buyers revealed that photos were the first thing they analysed when viewing a property online.

As humans are visual beings, images are guaranteed to make any decision-making process less complex.

Images can also help when it comes to preventing deposit disputes in the rental sector. Photographic evidence as part of a detailed inventory can remove any doubt about the original condition of items if a tenant tries to claim no damage has been caused.

Detailed inventories will include a full written report of condition, which is an in-depth documentation of the inside and outside of a home. Contents, appliances, fixtures, and fittings are some examples of what will be included in a professionally put together inventory report.

Before, after and during photos of a rental home can help to provide further clarification of the condition of the property throughout the tenancy, allowing adjudicators to come to a fair decision based on factual evidence.

Professional images get better results

Landlords recognise that professional images for property listings are vital to a successful let. 

Therefore, professional photographers are often relied on to produce quality images that represent the property in a positive light and lead to a vast number of viewings.

We recommend that landlords not only to pay close attention to photography at the letting stage, but that they also understand that images captured during the whole tenancy will help to protect them and the tenant. 

By relying on professional inventory clerks, landlords can better protect their homes and tenants if deposit disputes arise. 

As inventories are their area of expertise, they will know what works best and will be equipped to take reliable images, helping landlords dedicate more time to other tasks.

Professional inventory clerks also know what aspects of the home to photograph. This is especially the case with regards to expensive items such as washing machines, and furniture, in addition to early signs of wear and tear that could be overlooked by a landlord.

Adjudicators do not require studio-quality photography for evidence – however, they do need clear images that are in line with the reports. Inventory clerks are professionally trained to reliably provide these.

As an agent or landlord, you want to protect your investments and establish smooth transitions from one tenant to the next. Here at the AIIC, we are dedicated to promoting the highest possible standards of accuracy and reliability in the inventory process and have been endorsing high levels of professionalism in the inventory business since 1996.

It is our mission to ensure proper information and training is provided and our bank of highly skilled members will provide the best possible service. For more information, please contact us or search for your local AIIC member clerk now.

You can also download a copy of our Code of Practice and Guidelines for Professional Practice guide here.


Revealed – what does it take to become an inventory clerk?

Thorough and detailed inventory checks are vital to the success of the property industry. During a time when the market is buoyant, and regulation is starting to increase, internal processes must be carried out properly to prevent standards from slipping.

By relying on professional inventory clerks to conduct these checks, unwarranted costs can be kept to a limit, and the possibility of deposit disputes can be reduced too.

Here at The AIIC, using our experience as the leading association of dedicated independent inventory clerks, we reveal what it takes to become an inventory clerk.

What does an inventory clerk do?

An independent inventory clerk carries out detailed reports about a property. These record the condition and contents of the property through images and text, before, after and during a tenancy.

Damage and deterioration shown in these reports form solid evidence that helps decide if deductions need to be taken from the deposit.

Inventory clerks are heavily relied upon to conduct these reports to a high standard. These are vital documents that are used to compare the condition of the home at the end of the tenancy with the condition at the beginning. 

Characteristics of a professional inventory clerk 

AIIC professional inventory clerks possess a wide range of characteristics have had to meet specific criteria to become a member of the association and are equipped to do their job to a high standard.

In this sector, nothing must go unnoticed as it could have a damaging effect on the safety and finances of the parties involved.

To become an inventory clerk in the property industry, you will need to be attentive and detailed when conveying information through reports and images. 

Inventory clerks must also perform their tasks in a set timeframe. Therefore, they must be highly efficient throughout the process, but not allow the time constraints to lower their standard of work.

The portfolio of homes that must be visited varies, but they always require good organisational skills, good systems and structure and planning. 

Inventory clerks must also be always alert. In this industry, there are a wide range of homes that must be visited and some homes might be hazardous while others are safe.

The criteria of a successful inventory clerk

Although some individuals may naturally have traits a good inventory clerk requires, getting the appropriate training and meeting the AIIC membership criteria will drastically enhance these. 

By investing time and a small fee in exchange for an inventory training course, you can equip yourself with the necessary skills. We welcome established and inexperienced clerks to learn the tricks of the trade through the courses we offer.

Legal and compliance issues, damage assessments, how to conduct reports in a time efficient manner and more essential information is taught during our training courses.

Furthermore, from a business aspect, these credentials can help to establish a good reputation and form trust with prospective clients.

The Association of Independent Inventory Clerks is a useful place to look for an inventory clerk, because you can be assured of a level of professionalism. You can find out more here.

As an agent or landlord, you want to protect your investments and establish smooth transitions from one tenant to the next. Here at The AIIC, we are dedicated to promoting the highest possible standards of accuracy and reliability in the inventory process and have been endorsing high levels of professionalism in the inventory business since 1996.

It is our mission to ensure proper information and training is provided and our bank of highly skilled members will provide the best possible service. For more information, please contact us or search for your local AIIC member clerk now.

You can also download a copy of our Code of Practice and Guidelines for Professional Practice guide here.