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Mid-Term Inspections: The Hidden Opportunity for Independent Clerks

Mid-Term Inspections: The Hidden Opportunity for Independent Clerks

In our industry, inventory reports and check-outs often take centre stage — they’re the visible points of the tenancy lifecycle and, traditionally, the clerk’s bread and butter.
But there’s a crucial service that still doesn’t get the attention it deserves: the mid-term inspection.

For independent clerks, mid-terms are more than just a box-ticking exercise. They’re a steady, scalable, relationship-building opportunity that can make your business more resilient and your clients more loyal.

Why mid-term inspections matter

The value of a mid-term inspection goes well beyond a quick check of property condition.
They protect tenants, reassure landlords, and — increasingly — demonstrate an agent’s compliance with housing standards and safety expectations.

Government guidance on damp and mould, as well as emerging local authority enforcement practices, mean property managers are under more pressure than ever to prove they’re monitoring and maintaining standards throughout the tenancy.
Independent clerks are perfectly placed to deliver this reassurance.

When you provide mid-term inspections, you’re not only giving your clients evidence — you’re giving them proof of diligence.

For private landlords, especially those who live overseas, the mid-term visit provides peace of mind that their house isn’t being used as a cannabis farm or something even worse.

A dependable income stream

For many members, the market for check-outs and inventories is seasonal — busy in summer, quieter in winter.
Mid-term inspections can smooth out that seasonal variation, giving your business a more predictable workload and cash flow.

Admittedly, you can’t charge a lot for each visit, but because you get volume and because it is a volume that returns every six months or so, they can make a serious difference to your bottom line.

Because they’re shorter visits, they can be scheduled efficiently between full reports, providing regular work and repeat income from the same agent portfolios.
Agents value the convenience and consistency — and, once they’ve seen the quality of your reports, they rarely look elsewhere.

Building stronger client relationships

Mid-terms open doors (literally and figuratively) to more frequent contact with letting agents and landlords.
They reinforce your reliability and attention to detail — the same qualities that lead agents to trust you with higher-value instructions later.

In practice, many clerks find that mid-term inspections act as a gateway service: once an agent sees your professionalism, they’re more likely to send you their inventories and check-outs too.

That’s business development without the cold calls.

Professional standards and best practice

If you’re already conducting mid-term inspections, make sure you’re doing so to the same professional standard as your inventory and check-out reports.
That means:

  • Clear, factual wording — no assumptions or subjective commentary.
  • Date and time-stamped photographs.
  • Safety and compliance checks (alarms, ventilation, trip hazards).
  • A professional format that’s consistent with your brand.

It’s also good practice to include meter readings and tenant observations, where appropriate, to help agents manage follow-up maintenance efficiently.

Supporting compliance and reducing disputes

Deposit schemes and adjudicators increasingly recognise the role of mid-term inspections in clarifying timelines.
If an issue arises at check-out, a properly documented mid-term report can show exactly when damage or deterioration occurred.

That level of evidence is invaluable to letting agents — and it positions AIIC members as compliance partners, not just service providers.

Mid-terms; the practicalities

If you want to make the best of mid-terms as a method of increasing profitability you need to make sure you are as efficient as possible.
In my business, we allocate our agent a particular day of the month for their visits and then either book them or get the agent to do so. That way we know we have a full day’s work in one particular areas, cutting down travelling time.

Think about the cost of software when you are starting up. Make sure you understand pricing. For example, one of the market leaders charges 20p per property per month. That doesn’t sound like a lot, but with a typical small agency having around 300 or so properties on their books, it soon mounts up. Remember you will pay that every month, whether you do an inspection or not.

Other companies charge per report. Meaning that the more successful you are, the more you pay out.

Do bear in mind that a mid-term is designed as a ‘light-touch’ inspection. You’re not doing an inventory here. You are looking for obvious problems, possibly taking a photo per room, maybe reading the meters and of course checking that the tenant doesn’t have any issues they want to raise.

Typically, you can expect a visit to take no more than 10-15 minutes which means that travel time excepted, you can get through a lot of work in a day.

Mid-terms as part of your growth strategy

At the AIIC, we want to help members build sustainable, future-proof businesses.
Mid-term inspections are a key part of that. They provide:

  • Regular, repeatable income throughout the year.
  • Additional value for your existing clients.
  • A clear demonstration of professional integrity and competence.

If you’re not already promoting mid-terms as a core service, now is the time to start.
It’s a simple way to strengthen your business, support your clients, and uphold the professional standards that make independent clerks indispensable.

Final thought

Mid-term inspections may be “routine”, but they’re anything but minor.
Handled professionally, they showcase the very best of what AIIC members deliver: consistency, independence, and trust.

Author credit

Stuart Walker, Chair of the Association of Independent Inventory Clerks (AIIC)
Director, Bright Inventories – Dorset

Not confident about mid-term inspections?

Why not check out our course selection?
Our highly experienced trainers will give you all the skill and knowledge you need to confidently offer interim inspections as part of your service package.
Click here to see our latest training courses

Published on 07/11/2025 | Category: Blog | Comments Off on Mid-Term Inspections: The Hidden Opportunity for Independent Clerks

Adapting to Change: Inventory Clerks in a New Era

I try my best to keep up with the UK’s economic news — and if I’m honest, most of it feels like doom and gloom lately. Rising costs, interest-rate whiplash, political uncertainty, another housing reform here or there…
But underneath the noise, there’s a real shift happening in the property world — one that affects all of us producing inventories, check-ins and reports every day. Here’s a quick snapshot of where the market is, what’s changing, and how we can adapt our businesses for the next decade.

The Lay of the Land

  • Roughly 65% of UK households own their homes; about 19% privately rent; and around 16% are in social housing. Those shares are fairly stable, but who owns the rental homes is changing.
  • Nearly half of landlords own one property — but that group accounts for only 21% of tenancies. At the other end, 17% of landlords own five or more properties, and they control almost half of the rental market. In other words, a relatively small cohort of larger landlords already holds a big slice of the market.
  • Age matters: the median landlord age is 59, and almost two-thirds are aged 55 or above. Many are nearing retirement. Some are passing their assets down to their children; others are selling up or trimming the “hassle” properties they no longer want to manage.
  • Add in the rise of institutional capital: pension funds, developers and Build-to-Rent operators are now pouring billions into the sector — lifting expectations around professionalism, compliance, and digital standards.

Building, Buying and the Battle for Supply

  • Small landlords are exiting: data through 2024–25 show significant selling by private landlords. Combined with tighter mortgage lending, it’s thinning day-to-day supply.
  • Build-to-Rent is growing fast but still small overall: by early 2025 there were around 127,000 completed Build-to-Rent homes with nearly 300,000 more in the pipeline. That’s only about 2% of the private rented sector today, though much higher in major cities.
  • Are large funds buying existing homes like in the US? Not on a big scale. UK institutional investors tend to fund new developments — purpose-built, long-term rental blocks that are easier to manage efficiently — rather than buying up older, scattered housing stock.
  • We’re still not building enough: government targets call for 300,000 new homes a year, but completions remain well below that, closer to 230,000–240,000. The gap keeps upward pressure on rents.

What this means for clerks: as operations professionalise, our standards must follow — not just report quality, but also data protection, Information Commissioner’s Office registration, and proper General Data Protection Regulation (GDPR) compliance. Larger operators will assume these are already in place.

Rents, Returns and Reality Checks

  • Rents continue to rise, but the pace is easing: UK private rents were up roughly 6% year-on-year in mid-2025, the seventh straight month of slower growth — affordability is biting.
  • Typical asking rents: about £1,365 per month outside London, and around £2,700 per month in London.
  • Gross rental yields: the UK average sits near 6%, but varies hugely: often 7.5–8% or more in the North East and Scotland, around 6–7% in the North West and Midlands, and closer to 4–5% in London and the South East.
  • Buy-to-Let mortgage costs: recent figures show two- and five-year fixed-rate Buy-to-Let loans generally around 4–5% for borrowers with low levels of debt compared to property value (that is, a low “loan-to-value” ratio). Once fees are included, the Annual Percentage Rate of Charge, which represents the total cost of borrowing, can be higher.

In plain terms, if your gross yield is 5% and your borrowing costs are around 4–5% before taxes and maintenance, the numbers are tight. That helps explain why smaller landlords are leaving and why larger, better-funded operators are stepping in.

Where Government Policy Is Steering Things

The Renters’ Rights Bill (the reworked version of the Renters Reform Bill) is in the late stages of Parliament’s “back-and-forth” process between the House of Commons and the House of Lords.
Most observers expect Royal Assent later in 2025, with different parts phased in during 2026.

What’s likely to happen:

  • End of Section 21 “no-fault” evictions; landlords will have to use specific legal grounds.
  • End of fixed-term tenancies, replaced by ongoing monthly (periodic) tenancies.
  • Limits on rent in advance — landlords will not be allowed to demand more than one month before a tenancy begins.
  • A new national landlord register and ombudsman, to improve accountability.

What’s still uncertain: the precise list of possession grounds, how rent-increase challenges will work, and how existing tenancies will transition to the new system. Those details depend on further regulations still to be written.

What This Means for Us on the Ground

1. Standards are tightening — build defensibility

Your reports are increasingly part of a landlord’s legal protection — whether for deposit disputes, property condition claims or eviction grounds. That means:

  • Precision instead of personality
  • Clear, consistent terminology
  • Uniform report layouts so larger clients can audit quickly

If you’re still typing in Word, it’s worth upgrading to a dedicated inventory reporting platform. These tools add automatic timestamps, version control, data export options and easier links into letting-agency systems.

2. Technology and data integration are no longer optional

Large operators expect structured, machine-readable data rather than simple PDF files.
That means using software that supports photo tagging, artificial-intelligence condition comparison, and automatic links to property-management software — the central systems agents use to track rents, maintenance and compliance.
These digital links, called application programming interfaces, allow your report to appear in their systems instantly without anyone re-uploading it manually.

3. The personal touch still matters

Smaller landlords and tenants still value human reassurance. Explaining a report in person or by email can prevent many disputes.

Tenants often say, “I didn’t sign the inventory, so it’s not valid.” Taking time to explain the review process and encouraging them to add their own photos helps protect everyone. It may feel like an extra five-minute call, but it can save thousands of pounds later.

4. Diversify and future-proof

If you’ve relied on just a few agents, consider broadening your base:

  • Offer compliance reviews before the new rules take effect.
  • Add mid-term inspections tailored to larger portfolios.
  • Position yourself as a local expert who can interpret national policy for smaller landlords.

Many landlords you’ll meet are baby-boomers thinking about retirement or passing wealth to their children. They’ve enjoyed years of capital growth but are tired of the constant maintenance calls and tax changes. Some are selling the more troublesome properties and keeping their favourites. Clear, professional documentation helps them achieve cleaner sales and smoother exits.

The Next Ten Years — Cautious Optimism

It’s easy to be cynical, but the UK rental market is maturing. It’s becoming more regulated, more consistent and more professional. Yes, that means more paperwork and less flexibility — but it also means more opportunity for those who can operate at that higher level.

As smaller, non-compliant landlords step away, quality becomes the differentiator. Those who deliver clear, compliant, and technology-ready inventories will be the ones Build-to-Rent operators, portfolio managers and corporate landlords turn to.

There’s also new money coming in. The next wave of landlords isn’t just investors chasing returns — it’s often builders, tradespeople and second-generation owners who use their skills to create high-quality shared homes or modernised rentals.

The business model of “buy, develop, rent and refinance” is thriving for those who can manage costs.

Ending fixed-term tenancies might even smooth the seasonal summer rush, making life easier for clerks who face feast-or-famine scheduling each August and September. And if bad properties start turning over more frequently while good ones stay let, that could finally nudge owners to improve standards across the board.

Personally, I’m still cautious about the Renters’ Rights Bill — I suspect it will end up better than many fear, but whenever life gets harder for landlords, some of that pressure tends to fall on tenants. Even so, I think we’ll adapt. This is a moment to get sharper, not smaller.

At the Association of Independent Inventory Clerks (AIIC), we’re here to help independent clerks adapt, learn and thrive: training on standards, templates that meet portfolio expectations, and practical guidance on using new technology.

When the market shifts, let’s make sure we’re steering the ship — not drifting behind it.

Chris Callear
Director of Membership, AIIC

Published on 05/10/2025 | Tags: , , , , , | Category: Blog | Comments Off on Adapting to Change: Inventory Clerks in a New Era

Summer Round-Up: Time to Reflect

Hi everyone,

I hope you’ve had a successful — and survivable — summer season. For me, it’s been a whirlwind. An unexpected large contract came in for a series of move-ins in Hackney. These were new-build, unfurnished properties, often multiple jobs a day. It was fantastic work, and I met some brilliant characters along the way.

Life on Two Wheels: Property Inspections by Bike

Living in London, I’ve relied heavily on my bike for property inventory appointments and key pick-ups. In August alone, I clocked over 272 kilometres — not counting the quick dashes just to hand over keys. With the amount of inventory gear I lug around — phones, cameras, battery packs, and charging cables — it sometimes feels less like cycling and more like a mobile tech shop on wheels.

AIIC Training and Webinars: Growing Skills for Clerks

Over at the Association of Independent Inventory Clerks (AIIC), training has picked up pace. The feedback from new members and trainees has been fantastic, and our inventory clerk webinars have been a real success.

A highlight was our recent fire safety session for private rentals and HMOs. I managed to put Michelle on the spot with a tricky question — proving that even webinars need a fire drill now and then!

Partnering with Inventory Software Providers

We’ve also been collaborating with leading inventory software companies, sharing feedback on their latest developments. The tech is improving quickly, and it’s exciting to see what’s coming down the line. I’m still waiting for the version that writes reports and makes me a cup of tea, though.

Watching the Renters Reform Bill

Like many in the private rented sector, I’ve been keeping a close eye on the Renters Reform Bill. From an inventory clerk’s perspective, it’s a mixed bag:

  • Positive: With no fixed-term contracts, work may be spread more evenly throughout the year.
  • Negative: We may see landlords selling up or switching to Airbnb, which could reduce traditional rental work. If that happens, I might have to rebrand as Blue Sky Inventories & Towels.

Raising Standards in Inventory Reporting

Another hot topic is inventory report standards. I’ve faced challenges working from other companies’ check-out reports, which has sparked board-level discussions about how we can improve consistency and support one another.

If you’ve got ideas on improving check-in/check-out standards, we’d love to hear them.

Projects at Home: Decluttering and Marketing

With work calming down, I’m also focusing on projects closer to home. My wife is a huge fan of Stacey Solomon’s Sort Your Life Out, which means my weekends will be full of “decluttering” (her word, not mine).

On the business side, I’ve been rethinking my inventory marketing strategy. Inspired by Rory Sutherland’s take on psychology and marketing, I’m reminded that sometimes you need to step away from spreadsheets and let creative ideas flow.

A Chance to Recharge

The summer wasn’t all work — I also had the chance to take a steam train to Edinburgh with my wife and parents. It was a real reminder of how important it is to pause, take stock, and enjoy the journey — both literally and figuratively.

Over to You: Share Your Thoughts

I’d love to open this up as a conversation:

  • How was your summer in the property inventory industry?
  • Got any feedback for us as an AIIC board?
  • What changes would you like to see in inventory standards and best practices?

Now is the perfect time to take stock, review your processes, and consider improvements — whether that’s your reporting style, your photography kit, or how we collaborate as professionals.

Here’s to a calmer autumn — and maybe even a garage that doesn’t look like a second-hand prop store.

Kind regards,
Chris

Published on 16/09/2025 | Tags: | Category: Blog | Comments Off on Summer Round-Up: Time to Reflect

TDS Training – Smashing My Preconceptions (and Why It’s a Smart Move for Inventory Professionals)

By Chris Callear, Director of Membership
Reading time: 4 minutes
I used to think deposit schemes leaned toward tenants and didn’t reflect real-world costs. After taking a TDS adjudication course, I’ve genuinely changed my view — and I think other inventory clerks should take a closer look too.

Let’s Be Honest…

I’ve known about the TDS for years — mainly through my property management background — but since focusing more on inventory work, I’ve found myself both closer to their world and oddly further from it.

If I’m honest, I had a few preconceptions. I always assumed deposit schemes were biased toward tenants, didn’t factor in regional cost variations, and weren’t that connected to the work we clerks do day in, day out. I think many of us have felt that way at some point.

But I’ve also had a lot of experience dealing with deposit disputes — and have always wanted to get closer to the source. I’ve wanted to sit down with someone from a scheme and say, “Is what I’m doing good enough? What would you change?” That curiosity, plus the regular questions I get from clients about what’s reasonable or claimable, made me decide to take the plunge.

The Course

I recently attended the TDS Adjudication Workshop and it was brilliant. Seriously — it was one of the most useful bits of CPD I’ve done.

The presenters were sharp, down-to-earth, and knew their stuff inside out. The session covered:

  • Fair wear and tear
  • Betterment and depreciation
  • Why deposit clauses matter
  • HMO complexities
  • Regional pricing differences
  • What actually tips the scale in disputes

And we didn’t go easy on them! We threw all kinds of curveballs their way — from HMO staggered move-outs to when poor workmanship counts as a defect. They answered everything clearly and practically, and with humour too.

It cost £60 and delivered far more value than I expected. It gave me an inside view of how adjudicators think — and that’s gold if you’re writing reports that end up in front of them.

Why It Matters for Clerks

As inventory clerks, we write reports that are often used to make financial and legal decisions — but we rarely get to see what happens after the fact. Adjudicators, on the other hand, see thousands of reports a year. They know what’s clear, persuasive, and fair — and what’s not.

Understanding how they think helps us:

  • Write better, more defensible reports
  • Set more realistic expectations for landlords and agents
  • Avoid unnecessary disputes

It’s not just about CPD — it’s about producing stronger, sharper work that serves everyone better.

Raising the Bar – AIIC Standards Update

At the AIIC, we’re not just encouraging learning — we’re rebuilding our standards from the ground up.

Our Director, Joe Greenway, has been leading a full review and update of our reporting standards, working with industry stakeholders to ensure that our members’ reports are:

  • Legally robust
  • Clear and accessible for all users
  • Fit for modern use — including digital and photographic formats

Joe’s been working hard to strike the right balance between legal integrity and day-to-day usability — a task that’s far from easy. But it’s one we believe is essential if we want to futureproof the AIIC and support our members in delivering best-in-class reports.

After all, our reports aren’t just read by one person. They’re used by:

  • Primary users: landlords, letting agents, and property managers
  • Secondary users: adjudicators and, sometimes, even courts

So they need to work for a wide range of readers — from seasoned professionals to first-time landlords — and still stand up under legal scrutiny.

This is something I’m personally really excited about.

More Than Just Adjudication

The TDS Academy offers more than just this one workshop. They’ve got a full programme that includes:

  • Pre-tenancy and inventory best practice
  • End-of-tenancy processes
  • Dispute resolution
  • Foundation and advanced adjudication training
  • Group and in-house sessions

You can check out the full offering here:
👉 TDS Academy Courses

Some courses even lead to accreditation within their own framework. While we’re working on our own CPD pathways at the AIIC, I think it’s brilliant to see TDS offering these opportunities — especially for those who want to deepen their understanding of the system from the inside.

Final Thought

I went into this course with a bit of scepticism — and came out of it with a fresh perspective. It’s changed how I think about adjudication, how I write reports, and how I advise clients.

If you haven’t done a TDS course yet, I really recommend giving one a go. For the time and cost, it delivers serious value — and might just improve the way you work.

👉 Check out the TDS Academy
👉 Follow the AIIC on LinkedIn for updates, training, and future CPD info

Let’s keep raising standards — together.

Published on 17/07/2025 | Tags: , , , , , , , , , , , , , | Category: Blog | No Comments »

Phishing Attacks – Are You Safe?

Protecting AIIC Members from Phishing Attacks

Phishing attacks are on the rise in the UK and pose a serious threat to independent inventory clerks, landlords, and agents. Criminals impersonate trusted organisations to steal personal data or gain unauthorised access, leading to financial loss and reputational damage.

What Is Phishing?

Phishing is a form of cyber-crime in which attackers masquerade as legitimate entities—often via email, text, or phone—to trick recipients into providing sensitive information (e.g. login credentials, bank details, identity documents) or clicking malicious links.

A Real-Life Example

Here’s a phishing email received by AIIC staff, spoofing HMRC’s VAT service:

Screenshot of a fake HMRC VAT email asking to update business details

Notice the subtle grammar errors, the urgent tone, and the “Update” button that leads to a fake portal.

UK-Specific Statistics

How to Protect Yourself

  • Verify the sender. Hover over links and check where it is pointing to. You can see this usually in the bottom left-hand corner of your mail program. The email addresses should match legitimate domains (e.g. @hmrc.gov.uk).
  • Be sceptical of urgency. Phishers often claim your “account will be closed” or “you’ll face fines” to rush you into mistakes.
  • Never click unexpected links or attachments. Instead, go directly to the organisation’s official website.
  • Use multi-factor authentication (MFA). Add an extra layer of security to all critical accounts.
  • Keep software up to date. Apply OS and application patches promptly to close security gaps.
  • Report suspicious messages. Forward phishing emails to report@phishing.gov.uk (HMRC) or report via the NCSC’s Reporting Service.
an example where the ULR is fake

Stay Safe Out There

Keep your business and personal information safe by following our guidelines and think about signing up for CyberEssentials certification. It’s free and could save you a lot of heartache!

Further UK Resources

Published on 16/07/2025 | Category: Blog, News | Comments Off on Phishing Attacks – Are You Safe?

Meet Paul Roberts: Founder of Assured Inventories, Norwich

Editor’s Note:

Interviewed by Chris Callear, Director of Membership

At the AIIC, we’re proud to represent a diverse range of professionals who bring real-world grit, passion, and problem-solving skills to the property industry—and Paul Roberts of Assured Inventories in Norwich is a standout example.

With more than a decade of experience, Paul’s journey into the industry has been anything but ordinary. After facing redundancy, he turned uncertainty into opportunity. His story is one of perseverance, adaptability, and a deep belief in doing things right. Along the way, he has built a business based on reliability, transparency, and trust—values that continue to serve him and his clients well.

We caught up with Paul to learn how he got started, what it took to grow his business, and the lessons he’s picked up from the front lines of inventory reporting.

Getting Started

Q: Paul, how did you find your way into the inventory industry?
A: It wasn’t something I set out to do originally. I’d just been made redundant from my first job because technology had made my role obsolete. I ended up in another position where I saw the same thing happening—tech was slowly taking over. A friend of mine, who knew a few letting agents, suggested that inventory work might suit my skillset. I was already managing my parents’ property while they were abroad and had written some basic inventories, so it didn’t feel completely alien to me. After some research, I realised this could be a long-term profession and one less likely to be replaced by tech overnight.

Q: What training did you do to get started?
A: I found the AIIC’s “How to Become an Inventory Professional” course, which turned out to be exactly what I needed—comprehensive, practical, and incredibly useful. It gave me the foundation and confidence to get started, and shortly after completing it, I became a member of the AIIC. However, as valuable as the training was, it was just the beginning—what I really needed next were clients.

Building the Business

Q: How did you go about finding your first clients?
A: I didn’t sit around waiting. I knew I had to put in serious groundwork. I printed off sample reports, a price list, and started visiting letting agents across Norwich. Some I met in person; others I contacted via email. It was a slog. My first job came from a national agent—just a one-off—but they never paid me. That was a tough pill to swallow early on. Still, I pushed on. After four months, I finally got a regular spot as a backup clerk for a franchise agent in town. It wasn’t full-time yet, but it gave me crucial experience.

Q: When did it become a full-time business?
A: Around 10 months in, I got a chance to work with an online agent. That allowed me to leave my old job. A few months later, I picked up three more agents, and that was the turning point. Even my wife left her role as a medical secretary to join me in the business as my typist and secretary—she was much quicker at it than I was! It took a lot of perseverance, but it paid off.

Keys to Success

Q: What do you think has helped your business thrive over the years?
A: I think clients invest in people, not just services. Being reliable, responsive, and honest has always been my approach. Own your mistakes. Don’t overpromise. Be someone your clients can count on. Build relationships to the point where they wouldn’t dream of using anyone else. That kind of trust is gold. In fact, two of the three agents I started with are still with me today.

Q: Have there been challenges along the way?
A: Definitely. I learned the hard way not to rely too heavily on one client. At one point, a single agent was giving me 90% of my work across six branches. Then, out of the blue, the work just stopped. No warning. No explanation. That was tough. I had to start over—but I bounced back quicker because I’d learned so much by then. Also, learning when to say no has been important. It’s easy to burn out, especially in student-heavy cities during summer! But doing too much leads to mistakes, and that hurts everyone.

Final Reflections

Paul’s journey shows that success doesn’t come from shortcuts—it comes from grit, resilience, and doing things the right way, even when no one’s watching. His story offers inspiration to new clerks and seasoned professionals alike.

At the AIIC, we’re proud to have Paul as part of our community. He exemplifies what it means to be a professional clerk—adaptable, dependable, and always focused on the people behind the properties. The AIIC has played a key role in his development, providing training, credibility, networking opportunities, and ongoing support. Being part of a professional body has given him the structure and standards needed to thrive in a constantly evolving industry.

If you’re just starting out, or looking for inspiration to grow, Paul’s journey is proof that with the right mindset—and a bit of old-fashioned determination—you can build something that lasts. Inventory service in Norfolk, you can find out more here: 👉assuredinventoriesnorwich.co.uk

Published on 07/07/2025 | Tags: , , , , , , , , , , , , | Category: Blog | No Comments »

What Happens After You Hit ‘Send’? Meet the Typist Behind Your Inventory Reports

Interviewed by Chris Callear, Director of Membership

Ever wondered what happens after you finish an inspection and send your inventory report off for typing? Who’s on the other end, turning your audio and notes into a polished report? I thought it was time we gave some recognition to the unsung heroes of our industry — the typists.

Reena has been working in the industry for over 5 years and is one of the best I’ve come across. I wanted to shine a light on her work and get her perspective on the industry, what makes a good report, and where things are heading.

Interview Questions for Reena

We’ll keep it light-touch, but meaningful:

Hi Reena – can you tell us a little bit about yourself and how you got into inventory typing?

Of course! I’ve been working as an inventory report typist for over five years. My background has always involved structured, detail-focused work, which naturally led me to explore opportunities in property reporting.

I began as a freelancer, and as my experience and client base grew, I built a small team to help deliver high-quality reports more efficiently. Working with a various client early on gave me valuable insight into what makes a report clear, accurate, and reliable.

A major turning point in my career was the opportunity to work with you and Blue Sky Inventories. Your trust and guidance have played a key role in my growth. Being part of a company that values precision and high standards has helped me build confidence in my work, and I genuinely appreciate being part of a team where quality is always a top priority.

What does a typical day look like for you?

On a typical day, I spend most of my time listening to dictations and typing detailed inventory reports. I make sure to double-check all the information and photos to ensure everything is accurate and clear. I also communicate with clients when I need to clarify details or gather additional information.

It’s a job that keeps me focused and organised, and I really enjoy the satisfaction of getting everything done correctly and on time.

You work with reports from different clerks and regions — what makes a report easy or difficult to type?

I work with reports from individual clerks and companies across the UK. A report is easy to type when the audio is clear, free from background noise, and uses consistent UK property terminology.

Clear, detailed photos are also very important — I often rely on photos alone to complete reports when the dictation isn’t clear or available. A straightforward, consistent format, like the one you use, makes the transcription process much smoother and more efficient.

Conversely, poor audio quality, background noise, and inconsistent formatting can make typing difficult. Reports sent as PDFs from copy-paste jobs are particularly challenging because they require retyping the entire content from scratch, which is time-consuming and increases the risk of errors.

Overall, clear audio, consistent formatting, and high-quality photos are essential for producing accurate and efficient reports.

What are some of the biggest challenges you face in your work?

One of the biggest challenges I face is poor-quality audio, which slows down typing and increases the risk of errors. Background noise and unclear dictation often mean I have to replay sections multiple times to ensure accuracy.

I also provide feedback and training to new clerks. While helping them improve their dictation and formatting is rewarding, it can be demanding and requires patience, consistency, and clear communication to maintain high standards.

Inconsistent report formatting is another hurdle, especially when I receive copy-pasted PDFs that require retyping everything from scratch. This adds extra time and effort to the process.

Missing or incomplete information is also a common issue, as I often need to follow up with clerks or clients to clarify details. While this can extend turnaround times, it’s essential for delivering high-quality reports.

To manage these challenges, I stay organised, maintain clear communication, and rely on my experience and attention to detail. Despite the difficulties, what drives me is the satisfaction of knowing I’m delivering accurate, professional reports that clients can rely on.

Do you ever get reports from outside the UK? Are there any interesting differences?

I work exclusively with UK clients and clerks, so I don’t receive reports from outside the UK. This focus allows me to specialise in the specific standards and formats used here. While I haven’t worked with reports from other regions, I understand that different countries likely have their own methods and styles, which could make the transcription process quite different.

How do you feel about AI and automation in your field? Exciting, scary… or a bit of both?

I’m aware that AI and automation are becoming increasingly important in our field. I’m curious and optimistic about how these technologies can support and enhance our work, especially by improving accuracy and efficiency without compromising quality. When I have doubts or questions, I sometimes consult AI tools and find helpful solutions that make my tasks easier.

Overall, I see AI as a valuable assistant that, when used thoughtfully, can complement human skills rather than replace them.

If you could give inventory clerks one piece of advice to make your job easier, what would it be?

I’d suggest speaking slowly and clearly when dictating. This really helps me capture every detail accurately and reduces the need to replay audio multiple times. Additionally, providing clear and detailed photos helps fill in any gaps in the dictation, ensuring the final report is thorough and precise. By following these simple steps, clerks can significantly help me deliver high-quality reports more efficiently.

Where do you think the industry is heading? Any trends you’ve noticed or changes you’d like to see?

The inventory reporting industry is becoming increasingly competitive, with more clients and clerks focused on refining their formats and expanding their client base.

Looking ahead, I’d like to see stronger collaboration and clearer communication between clerks, typists, and clients. Streamlining workflows and reducing errors through better teamwork would not only improve efficiency but also raise the overall quality of reports.

By embracing these improvements, the industry can continue to build trust and deliver exceptional value to clients—ensuring long-term growth and success.

Published on 21/06/2025 | Tags: , , , , , , , , , , | Category: Blog | No Comments »

Could Klerky Be a Game-Changer for Inventory Clerks?

By Chris Callear – Director of Membership, AIIC
Powered by AI (and a lot of coffee)

I’ve been mulling over different ways recently that we at the AIIC can boost your business as a professional inventory clerk. There are so many routes we could explore – diversifying into similar roles, going the extra mile for clients, branching into EPC inspections, floor plans, and other added services. And I’ll definitely touch on those in the future.
But something new popped up on my screen recently that I had to find out more about. It’s called Klerky – and after a really insightful Zoom call with Richard and Mitch, the brains behind it (and also behind Inventory Hive), I thought this was worth a proper deep dive.
They’re lovely chaps – grounded, switched on, and full of smart ideas for making your working life easier and more profitable.
So, what is Klerky? Could it be useful for you? Here’s what I found out.

What Is Klerky?

Klerky is a new online platform that connects inventory clerks with letting agents and landlords who need reports done – fast.

Think of it as a kind of Uber for inventory clerks. Agents post the job, clerks respond with a quote, and everything – from messaging to report delivery to invoicing – is handled in one place.

The platform is open to all clerks, but it comes with a strong emphasis on professionalism, accountability, and standards. And because it’s independent of any one reporting software, it’s flexible – you can continue using whichever tools you prefer to create your reports.

What Problem Does It Solve?

Let’s be honest – most of us still rely on emails, WhatsApp messages, or last-minute phone calls to organise jobs. That works… until it doesn’t. Things get missed, wires get crossed, and there’s no central log of what was agreed.

Klerky solves that by putting the entire job lifecycle in one simple dashboard – for both the clerk and the agent.

From the agent’s point of view, they get:

  • Quick access to vetted clerks
  • An easy-to-use quote system
  • Full visibility of the job status
  • A digital record of the report and invoice
  • One-click revision requests if needed

From our point of view as clerks, we get:

  • New job opportunities
  • A place to manage our bookings
  • Clear audit trails of what’s been said
  • Prompt invoicing
  • A ratings system that helps good clerks stand out

How Does It Work?

It’s all pretty straightforward. Here’s a rough outline:

  1. An agent posts a job (e.g. check-in inventory for 123 High Street on Friday).
  2. You get notified, and can submit a quote through Klerky.
  3. The agent reviews quotes and picks the clerk they want.
  4. You get the green light, do the job, and upload the report.
  5. If all’s well, the agent approves it and pays you – all tracked through the platform.
  6. Both sides can leave a review after the job, which builds up your reputation.

A quick note on pricing:
Inventory clerks are treated as ‘suppliers’ on the Klerky platform. There’s no subscription fee – you only pay a small booking fee per job.

Once registered and onboarded, you can invite your existing agents to the platform and start streamlining admin straight away.

  • Early adopters can lock in a preferential 2.5% booking fee on any new business that lands before 30 June 2025.
  • From 1 July onwards, new clients introduced by Klerky will be subject to a fixed 5% booking fee (which won’t increase in future).
  • Existing clients that you bring onto the platform yourself will always remain at the lower 2.5% rate, no matter when they join.

That modest fee gives you access to everything – booking tools, status tracking, messaging, and automated invoicing with just a few clicks.

Is It Replacing Inventory Hive?

Not at all. Klerky is designed to sit alongside your existing tools. So if you already use Inventory Hive (or any other report software), you can keep using it. Klerky just acts as the booking and communication layer – the place where jobs are found, booked, discussed, delivered, and billed.

You’re not being forced into any specific format or system, which is a huge plus.

Where Is It Available?

Klerky officially launched in April 2025 and started out in Greater Manchester. But it’s already being rolled out nationwide, and clerks from all over the UK are signing up. So wherever you’re based, there’s a good chance you can get involved.

One Last Thought… Platform Growth Matters

This isn’t just something I’ve looked into personally — it’s also been discussed at board level here at the AIIC.

In fact, Paul Roberts, a fellow AIIC director, made an excellent point during our conversations: for Klerky to really thrive, it needs strong uptake from both clerks and agents alike. That’s what will make it a reliable, active marketplace where jobs are posted regularly and clerks are available to pick them up.

Paul also highlighted the types of users who stand to benefit the most:

  • Independent landlords who struggle to find trusted clerks on their own
  • Picky landlords who like their letting agent, but not the clerk they use
  • Smaller inventory companies who want more reach but don’t have the time or budget to market themselves

It’s a helpful reminder that this platform’s success depends on momentum — and that early adopters stand to benefit the most if it takes off.

Final Thought – Is This a First Mover Opportunity?

Are you an independent clerk or a business owner looking for more work, more structure, and less back-and-forth chasing?

Then honestly, what have you got to lose?

Klerky is free to join, lets you set your own prices, and could be the easiest way to get in front of serious clients who are actively booking inspections.

It’s early days, but that also means this could be the ideal first-mover advantage for clerks who sign up now. Don’t miss the boat — platforms like this tend to grow quickly once they hit a tipping point.

You can check it out for yourself here:
Website: https://www.klerky.com
How it works: https://youtu.be/lCD1WW4M9lA?si=8hmf-7INhASKCm1_

Demo video: https://www.youtube.com/watch?v=NPAlkgFJuh8
FAQs: https://www.klerky.com/become-a-supplier

Let me know your thoughts or feel free to message if you’ve signed up and want to share your experience.

Chris Callear
Director of Membership – AIIC
Powered by AI (and a lot of coffee)

Published on 18/05/2025 | Tags: , , , , , , , , , , , , | Category: Blog | No Comments »

Inventory Clerk to Operations Manager: Alex Williams

Editor’s Note:

At AIIC, we believe every Inventory Clerk has a story worth sharing.
In our new Voices from the Field series, we’re spotlighting the real people shaping our industry — those who bring professionalism, passion, and pride to their work every day.
First up is Alex Williams, Operations Manager at Bright Inventories, who shares his journey from trainee clerk to running the operations of a thriving business — and why, even now, he’s never lost touch with the work on the ground.

Alex Williams, Operations Manager, Bright Inventories, Dorset

To be honest, I didn’t even know I wanted to become an inventory clerk.

While I was at college, I knew I had an interest in property but couldn’t quite decide how to progress with it. Then the opportunity fell into my lap — I started working with a local company, Bright Inventories.

After my very first training session, my interest in the role really grew. I became keen to learn more about how a property should be presented and what specifications it needs to meet for tenants to live in it safely and comfortably.

I was lucky to be trained by the company director, who had a huge amount of experience in inventories and had built the business from the ground up. There was a lot to take in, but with time, my confidence grew, and I was able to work entirely on my own.

We cover the whole of Dorset, which meant travelling around some of the best countryside in the country. I loved working independently — even if it could be a little ‘challenging’ at times!

As I progressed, the opportunity came up to become the Assistant Manager. It felt like a massive step for me — I wanted to contribute more to the company, and a managerial role gave me the perfect chance to expand my skills. It also involved working more closely with letting agents, answering their queries instead of just collecting keys.

I genuinely enjoy every part of the job — from inspecting a wide range of properties to meeting and catching up with the letting agents and building strong working relationships. I also enjoy the administrative side: liaising with agents, arranging inspections, and taking pride in sending out well-presented, informative reports.

I think my enjoyment and commitment are reflected in the 11 years I’ve spent with the company. Over the years, my role has changed and grown, and I’ve enjoyed learning more about how the business operates and adapting to new challenges.

Like most inventory companies, we’ve seen a lot of changes and expect to see more. These days, I spend a larger part of my time in front of a PC rather than out in the field, but that makes the days I get to work in a beautiful Dorset village even more valuable.

Having a young family, this job gives me the flexibility to organise my hours around childcare and family life — although there’s always the day when an agent ‘finds’ an inventory they forgot to book, or someone calls in sick, and I have to jump back into the field! It definitely keeps things interesting.

In 2023, I became the Operations Manager. My role now involves dealing with all administrative aspects of the business, but I still get out clerking when needed — something I still love doing. Becoming Operations Manager was a massive achievement for me, and it shows what’s possible in this line of work. Inventory clerking isn’t just one job — there are many different roles within it, and it’s a career I’m proud of and plan to continue for many years to come.

Interested in working with Alex and Bright Inventories?

If you’re looking for a professional, reliable inventory service in Dorset, you can find out more here:
👉 www.brightinventories.co.uk

Published on 02/05/2025 | Tags: , , , , , , , , , , , , | Category: Blog | No Comments »

AIIC R&D: Mastering Marketing for Inventory Clerks

🎧 Prefer to listen? Hear what Notebook LM’s podcast feature has to say.
🔊 (Apologies in advance for the American accent!)

🕒 Reading time: 8–10 mins
📌 Written by Chris Callear
Director of Membership, AIIC – Powered by AI

Mastering Marketing for Inventory Clerks

Understanding the Landscape: Why Marketing Matters

For many inventory clerks, marketing can feel like an expensive gamble. Some invest in advertising with little return, while others rely on word-of-mouth but struggle to grow beyond a handful of clients. The truth is, there is no one-size-fits-all approach—but there are proven strategies that work.

This guide breaks down marketing into clear, actionable steps, covering everything from high-ROI referral methods to cutting-edge AI-driven marketing tools. It is designed for sole traders looking to grow on a budget and larger businesses scaling operations across multiple regions.

Each section includes:

  • What works and what doesn’t based on industry data.
  • Cost vs. return on investment (ROI) for different approaches.
  • Benchmarks and case studies from successful property service businesses.

By the end, you’ll have a practical roadmap for marketing your inventory business efficiently—without wasting time or money.

1. Referral Marketing & Networking: The Most Reliable Growth Strategy

Best for: Sole traders & established businesses
Cost: Free (or minimal investment in networking)
ROI: Extremely high—referral leads convert 3-5× better than cold leads

Why It Works:
Word-of-mouth has always been the strongest driver of new business for service-based industries. 82% of small business owners say referrals are their primary source of new clients. Successful inventory clerks often build their businesses by establishing trusted relationships with letting agents, landlords, and property managers.

How to Get More Referrals:

  • Letting Agents & Property Managers: These are your primary referral sources. Focus on delivering reliable, high-quality reports to build long-term relationships. Many inventory clerks get over 60% of their business from agents.
  • Networking in Property Communities: Attend local property events, join landlord associations, and participate in Facebook or LinkedIn groups where landlords and agents discuss industry issues.
  • Client Referral Programs: Offer a discount on future services or a small incentive for clients who refer new landlords or agents to your business.
  • Follow-Up & Relationship Building: A simple check-in email with existing clients can lead to repeat business and referrals.

Key Takeaway: Referrals require no advertising spend and bring in higher-quality leads that are more likely to convert and stay loyal.

2. SEO & Google Business: The Foundation of Online Visibility

Best for: All business sizes
Cost: Free (unless investing in SEO services)
ROI: SEO-generated leads have a 14.6% close rate compared to 1.7% for cold outreach

Why It Works:
68% of all online experiences start with a search engine. When landlords or agents need an inventory service, they are likely to Google it first. If your business does not appear in search results, you are losing potential clients to competitors.

How to Rank Higher in Search Results:

  • Google Business Profile: Set up and optimize your listing with accurate service details, reviews, and photos. Businesses with a complete profile receive 70% more leads.
  • Local SEO: Use location-based keywords like “Inventory Clerk Birmingham” or “Check-In Reports Manchester” on your website.
  • Website Speed & Mobile Optimization: Over 60% of web traffic is mobile. A slow-loading website will lose potential customers before they even contact you.

Key Takeaway: SEO takes time but delivers consistent leads without ongoing ad spend. Optimizing Google Business and local SEO can generate free inbound leads every month.

3. Content Marketing & Social Media: Building Long-Term Trust

Best for: Low-cost brand building & authority positioning
Cost: Free to low-cost
ROI: Businesses that blog receive 67% more leads than those that don’t

Why It Works:
People trust businesses that educate them. If you provide valuable insights for landlords and agents, they will see you as a trusted expert and be more likely to hire you.

Effective Content Strategies:

  • LinkedIn & Facebook Groups: Engage with property professionals by sharing insights, answering common questions, and networking.
  • Blogging & Guides: Write about landlord pain points (“How to Avoid Deposit Disputes” or “The Importance of an Independent Inventory”). This not only helps with SEO but positions you as a thought leader.
  • Short-Form Video Content: Instagram and TikTok can be used to showcase behind-the-scenes inventory work, industry updates, or quick property tips.

Key Takeaway: Quality content builds credibility and attracts inbound leads without hard selling. A single well-written guide or case study can generate business for years.

4. Paid Advertising: A Tool, Not a Shortcut

Best for: Larger businesses or those looking for rapid growth
Cost: £50-£500+ per month
ROI: Highly variable—depends on targeting and budget control

Why It Works:
Paid ads can generate immediate leads, but they are not always cost-effective. Many businesses spend thousands on Google Ads without seeing a return because they do not optimize their campaigns correctly.

Best Paid Advertising Channels:

  • Google Ads (Search Ads): Highly effective for capturing high-intent searches (e.g., “best inventory clerk in London”).
  • Facebook & Instagram Ads: Target landlords & property managers with localized ads.
  • LinkedIn Ads: Best for connecting with letting agents & larger property companies.

Key Takeaway: Paid ads should only be used when profitable. Always test small budgets and analyze cost per lead before scaling up.

5. AI & Automation: The Future of Marketing Efficiency

Best for: All business sizes looking to save time
Cost: Free to mid-range (£10-£100/month for tools)
ROI: AI-driven businesses grow 2× faster than non-AI competitors

How AI Can Help Inventory Clerks:

  • AI Chatbots: Automate responses to client inquiries, saving time and ensuring you never miss a lead.
  • AI Copywriting (ChatGPT, Jasper): Generate blog posts, emails, and ad copy in seconds.
  • Predictive Analytics: AI tools analyze client behavior and help target marketing campaigns more effectively.

Key Takeaway: AI tools reduce workload and improve targeting, allowing you to focus on client service rather than repetitive marketing tasks.

Real-World Benchmarking: What Works for AIIC Members?

  • Smart Inventory Service (London) used SEO and Google Ads to generate £10,000 in new business per month, expanding from 3 to 8 employees.
  • Referral-Based Success: Many sole traders report that after securing a few letting agents as clients, their business snowballed via word-of-mouth.
  • Social Proof Wins: Inventory businesses with Google & TrustPilot reviews consistently attract more clients.

Key Takeaway: The most successful businesses leverage a mix of digital marketing, referrals, and AI tools to scale efficiently.

Final Thoughts: The Best Marketing Mix for You

  • Sole Traders: Prioritize referrals, SEO, and content marketing before spending on ads.
  • Larger Businesses: Use SEO, PPC, social media, and AI automation for maximum growth.

What marketing strategies have worked best for you? Drop a comment below.

Written by Chris Callear
Director of Membership, AIIC – Powered by AI

Published on 25/04/2025 | Tags: , , , , , , , , , , , , , | Category: Blog | No Comments »

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