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Dishwasher Darwinism and the Future of Independence in Property

I recently heard Rory Sutherland talk about something called Dishwasher Darwinism.
The idea is simple: assume everything is dishwasher-safe — and three months later, whatever survives… is.

It isn’t best practice. It isn’t policy.
It’s just pressure quietly deciding what lasts.

And the more I thought about it, the more it felt like a good way of describing what’s happening in the property industry — especially as we move towards 2026.

Not through one dramatic shift.
But through steady pressure, and the quiet reshaping that follows.

Independence isn’t a slogan — it’s the point

One thing I can say with real confidence about the Association of Independent Inventory Clerks (AIIC) is this: independence isn’t branding. It’s the foundation.

A professional inventory clerk shouldn’t be:

  • swayed by a landlord
  • pressured by an agent
  • or influenced by a commercial structure that benefits from a particular outcome

Yet across the sector, we can all see the direction of travel. Larger organisations are building in-house service arms. Reporting, compliance and inspections increasingly sit inside the same commercial ecosystems.

On paper, that looks efficient.
In reality, efficiency has a habit of quietly eating things that don’t look productive on a spreadsheet.

And independence is often the first to go — not through bad intent, but because neutrality is inconvenient. It slows decisions. It creates friction. And friction rarely survives optimisation.

The real risk: quiet bias

The future risk isn’t sudden corruption. It’s something subtler.

A world where:

  • reporting slowly bends towards convenience
  • neutrality gives way to commercial alignment
  • and “independent” becomes a label rather than a lived reality

Not because people act badly — but because good people operate inside incentives they didn’t design.

That’s how bias usually enters a system. Quietly. Structurally. Normalised.

When markets start talking to themselves

As ownership in property concentrates, influence widens.
Bigger landlords become bigger agencies.
Bigger agencies become bigger service groups.

Before long, the same commercial ecosystems can own:

  • the interest
  • the management
  • the compliance
  • and sometimes even the reporting about that interest

It isn’t sinister. It’s scale meeting pressure.
But once the same force owns both the outcome and the process meant to assess it, neutrality doesn’t disappear — it just becomes harder to defend.

And that’s the moment when professional bodies stop being ceremonial and start being essential.

Why standards matter more than ever

There is no statutory requirement that inventory clerks must be independent.
Independence is a professional principle, not yet a legal one.

That means the responsibility sits with us.

Waiting for regulation to define the profession would be a mistake. The stronger move is for the profession to define itself first — through:

  • clear standards
  • transparency around conflicts
  • and the confidence to say:
    This is what professional looks like in our world.

If we don’t, someone else will. And it may not be in the interests of fair reporting or independent clerks.

Why AIIC matters in 2026

If inventory clerks don’t band together professionally — not just socially — the role risks drifting into one of two futures:

  • absorbed into corporate structures, or
  • reduced to a low-margin, interchangeable task

Neither protects:

  • fairness
  • independence
  • or long-term credibility

At its best, AIIC isn’t just training or networking.
It’s the spine of the profession — the place where we decide:

  • what independence really means
  • what standards actually look like
  • and what we’re prepared to stand for, even when it’s inconvenient

Dishwasher Darwinism, one last time

Dishwasher Darwinism says: put things under pressure and see what survives.

Over the next few years, the property sector will experience more pressure — commercially, structurally and culturally.

What survives will be:

  • the parts with standards
  • the parts with cohesion
  • the parts confident enough to define themselves

What warps will be:

  • anything built on vagueness
  • convenience
  • or borrowed credibility

A final thought

This isn’t about fear.
It’s about responsibility.

Because what’s exceptional about this profession isn’t its size — it’s its people. The entrepreneurs, the problem-solvers, the professionals who care about doing the job properly even when no one is watching.

That’s not something to take lightly.
That’s something to protect.

And if 2026 is going to be a turning point, let it be one we shape — not one that simply happens to us.

Published on 16/01/2026 | Category: Blog, News | Comments Off on Dishwasher Darwinism and the Future of Independence in Property

Data Protection and Inventories: Key Takeaways from the ICO’s Guidance for Independent Clerks

Data protection is something every independent inventory clerk, agent and landlord must handle—but too often, it feels wrapped in jargon, fear, and unnecessary paperwork. In our recent AIIC webinar, we were joined by Rob Cole (Senior Engagement and Policy Officer) and Jessy Jarvis from the Information Commissioner’s Office (ICO). Their message was reassuringly clear:

Small businesses must be compliant, but GDPR should be simple, proportionate, and practical—not a mountain of paperwork.

Below, we’ve summarised the most important points that apply directly to inventory clerks and those working in the private rented sector.

1. Understanding Data Roles: Controller, Processor, or Both?

One of the biggest areas of confusion is who is legally responsible for data. Rob Cole broke this down simply:

  • Data Controllers decide how and why personal data is used.
    This includes sole traders and small businesses—size doesn’t reduce responsibility.
  • Data Processors act only on the instructions of a controller.
  • Joint Controllers share responsibility and must have clear agreements in place.
  • Controller–Processor contracts must set out how data is used, secured, retained, and handled during a breach before any work begins.

Jessy added an important clarification, especially relevant to the inventory sector:

Property data alone is not personal data—unless it identifies a living individual.

For example:
A photo of an empty kitchen is not personal data.
A photo including a child’s school certificate is.

This distinction affects how clerks structure reports, manage images, and store data relating to sole-trader landlords, whose business contact details may also qualify as personal data.

2. Privacy, Transparency, and the Core GDPR Principles

Rob reminded us that the seven data protection principles sit at the heart of UK GDPR. The ICO emphasised three above all:

  • Lawfulness
  • Fairness
  • Transparency

For clerks, this means being upfront about:

  • what data you collect
  • why you collect it
  • who receives the report
  • how long you keep information
  • your legal basis for doing so

Providing a clear Privacy Notice isn’t optional—and the ICO made this easier than ever with their simple generator tool:

👉 ICO Privacy Notice Creator:
https://ico.org.uk/for-organisations/advice-for-small-organisations/privacy-notices-and-cookies/create-your-own-privacy-notice/

Rob also cautioned against defaulting to consent as the lawful basis. For most day-to-day clerk work, contract, legitimate interest, or legal obligation provide a more stable foundation—especially since consent can be withdrawn at any time.

3. Individual Rights and Subject Access Requests (SARs)

Subject Access Requests remain the most common interaction many small businesses have with GDPR.

Key points from Rob:

  • Requests can be verbal or written.
  • You have one month to respond (extendable to three for complex cases).
  • You cannot charge a fee.
  • Identity checks should be reasonable, not obstructive.
  • Clarify what the requester actually needs—this avoids unnecessary work.
  • Data should be provided in a commonly accessible electronic format.

Other rights—erasure, rectification, portability, and objection—may arise less frequently in the inventory world but still require a straightforward response process.

4. Data Breaches: Staying Calm and Acting Quickly

A breach isn’t always a cyber attack. In the inventory sector, simple mistakes like:

  • emailing the wrong landlord
  • losing a device
  • uploading the wrong report
  • sending access information to the wrong party

can all qualify.

Rob outlined the required approach:

  1. Contain the issue (e.g., ask the unintended recipient to delete the file).
  2. Assess the risk—does it put someone’s rights at risk?
  3. Report to the ICO within 72 hours if that risk is significant.
  4. Record everything, even if unreported.
  5. Review and improve to prevent reoccurrence.

The ICO’s “ripple effect” campaign highlights how even small errors can cause real harm—so proportionate, prompt action matters.

5. Data Retention and Disposal: Keep It Only As Long As Needed

Jessy and Rob were clear:
Don’t keep data forever.

This is especially relevant for inventory clerks, whose photographs and reports can accumulate quickly.

Examples discussed:

  • Some records (e.g., payroll) have legally mandated retention periods.
  • Others—such as photos and reports—are determined by your business needs, often aligned with the tenancy length and deposit dispute timeframes.
  • Tools like Inventory Base can automate deletion schedules to reduce risk.
  • Not all data needs shredding—only content that identifies living individuals.

A simple, clear retention policy is enough, provided it is documented and reflected in your Privacy Notice.

6. ICO Registration and Fees

Most inventory clerks process personal data electronically and therefore must pay the ICO data protection fee—typically £52 per year for small operators. Exemptions do exist, and the ICO encouraged members to use their quick online tool:

👉 ICO Fee Self-Assessment:
https://ico.org.uk/for-organisations/data-protection-fee/data-protection-fee-self-assessment/

Remember:
Having CCTV—even in a home office—automatically triggers the fee requirement.

7. Upcoming Legal Changes: What Clerks Should Watch For

Rob highlighted two legislative updates:

  • The Data Use and Access Act 2025 – strengthening transparency and expanding obligations in phased rollouts.
  • The Renters Rights Act – introducing new expectations for landlords and agents handling tenant information.

The ICO will continue to update its guidance as these changes take effect, and AIIC will ensure members remain informed.

8. The Light-Touch Approach: What Clerks Actually Need

The ICO made it clear that small businesses do not need corporate-level documentation. Instead, they need:

  • A simple privacy notice
  • A short retention policy
  • Clear processor agreements
  • Secure storage and sensible operational practices
  • Transparency with tenants
  • A calm, proportionate breach response plan

And importantly:

You can link to your Privacy Notice and Retention Policy directly in your report disclaimers to streamline compliance.

This aligns perfectly with the realities of inventory work: practical, efficient, and easy to implement.

Final Thoughts

The webinar confirmed what the AIIC has long advocated: compliance doesn’t have to be complicated. With clear processes, proportionate documentation, and the free tools the ICO provides, independent inventory clerks can remain compliant without drowning in paperwork.

Over the coming months, the AIIC will continue to provide templates, short guides, and sector-specific advice to help members stay confident and compliant.

If you missed the webinar, a replay will be made available to members shortly.

Further resources

If you’d like to view the notes from the meeting you can find them here

Download Notes

We have produced a Light Touch data retention policy that you can amend for your own use. Download below

Download policy

We’ve also produced a simple, step by step guide for smaller businesses that want to stay compliant. Find it below

Download factsheet

Links

The ICO have a wealth of resources to help and you can find them here

https://ico.org.uk/for-organisations

Find the fee self-assessment tool here

https://ico.org.uk/for-organisations/data-protection-fee/data-protection-fee-self-assessment

You’ll find the Privacy Policy generator tool here

https://ico.org.uk/for-organisations/advice-for-small-organisations/privacy-notices-and-cookies/create-your-own-privacy-notice/privacy-notice-generator-for-customers-or-suppliers

Published on 20/11/2025 | Category: Blog, News | Comments Off on Data Protection and Inventories: Key Takeaways from the ICO’s Guidance for Independent Clerks

Introducing Becca Libing Gu – AIIC Member Spotlight

Interviewed by Chris Callear, Director of Membership

Here at the AIIC, we love hearing the stories behind our members. As a community, we’re an entrepreneurial and diverse group, each bringing different backgrounds and experiences into the industry. I was lucky enough to spend some time speaking with Becca Libing Gu, who kindly shared her journey, her insights, and her hopes for the future of inventory professionals.

What first drew you to the idea of becoming an inventory clerk, and what made you decide to sign up for the AIIC course right away?

The property industry in London is incredibly diverse, with letting and management playing a key role in a city shaped by so many different communities. I first learned about this role from a friend with extensive experience in property management. As I explored it further, I realised there was a growing need for reliable and professional inventory clerks, so I decided to give it a try. I chose the AIIC course because it offered a clear, structured, and practical way to build a strong foundation and develop confidence in the field.

You’ve spoken about those first inspections being nerve-wracking — what helped you push through and build confidence in those early days?

I imagined every property I inspected was my own. It helped me focus on details, care more deeply about accuracy, and take pride in every report. I took plenty of photos, stayed consistent, and kept practising. Over time, that consistency built real confidence.

What’s been the biggest lesson you’ve learned about yourself since becoming an inventory clerk?

This role has taught me to see every space in a new way. A property isn’t just wood, cement, and fixtures — it’s an interconnected system where materials need to be used properly and details matter. Every space deserves care and attention. I’ve also become much more aware of the challenges within the rental sector; a safe and stable home isn’t just four walls, it represents dignity and security.

You’ve mentioned wanting to bridge communities and help more Chinese landlords and agents become compliant and professional — what does that goal mean to you personally?

My first step is to keep sharing my experiences and insights. Many landlords and agents from international backgrounds are eager to improve, but often lack guidance on where to start. I hope to bridge this gap by encouraging better communication and understanding across communities, and by showing how professionalism benefits everyone involved in the housing industry.

What’s next for you, and how do you see your role in the inventory industry evolving?

The UK property industry is changing rapidly, with new legislation, digital tools, and the rise of AI transforming the way we work. These developments will make our profession more efficient, transparent, and creative. Personally, I want to keep learning and finding new possibilities within the field, especially ways to bring my analytical background into my work. At the same time, I want to stay grounded in the day-to-day inspections that keep me connected and motivated.

Final Reflections

Becca’s story highlights something we see time and time again in this industry: the best clerks aren’t just skilled with reports they care about people, standards, and the homes they’re responsible for. Her journey shows how professionalism grows from curiosity, consistency, and a willingness to keep learning.

What stands out most is her commitment to bridging cultures and raising standards across communities a reminder that our work has real impact beyond the paperwork. As the sector evolves with new technology and legislation, voices like Becca’s show how much potential there is for clerks to shape a more transparent, connected, and genuinely supportive rental landscape.

Published on 17/11/2025 | Tags: , , , , , , , , , , , , | Category: Blog | No Comments »

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 »

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