Posts Tagged "Deposit Disputes"

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 »

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

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 »

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 »

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 »

AIIC R&D: EPISODE ONE AI AND 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

AI and Inventories: What’s Actually Happening (and What’s Coming Fast)

TL;DR:
AI isn’t taking our jobs — but it is changing how we do them. From voice-to-text and auto-generated descriptions to image tools and clever admin helpers, the landscape is shifting. This blog kicks off a new segment on AI in our industry — an open, ongoing look at what’s happening, what’s useful, and what’s next. No scare tactics, no jargon — just honest insight, and a space for clerks and businesses to figure this out together.

A Bit of Context (and Honesty)

Let’s be upfront. I’m not a tech bro, coder, or someone who writes naturally at speed. But over the last year, I’ve started using AI to help me write emails, build plans, and even shape posts like this one. And honestly, it’s made me sharper and more organised — not because AI does the thinking for me, but because it helps me get thoughts out of my head and into action.

So I’m not here waving the AI flag just for the sake of it. I’ve seen first-hand how useful it can be — especially when you’ve got a million things on and not enough time. And while the big changes haven’t hit our industry just yet… they’re coming. Fast.

This post is the beginning of that conversation — and I’ll be diving into different aspects over the next few months.

Where AI Is Actually Showing Up (Right Now)

Let’s cut through the hype. Here’s what AI is actually doing in our world — not “coming soon,” but already in use:

✍️ Writing Support (a.k.a. AI That Makes You Sound More Polished)

Whether it’s condition descriptions, emails to landlords, or even awkward tenant notes — AI tools like ChatGPT can help reword, tidy up, or get you started. Some inventory platforms are exploring auto-generated descriptions based on prompts or templates too.

It’s not perfect, but it beats staring at a blank screen. Think of it like a fast-thinking assistant — you’re still in charge, but the heavy lifting gets lighter.

🎤 Voice-to-Text (Less Typing, More Doing)

Some inventory software providers, like HelloReport and Inventory Hive, now offer speech-to-text built directly into their apps. That means you can walk through a property, dictate your observations, and have it written up on the spot.

If you’re still typing up every word after the fact, this kind of tool is a serious time-saver. It’s not always flawless — but it’s come a long way from clunky voice memos and manual transcription.

📸 Image Tools That Actually Help

We’re starting to see AI-powered features that pull meter readings from photos, identify objects in a room, or suggest photo captions. Some platforms are playing with tagging items automatically from images — things like “double bed,” “built-in wardrobe,” or “white goods present.”

Condition is trickier (more on that below), but there’s no doubt the photo part of our workflow is starting to get smarter.

Why This Should Matter to You

AI isn’t just for big agencies with fancy budgets. It’s becoming more accessible than ever — and that’s good news for everyone in the industry.

You don’t need a huge team or big software investment to benefit from this stuff. Many AI tools are free or low-cost, and they’re already helping clerks and businesses to:

  • Draft emails faster
  • Build templates and checklists
  • Write clearer reports
  • Stay organised
  • Create marketing and comms content

Smaller providers, in particular, can benefit from being more agile — able to test tools, adapt quickly, and find smart shortcuts without layers of approval or admin. But this isn’t just about levelling the field — it’s about raising the standard, across the board.

Used right, AI makes us better — not less important.

What’s Coming (Sooner Than You Think)

Let’s talk next steps. These are the kinds of features I see rolling out in the next year or two:

  • Photo-to-report tools – AI that takes your images and builds the skeleton of a report — flagging objects and layouts. It’ll likely be able to identify items (“wooden table,” “chrome towel rail”), but condition? That’s still tricky.
  • Video walk-throughs with auto-description – You narrate your inspection on video, and the AI writes and formats the report in real time. It’s your voice driving the context — so condition calls stay human.
  • Consistency checkers – Tools that scan for gaps or errors: “You’ve got 18 photos but only referenced 12 items.”
  • Custom style matching – AI that learns how you write, and mimics your tone and phrasing to keep reports consistent across a team.

There are even whispers of using hand signals during inspections — waving or pointing in ways the AI can recognise to flag issues like dust, damage, or broken items. It might sound like sci-fi, but it’s being explored behind the scenes.

It’s early days, and these tools aren’t going to be perfect overnight. But once one of them works — properly — it’ll spread quickly. And those already experimenting will be best placed to take advantage.

The Reality Check: What AI Can’t Do (Yet)

Let’s not kid ourselves. AI still can’t:

  • Smell damp
  • Decide if something’s “fair wear and tear”
  • Handle tricky landlord conversations
  • Check behind the toilet for leaks
  • See that something’s been cleaned badly but looks fine in photos

It’s a tool — not a replacement. And keeping a human in the loop isn’t just good practice — it’s essential.

Quick Note on GDPR (Yep, Still Important)

If you’re using AI tools that touch tenant data, you do need to:

  • Be clear in your privacy notices
  • Avoid uploading sensitive info to public platforms
  • Make sure your tools are GDPR-compliant
  • Always review anything AI writes that could affect deposits or decisions

Basically: AI can assist — but you stay accountable.

Let’s Open the Conversation

This is the first in an ongoing series on AI and inventory work. I’ll be exploring specific tools, common use cases, what to avoid, and what’s showing promise.

But for now, I’d love to hear from you:

  • Are you using AI in your day-to-day work?
  • Which tools have helped you?
  • What’s worked? What hasn’t?
  • What’s worrying you — or exciting you — about all of this?

👇 Drop a message, share your thoughts, or tag us on socials. Whether you’re all-in or just curious, your perspective matters — and it’s how we move forward, together.

Final Thoughts

It’s time to start taking AI seriously — not as a gimmick or something to be scared of, but as a genuine tool that can help us work smarter and build stronger businesses. The technology is evolving fast, with new services, updates, and ideas being released all the time. It’s a competitive space, and that means better tools are becoming more available, more affordable, and more useful by the day.

I’m going to do my best to explore and share the services I think could benefit you — and if you come across something useful, I’d love to hear about it. As an association, I want us to benefit from this wave of innovation — not be left behind by it.

We serve an important role in the property market. The work we do has real impact — on landlords, tenants, agents, and everyone in between. AI can help us deliver that service even better, more consistently, and with more confidence.

There are exciting times ahead, and I’m really looking forward to sharing the journey with you all.

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

Published on 10/04/2025 | Tags: , , , , , , , , , | Category: Blog | No Comments »

AIIC Member Interview: Sally Carter – SK Inventory Services

Interviewed by Chris Callear, Director of Membership

At the AIIC, we’re incredibly fortunate to have some truly outstanding individuals among our ranks—and Sally Carter is right at the top of that list. With nearly two decades of experience in the inventory industry, Sally has seen it all. She’s a true entrepreneur, having built her own successful business while raising a family, and her knowledge of the sector is second to none.

Sally recently stepped into the role of Head of Training on the AIIC board—carrying on the legacy of her mother, who was one of the founding members of the Association. In meetings, Sally brings calm, insightful thinking, always prioritising the needs of our members while pushing for ever-higher standards. She’s a rare mix of old-school professionalism and forward-thinking innovation, and honestly, we’re lucky to have her.

Sally was kind enough to give up some of her time to share her story, experiences, and insights with us—and we’re so pleased to be able to pass them on here.

Background & Career

Q: How did you get into the inventory clerk profession?
A: Before becoming an inventory clerk I was a bank manager, having worked my way up the career ladder from bank cashier to branch manager. When my children were young, I found it harder and harder to manage family life alongside the corporate day. My mother had run her own inventory business since the late 1980s and asked if I would join her. She was one of the original members of The AIIC. I already had an insight into the requirements of an independent inventory, having typed my mum’s reports when I was on maternity leave in 1997. I started my business in 2007, landing with the name SK Inventory Services a few years later.

Q: What has changed the most in the industry since you started?
A: When I first started, inventory reports were written documents, generally on Word, with no pictures, and many agents didn’t see them as essential. Now, with increasing regulations and deposit disputes becoming more common, there’s a much bigger focus on detailed, photographic evidence and legally compliant reporting. Also, technology has evolved—software now helps speed up report writing, but it still requires a human eye for accuracy and fairness.

Day-to-Day Life & Challenges

Q: What’s a typical day like for you?
A: No two days are ever the same! One day I’m checking a property before new tenants move in, making sure everything is documented correctly. The next, I’m doing a check-out report where the property has been left in a mess, and I am recording any damage—especially the cleanliness of the place. I also do mid-term inspections, which often reveal maintenance issues before they get worse. And of course, there are always last-minute schedule changes—tenants forgetting appointments, keys missing, or agents calling with urgent jobs!

Q: You once had a routine inspection turn into key police evidence—can you tell us about that?
A: Yes! I arrived at a property for what I thought was a standard mid-term inspection, but something felt off. The house was spotlessly clean, appeared lived in with some clothes in the wardrobes, but there was no food in the fridge—and a drone sitting on the sofa. It appeared that either the tenants were not living there or only ever ate takeaway food! I flagged my concerns with the landlord. Not long after this, there was an incident on the street outside that was widely reported on local news. It turned out the property was being used for illegal activities, and my inspection report became key evidence in the police investigation. That was the moment I realised just how important our role is—not just for landlords and tenants, but sometimes for law enforcement too.

Q: What’s the most unusual thing you’ve encountered in a property?
A: Oh, where do I start? I’ve walked into flats that look like they’ve never been cleaned, places where tenants have tried to paint over dirt instead of cleaning, and properties where entire rooms have been redecorated. One of the strangest check-outs was an oven that had been painted. Oh, and don’t forget the occasions where the tenants don’t hear the doorbell or the standard call “Is anyone home?”—and are asleep in bed, either alone or with another!

Success & Growth

Q: What do you think has been the key to your success as an inventory clerk?
A: Reliability, attention to detail, and professionalism. Landlords and agents need someone they can trust to be thorough and impartial. If they know your reports are fair, detailed, and delivered on time, they’ll come back to you. Also, being flexible and able to adapt—you never know what’s coming your way!

Q: How has AIIC membership benefited you and your business?
A: AIIC membership has given me credibility and industry recognition. Having the AIIC logo on my reports shows that I follow professional standards. It’s also been a great source of support—from networking with other clerks to keeping up with best practices and industry updates. Plus, the training materials are fantastic, and I always recommend them to new clerks looking to improve their skills.

The Future of the Industry

Q: Where do you see the inventory industry heading in the next five years?
A: I think the role of independent clerks will become even more essential. With renting reforms and stricter deposit regulations, landlords will rely more on professional, unbiased reports to avoid disputes. I also think we’ll see more tech integration, like AI-assisted report writing—but it won’t replace human judgment. You still need experience to assess liability fairly.

Q: Do you think AI could ever replace inventory clerks, or is human judgment still essential?
A: AI can help speed up report writing, but it can’t replace on-the-ground experience. You need human judgment to assess wear and tear, identify tenant responsibility, and handle disputes fairly. AI can help us work more efficiently, but it won’t replace the need for trained, professional inventory clerks.

Final Thoughts

Q: What do you love most about your job?
A: The variety and the sense of independence. Every day is different, and I love the mix of problem-solving, meeting different people, and ensuring that properties are protected. It’s also rewarding to know that my work makes a real difference in helping landlords, tenants, and agents avoid disputes. The flexibility of running your own business cannot be underestimated. I’m able to take time out to enjoy the things I love—such as gardening or crafting. When my family were school-age, the flexibility of being an Independent Inventory Clerk meant I could be at home after school and be a hands-on mum.

Final Thoughts from Chris

What I love most about this industry—and the people in it—is the shared spirit of personal freedom, entrepreneurship, and a real desire to serve. Inventory clerks often choose this path because they want to build something on their own terms, but they also care deeply about doing things properly and delivering value to their clients.

Let’s face it—property doesn’t always have the best reputation. We operate in a sector where there’s a lot of money at stake, and unfortunately, not always the highest standards. But inventory clerks are one of the few truly impartial voices in the process. And as the rental market grows—with increasing pressure on all sides—our role is only becoming more important.

Sally embodies what makes this profession so special. She knows that we need to keep raising the bar, keep improving, and keep proving our worth. She’s a working mum, an entrepreneur, and someone who’s built a career on her own terms while serving others with care and professionalism.

We’re truly blessed to have her as our Head of Training at the AIIC, and I can’t wait to see how she continues to lead, inspire, and shape the future of our community.

Published on 24/03/2025 | Tags: , , , , , , , , , | Category: Blog | No Comments »

Why I Joined the AIIC – And Why You Should Too

When I first became an inventory clerk, it wasn’t just a career move—it was the culmination of a vision. My initial goal was to help landlords make more money from their properties by providing detailed market analysis, competitive insights, and tailored recommendations. I wanted to give landlords reports that were as comprehensive as those you’d receive for owning shares in a company.. Then it hit me: this could be paired perfectly with inventories. I realised the value of creating reports that provided not just a list of what was in a property but detailed insights into its condition and maintenance needs—reports that I, as a busy property manager, would have found invaluable. From that idea, I hammered out a template for what I believed a perfect inventory report should look like, and I haven’t looked back since.

The Struggles of Starting Out

Starting any business is daunting, and my journey as an inventory clerk was no exception. I gave up my job as a property manager based on a gut feeling. I took the risk to step out on my own—a decision that raised a few eyebrows among friends and family.

The early days weren’t easy. Gaining clients with no track record was a real struggle, but luckily, an old property manager friend, John, threw me a lifeline. He trusted me with all his inventory work and even gave me side jobs like decorating and gardening to keep me afloat. That first boost of trust and business helped me build momentum and eventually grow my client base.

Why I Joined the AIIC

As someone new to the field, I knew I needed to build credibility quickly. Convincing agents and landlords to trust you when you’re just starting is tough. Joining the Association of Independent Inventory Clerks (AIIC) was the first step in establishing legitimacy.

The AIIC gave me more than just a logo on my reports—it gave me confidence. I wanted to know what standards I needed to adhere to, and I wanted advice on how to grow. Joining also gave me access to the PRS redress scheme, which further legitimised my business. When you’re trying to stand out, being part of a recognised organisation like the AIIC makes all the difference.

How the AIIC Has Helped Me

The greatest value I’ve gained from being an AIIC member is recognition for the quality of my reports and the opportunity to connect with other members. As someone who constantly rethinks and refines their product, having access to experienced members and even the CEO for advice has been incredibly valuable.

Although I haven’t yet accessed the training materials, I’m excited about the improvements coming under the guidance of our Head of Training, Sally Carter. Sally has a wealth of knowledge—arguably more than I could ever hope to learn—and I look forward to brushing up on my skills.

AIIC membership has also helped me land larger clients, like Dolphin Living in central London, which has been a huge honour. It’s allowed me to transform my career and my life. I’m no longer the underpaid, overworked property manager I once was. Instead, I’m a business owner who serves tenants and landlords directly, offering them a great service while earning more and finding personal fulfilment.

A Life-Changing Decision

The AIIC hasn’t just improved my business—it’s changed my life. It gave me the confidence to take risks, grow my business, and pursue my passions. It’s even part of the reason I met my gorgeous wife, Sharon. We’ll soon be celebrating our one-year anniversary, something I might not have achieved without the change in direction that joining the AIIC helped facilitate.

Winning awards like Best Newcomer and Best Sole Trader has been a highlight of my career. After years of feeling overlooked and undervalued as a property manager, those moments made me realise the power of trusting your gut, taking pride in your work, and serving clients to the best of your ability.

Why You Should Join the AIIC

For anyone on the fence about joining, I’ll say this: we’re all in this together. As inventory clerks, we might be competitors at times, but no one else truly understands the challenges of our work like we do. The AIIC provides a community where you can connect, share stories, and grow professionally.

At the very least, joining gives you PRS cover, which changes you from a “have-a-go hero” to someone businesses take seriously. Even if you never attend a meeting or talk to another member, that alone is worth it.

What’s more, the AIIC is undergoing a big transformation. As a new board member, I’m thrilled to be part of exciting plans to improve the lives of our members, raise industry standards, and build a stronger community. Our jobs are critical—we hold the keys to resolving deposit disputes fairly and ensuring a smoother moving process for tenants and landlords.

Final Thoughts

Joining the AIIC has been one of the best decisions I’ve made, both professionally and personally. It’s not just an organisation—it’s a support system, a mark of quality, and a gateway to greater success.

If you’re ready to take your career to the next level, visit www.theaiic.co.uk and join today. You won’t regret it.

Published on 09/03/2025 | Tags: , , , , , , , | Category: Blog | No Comments »

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