Sign-In / Register
Inventory & Condition Reports
Creating a detailed inventory and condition report is one of the most vital steps for landlords in Wales when starting and ending an occupation contract. This comprehensive document protects both you and your contract-holder, providing clear evidence of the property's state and its contents.
What is an Inventory & Condition Report?
An inventory and condition report is a detailed document that records the exact contents and condition of a rental property at a specific point in time. It typically includes:
- A list of all fixtures (e.g., kitchen units, bathroom suites) and fittings (e.g., light fixtures, curtains).
- A list of all furniture and other items provided by the landlord (e.g., white goods, beds, sofas).
- A detailed description of the condition of each item and area, noting any existing wear and tear, damage, or defects (e.g., "small chip on kitchen worktop," "faint stain on bedroom carpet," "scuff mark on wall").
- Photographic and/or video evidence to support the written descriptions.
- Meter readings (gas, electricity, water) at the start of the contract.
Why is it Crucial for Landlords in Wales?
While not a legal requirement under the Renting Homes (Wales) Act 2016, a robust inventory and condition report is indispensable for several reasons:
- Deposit Protection Scheme Disputes: It is the primary evidence in any dispute over deposit deductions. Without a clear "before and after" comparison, it's very difficult to prove that damage (beyond fair wear and tear) occurred during the tenancy. Deposit Protection Schemes will heavily rely on this document.
- Clarifies Expectations: It sets a clear baseline for the property's condition at the start of the contract, helping both landlord and contract-holder understand expectations for its return.
- Protects Your Investment: It helps ensure that your property is returned in a similar condition (allowing for fair wear and tear) to how it was let, protecting your asset value.
- Reduces Disputes: A comprehensive report can prevent disagreements by providing an objective record, reducing the likelihood of disputes at the end of the contract.
- Insurance Claims: It can serve as evidence for insurance claims if property contents are damaged or stolen.
- Occupation Contracts: Some Contracts, including the Government standard model, requires an Inventory
Creating a Comprehensive Report
To ensure your inventory and condition report is effective:
- Timing: The report should be completed just before the contract-holder moves in.
- Detail is Key: Be as detailed as possible. Don't just say "clean"; specify "professionally cleaned" or "surface clean." Note every scratch, mark, or defect, no matter how small.
- Photographic/Video Evidence: Take clear, date-stamped photos and videos of every room, fixture, fitting, and item. Pan around rooms in videos. Zoom in on any existing damage.
- Meter Readings: Accurately record all utility meter readings (gas, electricity, water) and their locations.
- Keys: List all keys provided to the contract-holder.
- Smoke/CO Alarms: Note the presence and working order of smoke and carbon monoxide alarms.
- Professional Inventory Clerk: Consider using an independent, professional inventory clerk. They are impartial and experienced in creating legally robust reports.
The Check-In Process
The check-in process is where the contract-holder agrees to the initial inventory and condition report.
- Provide a Copy: Give the contract-holder a copy of the full inventory and condition report.
- Allow Time for Review: Allow them a reasonable amount of time (14 days) to review the report, make their own notes, and highlight any discrepancies.
- Mutual Agreement: Once reviewed, both parties should sign and date the report to confirm agreement on the property's initial condition. Any agreed amendments should be noted.
The Check-Out Process
At the end of the contract, a check-out report is conducted to compare the property's condition against the initial inventory.
- Compare Reports: Systematically compare the property's current state with the initial inventory, noting any changes, damage, or missing items.
- Fair Wear and Tear: Distinguish between actual damage and "fair wear and tear" (the natural deterioration of a property and its contents over time through normal use). You cannot charge for fair wear and tear.
- Evidence Collection: Take new date-stamped photos and videos of any new damage or discrepancies.
- Contract-Holder Presence: Ideally, conduct the check-out inspection with the contract-holder present. This allows for immediate discussion of any issues.
- Deposit Deductions: If deductions from the deposit are proposed, they must be clearly justified with evidence from the inventory and check-out reports, along with quotes or invoices for repair/replacement.
