A property inventory report is not a document you should neglect. Its content and quality provide value and reassurance to both the landlord and the tenants. A badly-timed inventory can result in a poor report so it is important you make time for it. Let's talk about the best times to book your next property inventory:
When to book?
When it comes to property inventories or check-ins, the ground rule is: book them before tenants move in.
This will allow the clerk to freely inspect every section of your property without time constraints, and other nuisances that could impact his work.
Without tenants or any other contractors in the property, your report is more likely to provide a highly accurate and reliable assessment of your property since no one else was present and likely to cause any damage.
Booking the inspection before tenants will critically increase the quality of your inventory report so make sure you aim to book it at least a day before the move-in and after any redecoration, maintenance or cleaning work.
The clerk should carry out the inspection before the move-in date, ideally 1 day before.
For the most reliable results, we advise landlords to use professional inventory services to obtain quality reports that are generous in details and evidence. Trained professionals will also know how to best review and report the condition of your property.
What do I need to prepare before booking the inventory?
What you want is for your home to be in a "ready to move-in now" condition.
This means professional cleaning has been done, any maintenance was carried out and no redecoration work is planned. If you need to finalise some work or cleaning during the inventory, be aware that this could obstruct the work of the clerk by limiting access to certain areas.
If you need to finalise some work or cleaning during the inventory, be aware that this could obstruct the work of the clerk by limiting access to certain areas.
Preparing your home will put the clerk in undeniably ideal conditions to work and increase your chances of getting a top-detailed report.
What if you don't have enough time?
If you can't afford to make time for an inventory prior to the move-in, this means that the assessment of your property will either have to be completed during or after the move-in and this may have consequences on your inventory report.
> Inventory during move-in
Booking an inventory at the time of the move-in means tenants will likely be present. Moving van and staff may also be present. The more people present during the inspection, the harder it is for a clerk to carry on with the inspection. This is because internal spaces will be used by more than one person and the potential for damages can increase.
Also, having people around can generate a lot of unwanted distractions, prevent photos from being taken properly, prevent clerks from generating dictations (when describing conditions) and cause interruptions.
While any inventory clerk will do their best to capture the state of your property in a timely manner, they are human and can feel pressured or stressed by having people around them and this can be enough to have them lose focus and miss details then would usually pick up naturally.
> Inventory after move-in
When tenants have already moved in, the challenges are slightly different. If a clerk comes to the property and tenants have brought in their belongings and already set up and ordered their house, the clerk will have to be in constant communication with the tenants to figure out what belongs to them and what was originally in the property.
As per the previous warning, more distractions may lead to lower attention.
Clerks are used to carrying inventory inspections in empty homes so it may be that some may not feel at ease having to carry their inspection in a tenanted property. Not everybody likes going through people's dressing rooms after all. It is often the case that tenants also ask to follow the clerk to assist with the inspection or keep an eye on the process which usually generates some unnecessary stress for all.
The other problem with late inventories is cleaning. When tenants have not yet moved in, it is easier to assess the cleaning and establish a benchmark that can serve as an indication of how to clean the property at the time of check-out. This becomes very problematic after tenants have moved in, as they might start to use the premises and interfere with the original cleaning order. A clerk will not be able to spot or legitimately record the cleaning order accurately with further information or evidence (photos taken by tenants, cleaning receipts from landlords, etc.).
Now you know everything about timing your inventory right so help yourself by making the necessary arrangements to ready your home for the inventory inspection :)
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