A check-in report is done on the same day that the tenant moves into the property. The reason for this is so that there is no room for argument on the accuracy of the report.
A check-in report will describe the condition of the property in words and in photographs. This report will also be an indication of how the tenant should leave the property at the end of their tenancy.
Although not always possible, it is advised that the tenant be present at the check-in and if the tenant agrees with the condition of the property then the tenant will date and sign the check-in report.
Therefore, a check-in report is considered acceptable if produced in readiness a few days before the start of the tenancy. The tenant is then either formally ‘checked in’ on the first day of the tenancy or given the report on the understanding that any alterations are notified to the landlord/agent within a set period - this is typically seven days. Failure to respond within A Guide to Check-in & Check-out Reports, Inventories & Schedules of Condition 6 Revised March 2013 ©The Dispute Service Limited 2013 the timescale set is normally considered to be acceptance by the tenant of the accuracy of the report at the start of the tenancy. However, any comments or amendments that are made by the tenant should be clearly noted and confirmed by the agent/landlord as agreed. The check-in report should be duly updated with a copy retained by each party. * Tenancy Deposit Scheme Website.
The check-out report should provide by comparison an accurate view of the condition of the property at the end of the tenancy.
To be considered reliable the report must be undertaken as soon as possible after the end of the tenancy. Ideally this will be on the last day of the tenancy after the tenant has fully vacated.
It can be useful for the tenant to be present however this is not essential or required in law. A check-out report undertaken some number of days beyond the end of the tenancy may be considered less reliable as evidence.
Some landlords/agents find it useful to meet with their tenants shortly before they leave the property to remind them of their obligations and agree to any items that need attention before the tenants leave. This can help avoid problems later. Reports of such inspections, together with any completed periodically during the tenancy, can be helpful to the adjudicator. *Tenancy Deposit Scheme website.
An inventory is a written report usually with photographs which itemises the state of a property and furniture and fittings at a point in time.
It is important that the inventory process is done well – landlords and tenants (as well as any adjudicator or a Court, if there is a deposit dispute) need to be able to compare the condition of the property at the start and end of the tenancy. Recording any changes in condition will help identify what changes have taken place and who should be responsible for them.
The Interim inspection is done by the Inventory Clerk on behalf of an agent or a Landlord.
The interim inspection can be done as often as once every 3 months. The original inventory is used by the Clerk as a benchmark and any changes noted shall be recorded including photographs.
The interim inspection also gives the tenant an opportunity to discuss any issues they may have regarding the property.