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Property Inventory Blog

How to Make Most of Your Inventory

October 25, 2018 By Pixel Leave a Comment

Thinking about this subject takes us actually to the time before the inventory takes place.

Usually the case is such that previous tenants are moving out.

Once you accept or give your tenants notice,  it turns out to be quite important to kindly guide them in reviewing their Check In inventory along with the Tenancy agreement.

The incumbents get reminded of what condition the property needs to be in at the time they vacate. Thus you may sort out many of the potential delays and complications getting your property ready for the next incomers.

Sometimes tenants forget that it is their responsibility to ensure the end of tenancy clean before they hand back the keys. With regards to this, every inventory has tenants notes on check out. When reviewed, the occupants can appoint all areas of concern to the cleaners they employ.

Further from here, reading through the initial inventory helps to predict whether there may be any deposit deductions suggested.

Cleaning and renovations. It is vital to arrange for your inventory after all works are completed and property is just waiting for its new inhabitants.

Should any delays on renovations and cleans arise it is best to reschedule the inventory appointment.

This way you avoid the clerk either being unable to perform the inspection – which results in call out charges, or you will end up with a report highlighting all that has been not done yet and obscuring clerk’s work.

Similarly, if your new tenants already moved in, unpacked etc. it will be very hard to estimate the level of cleanliness.  What more, there will be number of areas which won’t be inspected due the circumstances. Consequently, the report is loosing on its value.

Now. Being well organised and  having done a good quality inventory is one thing, having supporting papers for it another. When it comes to compensation charges things are not so straightforward. There are multiple variables considered in order to conclude a reasonable deduction cost:

  • State & age of the item at the beginning of the tenancy
  • Price & quality of the item (for shelf life query the manufacturer)
  • Length & character of the tenancy
  • Character & use of the item (e.g. fresh paint in the bedroom will be expected to stay in good condition for longer than a paint in the hallway)

Letting a property is a business as any other so having your books in good order will help in case you need to count any deductions or go into a dispute.

Keeping and recording receipts of items you provide for your tenants should be simply part of the business you are running.

Furthermore, as cleaning issues seem to be one of the main reasons tenants and landlords end up in a dispute the best way to support your case is having receipts of purchased services in place too.

Tenancy agreements vary slightly but they should clearly state the expectations towards the tenants as well as their responsibilities.

At last…

Although proud and involved with your asset, it is important to manage your expectations with regards to the tenants. Understanding different aspects of wear and tear in a let property helps you map your ground.

The Business of a Tenancy Deposit Dispute

October 18, 2018 By Pixel Leave a Comment

In 2017 private renting sector in UK was estimated to nearly 5 million homes, over 4 million properties rented each year.

The value of protected tenancy deposits for the year 2017 crossed 3,5 million GBP.  At the same time there was almost 31 000 adjudications completed in the same year.

Tenancy Deposit Scheme (TDS) evaluated 50 percent increase in rental dispute adjudications between the years 2010 and 2017.

See the break down of the reasons for disputes in percentages:

Cleaning- 56

Damage- 51

Decoration- 28

Rent Arrears- 20

Gardening- 16

What to keep in mind when raising a dispute?

  1. The dispute will be resolved only in terms of the amounts of the deposit, never higher than the total value of the deposit. If you wish to protect your property over the limit of the deposit you will need to insure your property.
  2. The disputed amount of the deposit is held by the TDS from the point the dispute is raised until the adjudication process is completed.
  3. The Adjudicator as a part of the Tenancy Deposit Scheme can not consider cases where tenants claim damage caused by landlord (due to disrepair in the property). Neither those where occupiers withhold a portion of the rent, from which they funded the repair , which was believed to be the landlords responsibility. In these instances tenants are advised to take legal action.
  4. When raising a claim it is needed to provide evidence for the claims such as comprehensive Inventory and Check Out Report, quotes, invoices, receipts etc. The explanation of the claim should be clear, brief and factual. To find out more information about how to present a case please visit deposit disputes.
  5. Once the TDS receive a dispute application, the other party will be requested to respond. It will take up to 28 days to examine the case and make a decision about how the money should be apportioned.

Pixel Inventory works closely with the approach of TDS towards rental disputes. We are familiar with the case studies and ensure that our reports represent the best evidence in case of a rental dispute.

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Preparing Property Inventory Yourself, Cost Free

October 10, 2018 By Pixel Leave a Comment

Are you ready to compile your own inventory report?

Although there is plenty Property Inventory Providers, you can decide to handle it yourself. You are happy to invest a bit of time in order to save the money and you do well what you care about.

After all it requires mainly common sense and good attention to detail.

We have created set of questions which will lead you to assess yourself as an property inspector. What more this questionnaire will give you hints on how to improve your inventory skills.

Let’s see how prepared you are to carry out this task:

  1. Would you in your report include the general overview of the property and its state of cleanliness?
  2. Would you dedicate a section to meter readings?
  3. In your report is there a photograph of the keys handed to the tenant?
  4. Do you usually take a photograph and comment on Smoke/ Carbon monoxide detectors in the inventoried property?
  5. Does your report include items descriptions side by side with their up to date condition?
  6. Are you able to step out of your position as landlord and assess your property with an objective eye?
  7. Would you in your report include all fixtures, fittings and movable items or simply items you regard as highly valuable?
  8. Are you familiar with some wear & tear guidelines?
  9. Are you able to produce a Check Out report which compares directly the condition of the items at the beginning of the tenancy with their condition at the Check Out?
  10. Do you feel confident to appoint responsibilities with regards to the changes as per Check Out?
  11. Would you make sure that all sections in your report are numbered?

If you responded YES to all our questions we are very impressed. Congratulations, you seem to be well informed and somewhat experienced. Frankly you appear appropriately educated to carry out an inventory for your asset.

If you responded YES to at least 9 questions we regard you as Landlord who did some homework, is quite informed and would most likely prepare a decent Check In Report.

If you answered YES to less than 9 questions, you are on the right path and now you are conscious of the room for improvement.

SO IS THAT ALL IT TAKES?  Is that what Property Inventory training is about?

Well, clearly the training will cover all the topics we queried about above.

And there is more.

Trained Inventory providers follow certain working patterns in carrying out their jobs, which may seem unnecessary while compiling a report, however it becomes rather helpful when carrying out the Check Out.

With experience they become highly skilled in item descriptions and judgement for wear & tear/ damage. They are trained to appoint responsibilities and they are aware of guidelines for compensation charges.

They hold in their pockets skills and little hacks just like any other established professional.

Tenants And Inventories

October 9, 2018 By Pixel Leave a Comment

At first sight you may think that Property Inventory Services were invented to benefit Property Owners.

Clearly, landlords have understandable agenda to protect themselves against potential damages in properties they let.

True.

On the other hand, Inventories are here to protect your deposits. Up to date state of the property including the items within are noted and at the time of Check Out they will be reassessed with  an objective eye and  references to wear & tear.

How to avoid unpleasant surprises at the Check Out?

First and foremost –  as much as we appreciate that moving itself is a massive time and energy consumer,  we can’t stress enough that checking on your inventory will prevent later disappointments. Inventory clerks are surely trained, skilled and experienced professionals who  will capture a highly reflective image of your new home, however the devil never sleeps and there may be a thing or 2 they missed. Do not overestimate the human nature and its ability to concentrate.

Inventories went through a massive evolution since the first deposit was officially registered. Now You –  as a tenant have the opportunity to bring your own input to the Check In Inventory Report, should that be needed. You have the space between 5 & 7 days (depends on the provider) to gather photographic evidence with description which can be included as your observation about what was missed by the clerk, should this be the case.

Speaking of the input you may bring,  let us help you to see what you may wish to double check in the property:

  • tiny pinhead chips to the sanitary wear and tiled flooring, these may get easily missed
  • cleanliness of the curtains/blinds/lampshades
  •  tiny chips to hard worktop surfaces and tiled shelves/ window sills
  • chipped doors and frames above your eye level

It’s not so necessary to comment on hairline cracks in ceilings and walls as those are very unlikely to be caused by tenants.

In addition, your Inventory includes notes which should prepare you for the Check Out in the future. Do not forget to plan your Check Out ahead. Often tenants dismiss the fact that they Checked In to a professionally cleaned property which means they should also Check Out of the property professionally cleaned. Reviewing your original Inventory once you hand in the notice  may help you to discover what to bring into your cleaners attention.  It is generally a good idea to keep your receipt for the clean performed.

At last, should your landlord present you with an Inventory they compiled themselves and you would like to amend it, do not forget to make Dated Detailed Photographs of the issues you found. Accompany each photograph with explanation and forward it to your landlord.

How Pixel Inventory Handles Check Outs

October 9, 2018 By Pixel Leave a Comment

Check Outs can be at times emotional and heated situations to handle.

As Inventory professionals we can experience following scenarios :

  1. We are given access to the property and we are left to inspect it.
  2. Landlords are present, pointing out all details they expect us to capture in the report.
  3. Tenants are present, accepting or discussing pointed out issues.
  4. Tenants are present, defensive and agitated, challenging our work and guidelines we follow.
  5. Landlords and tenants are present,  negotiating pointed out issues as they come.

Sometimes we also experience a ” warm up” to a challenging Check Out or so called “after-part”:

  1. Landlord is chasing us via phone picturing us the subjective view of the property, its state of cleanliness or the character of the tenants.
  2. Tenants or landlords are intensely requesting to amend comments in the Report.

These Check Outs are is likely to be followed by a dispute.

WHAT DID WE LEARN?

We learned that as many people in the streets of London so many cultures, customs, expectations and approaches. This stands for both – tenants as well as landlords.

We learned that both tenants and landlords can act intimidating to us or to each other during the Check Out.

We learned that the work of a clerk can get considerably disrupted and prolonged, when either tenants or landlords or both parties are present during the full length of the Check Out.

We learned that both parties sometimes turn to us or pressure us as a judge when they disagree.

WHAT CHECK OUT IS AND WHAT IT IS NOT:

  1. Check out is an Inspection where the clerk note all changes which occurred at the premises during the tenancy with the reference to the Check In Inventory . Check Out is not to examine spaces, items,  which were not described in the Original Inventory.
  2. Check Out is preformed by an unbiased person, who is knowledgeable about appointing responsibilities and understands wear & tear.  Check Out is not a ground for the dispute or lengthy negotiations. Its purpose its to inform parties about the changes in compare to Check In and answer to the relevant questions about wear and tear versus damage.
  3. Check Out Report will suggest actions and charges as per training guidelines and  it is up to the parties to come to an agreement about it. Should any of the parties have questions about the report, they are welcome to arrange a conversation and receive answers. Should the parties fail to reach an agreement, they have an option to open a dispute.
  4. Check Out is not a ground for abusive behavior or pressuring. No matter what has been said during the Check Out , the report will contain and assess all that has been discovered against the Check In with regards to industry guidelines.

HOW PIXEL INVENTORY HANDLE CHECK OUTS?

We encourage Landlords and tenants to attend the Check Out in following manner:

  1. The Landlord is welcome to arrive at the start of the inspection.We invite him/her to spend few minutes to look around and we answer questions about any areas of concern. We allocate here 10-15 min. We take a note of what has been appointed to us/ we advice the landlord on wear and tear.
  2. We kindly request the landlord and the tenants to leave the property. We inform them how much time we will need to complete the inspection and we invite the tenant to return for the Check Out tour. We remind them that this will take up to 30 min.
  3. We perform the inspection.
  4. We welcome the tenants /occasionally also the landlord back at the property. We tour them through the property advising them about whats been noticed and what will be noted in the Report.

Ease up your Check Out by employing Pixel Inventory

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