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Inventory Best Practice: Tips for Agents & Landlords to Get It Right From Day One

  • Writer: Property Inventory Co.
    Property Inventory Co.
  • Jan 8
  • 2 min read

A well-prepared inventory is your first line of defence against disputes, misunderstandings and unexpected costs. As inventory clerks working across East Sussex and Kent, we’ve seen what works — and what doesn’t. Here are our top best-practice tips to ensure every tenancy starts on the right foot.

1. Arrange the Inventory Before the Tenant Moves In

An inventory should always be completed when the property is empty, not after the tenant has begun moving items in. This avoids disputes about whether marks or damage were pre-existing.

2. Ensure the Property is Professionally Cleaned

One of the most common disputes is around cleanliness. To avoid this:

  • Book a professional clean before check-in

  • Keep receipts

  • Ensure appliances, bathrooms and flooring meet a “professional clean” standard

We document the exact level of cleanliness so tenants understand the standard they must return the property in.

3. Provide Keys & Access Codes in Advance

Missed inventory appointments delay everything. Ensuring clerks have access (keys, fobs, alarm codes, parking details) ensures a smooth start.

4. Record Meter Readings Clearly

Incorrect meter readings can lead to costly disputes. We ensure:

  • Clear photos

  • Supplier labels visible

  • Start readings documented in the report

This protects both tenants and landlords.

5. Don’t Rely on Old Templates or Outdated Reports

Every tenancy needs a fresh inventory. Reusing old notes or outdated photos weakens your protection — and adjudicators will often disregard them.

6. Be Clear About Fair Wear and Tear

Damage and wear are not the same thing. Inventory professionals help differentiate:

  • Ageing vs. misuse

  • Deterioration vs. neglect

  • Accidental damage vs. deliberate harm

Independent clerks provide unbiased judgement, which is essential for fair outcomes.

7. Use a Professional, Independent Inventory Clerk

Agents and landlords can be accused of bias if they conduct inventories themselves. An independent clerk provides:

  • Neutral, objective reporting

  • High-resolution photographic evidence

  • Credibility in disputes

It also demonstrates professionalism to tenants.

8. Schedule Mid-Term Inspections

These help prevent:

  • Minor issues turning into major repairs

  • Damp and mould spreading

  • Tenants unknowingly breaching the tenancy agreement

We recommend a mid-term visit every 3–4 months.

9. At Check-Out, Compare Like-for-Like

We always use side-by-side comparison with the check-in report, ensuring accuracy when assessing:

  • Damage

  • Missing items

  • Cleanliness

  • Wear and tear

Conclusion

Inventories are the foundation of a smooth tenancy. With the right preparation, clarity and independent reporting, agents and landlords protect their investment while ensuring tenants feel treated fairly. Following best practice is simple — but incredibly effective.

Book Your Professional ARLA Propertymark Accredited Property Inventory, Check-In & Check-Out Report Today


Ensure your rental property is fully protected with a detailed, professional inventory report from The Property Inventory Company — your trusted ARLA Propertymark Accredited Inventory Provider.


Our expert inventory clerks deliver reliable check-in and check-out inspections for landlords, letting agents, and property managers, helping to safeguard properties and maintain compliance with industry standards.


Call us: 07428 821141


We proudly provide ARLA-approved inventory services across Eastbourne, Tunbridge Wells, Heathfield, Hailsham, Hastings, Bexhill, Crowborough, Lewes, Brighton, and all surrounding areas in East Sussex and Kent.


 

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