Has anyone ever had a disagreement about the state of the property on move in?
I completed a thorough inventory (room by room) and left it for the tenant to sign and make any comments if I had missed anything, and they broadly do not seem to agree with any of it. For example, I had noted the walls are in excellent condition, with a few small chips and marks to left hand wall. I then took photos of these. They want to say the walls are not in excellent condition but in fair condition. They were repainted a couple for years ago and still look virtually new!
Same with the floors, they are the original victorian floorboards, sanded and oiled a few years ago and in excellent condition. I’ve noted excellent condition and made notes that there are some small stuffs, chips, discolouration where applicable, and taken photos and videos. They are saying they are old and not in good condition.
How is best to move past disagreement? It’s not a great start with these tenants who are proving very demanding and hard work, and I’ve never had this issue with tenants at my flat or with the inventory.
I’m slightly nervous as they have 2 children and the flat has only ever had a couple or single tenant, so I think they may be trying to cover themselves for potential damage they will do…
Descriptions such as ‘fair’ etc are always going to subjective, as people will have different opinions.
You could thank the tenant for their comments, and invite them to take & print some additional photos which they feel better show the condition of the property. You could both sign these and agree that they be added to your inventory.
Good point about subjectivity. So what wording would you use say for wall painted that are good condion? Something like clean painted walls, some minor chips…?
I agree with the tenant. You can’t describe a wall that has minor imperfections as being in excellent condition.
I use an app called smarter inventories.com (other apps are available). The definitions used in the app to describe an items condition are;
NEW
NEWLY PAINTED
PROFESSIONALLY CLEANED
GOOD
FAIR
They recommend taking good quality pictures. If there is a dispute the adjudicator will arrive at their decision from the photographs rather than your description.
Thanks Christopher. This is really helpful. I absolutely want the descriptions to be accurate, so good to have some alternative words to use. I basically want to say it is good, minus a few tiny imperfections which I will take photos of
I use inventory hive
I do document imperfections
Sometimes I agree and sometimes I disagree
The advantage of the app is you accept or decline their findings and give your reasoning why
I will say that I do agree when tenants are very disagreeable from the outset it sets the tone of the tenancy
On reflection, it is always the really pedantic ones who did not return the property in the condition provided that are the most quarrelsome on departure
You have to agree the inventory and get it signed before handing over the keys, even if you have to wait an hour for them to go through it. Once their tenancy has begun you cant force them to agree it so it can become useless.
My inventories are of unfurnished 2 bed apartments. 180 - 200 photos. It’s a lot to take in on moving day. I have a clause giving 7 days after moving in to agree it or challenge it. If there is no response after 7 days it is taken as agreed.
Ive never used Inventory Hive, but what happens if the tenant sends a message within the first 7 days saying I cant agree this inventory, its completely wrong? If the tenant lives like a slob where is the incentive for them to agree that the flat is immaculate once they have possession?
The software enables them to upload ‘new’ photos & comments within 7 days, which the Landlord can then comment on. All of these comments / photos are then logged & form part of the inventory for if it goes to arbitration.
If you use Inventory Hive to the full, each inventory contains many… many photos, and for me, each room includes a 360 degree photo, so it would be very difficult for any tenant to argue about condition. The 7 days though does enable them to highlight anything the Landlord may have missed.
Every photograph is date and time stamped
The PDF generated is about 70 page with over 200 pictures
Skirting walls door frames ceilings lights fans etc etc
It’s very detailed
You can’t alter it without the tenant resigning
If they refute the images they have to provide their own which will also be date and time stamped
It takes a day to compose the inventory
It takes a while for them to go through it
You have final day and can refute what they say if you think it’s inaccurate
It’s TDS approved and is recommended by them
It’s expensive but very comprehensive
I don’t have the 360 degree camera software as I think that was rather expensive
That’s not selling it! I’d certainly not use if it took that long. I can normally knock out in an hour or two. The first one for a property takes a bit longer, as you need to set up the rooms, but subsequently you can copy the report structure over.
The Ricoh Theta cameras are about £300-£400 new now. I think… A small investment if you have multiple properties, as it really does ‘nail’ the inventory.
The original master does take time it takes me about 5-6 hours
It’s a day’s work
The updates for new tenancies less so
Since they have their dictation mode it’s quicker
I’m guessing it’s faster with the 360 degree software
The RICOH Theta camera comes with its own software. I think you can capture it directly from the Inventory Hive software now, but I do it the same way I always have via the Theta software, export it to my phone memory and then import it into Inventory Hive in the same way you’d input a normal photo.
Allowing the tenant a period after signing to ask for changes to the inventory to reflect things that both parties may have missed is good practice and a deposit scheme or court would not look favourably on a claim by a landlord that hadnt allowed this. However, thats very different to only agreeing and signing the inventory after the tenant moves in. That presents a risk to the landlord that undermines the whole process. An inventory must be signed by the tenant before they get the keys or it risks becoming redundant.
Inventory hive allows for this .
It is recommended by TDS.
It’s a two step signature
It strongly advised an electronic signature before key handover.
Once the tenant signature is received the landlord receives notification to receive keys
Both parties receive an email allowing the tenant seven days to review the inventory
TBH the university boiler plate contract also gives the tenant seven days
Twenty characters…