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Frequently Asked Questions2021-05-17T12:46:01+01:00

FAQ’s

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Booking Inspection FAQ’s
How do I book an Interim Inspection report?2021-04-01T12:03:06+01:00

Simply complete our online booking form, email us at info@assistinventories.co.uk or call ????. InventoryBase account holders can make bookings direct via their dashboard.

Can you still conduct Interim Inspections during Covid?2021-04-01T12:03:22+01:00

Yes, we are able to still conduct interim inspections (please see our covid procedures) but we also have a virtual inspection service where tenants can record the condition of the property guided by our clerks remotely.

Does the inventory report need to be signed?2021-04-01T11:31:37+01:00

It is not a legal requirement for reports to be signed but it is highly recommended to avoid any issues should there be a dispute. We can share the report directly with required parties and monitor signature returns.  Parties that are signing will get an automated email reminding them to sign if they have not after 3 days of receiving the report. We record when reports have been sent, who they have been sent to and can see when the link to the report has been opened.  We also have a disclaimer that states:

“This report must be electronically signed by the tenant(s) and returned to the issuing agent within 5 working days from receipt of this report. If the report is not returned by the tenant(s) within this time-scale, any future discrepancies or requested amendments will not be admissible and the report will be deemed as accepted full and final by both landlord/managing agent and tenant. Tenants can make any amendments by clicking on the ‘tenants comments’ box to the right of each item and have five working days to make any comments or raise any queries. Note that additional comments must be made online and pdf documents cannot be accepted.”

How much does it cost?2021-04-01T11:30:07+01:00

Please see our pricing page for costings of all our services. Note that unfurnished is only white goods, furnished is the main items of furniture within a room. Heavily furnished may incur extra costs. We are happy to give you a price estimate if you are not sure but our prices contact us. Please note that for non-account holders, an invoice will be raised when the report is complete and payment is required before release.

Do you do Right to Rent Checks?2021-04-01T11:29:53+01:00

Yes, we are able to obtain an identity photo to include in the report as long as the tenants are aware that our clerk will ask for this. However, Assist Inventories accept no responsibility that the documents produced by the tenant are original, genuine and belong to the tenant.  Right to Rent checks remain the sole responsibility of the landlord or his agent.

What is the difference between inventory and inventory check in?2021-04-01T11:29:06+01:00

Inventory only reports do not include smoke alarm testing, key details or meter readings.  This does mean that the booker/landlord or agent must document this information (smoke alarm testing and logging is a legal requirement).  Most of our client’s opt-in for a full inventory check in report so that all information is in one place for ease at check out.

Does the tenant have to be present for the check out or check in?2021-04-01T11:43:01+01:00

No. We regularly conduct both inspection types in the tenant’s absence.  Reports are sent to the booker within 48 (and landlord/tenant if required) and all parties have 5 days to add any additional comments or photos they feel necessary. Tenant signatures are not acquired on the day but can be requested upon completion of the report.

Why do I need a third party inventory report rather than doing it myself?2021-04-01T11:24:07+01:00

An inventory report is hands-down one of the most important documents you need when letting a property. Not only does it provide you and your tenant with an accurate assessment of the current state of the property, it ensures your property is left in the same condition at the end avoiding costly deposit disputes.

As tempting as saving money by doing your own inventory report is, be aware that reports are evidence based and an adjudicator will not see this an independent or even a fair representation of the damages.

Having a professional third party property inventory provider conduct your report will stand up in a court providing you with the unbiased evidence you need.

Don’t take chances with your investment – make sure you are properly covered. Money spent now will save you money in the future.

How do I make a booking?2021-04-01T11:24:37+01:00

There are several ways to make a booking to suit you.  Either email us at info@assistinventories.co.uk, complete our online booking form or if you have a client account simply log into InventoryBase.

When you make the booking please provide us with the following to ensure you get the right inspection and the right quote.

  • Report type required
  • Full property address
  • How many bedrooms
  • Furnished or unfurnished
  • How we get access and where keys should be returned
  • Meter locations if known
Do you meet the tenants?2021-04-01T11:25:03+01:00

Yes and not only can we meet the tenants (see our Covid-19 procedures) we are more than happy to contact them directly to organise timings which stops you being the middle man and will save you time. Of course, we let you know what has been arranged to make sure you are happy.

Can you do last minute bookings?2021-04-01T11:25:31+01:00

Yes. Please note that during busy periods, we may not have the exact time you require.  The earlier you book the more choice of available times we will have so please just ask.

Do you collect keys?2021-04-01T11:25:50+01:00

We can collect and deliver keys within a 20 minute journey time of the property. Key collection from further away can sometimes be possible if the clerk is local before or after your booking. Some clients post us keys, leave in a KeyNest or meet the clerk at the property.

How do I know what report I need?2021-04-01T11:27:43+01:00

In brief;

Inventory Check In

Considered best practice to conduct at the beginning of each new tenancy, ideally, prior to the tenants moving in to ensure the property and its contents are accurately recorded. A third-party inventory report is essential to avoid lengthy and costly deposit disputes. Smoke alarms, key details and meter readings are included.

Check Out

Check out inspections take place on the last day of the tenancy. The property is compared against the inventory check in report conducted at the beginning of the tenancy. Our clerks will note any new defects, missing items and differences in condition. Suggested actions and liabilities are included to help you determine if the tenants are liable for any damages or let you know if any maintenance is required before your new tenants.

Inventory Schedule of Condition

There are several reasons to conduct an inventory only report such as if the tenant has already moved in, when only a list of contents and property condition is required or if the landlord or agent wants to conduct the check in.  Our inventory only reports do not include smoke alarm testing, key details or meter readings as these are considered part of the check in process.  Note that tenants do not have to be present for the check in process to take place.

Interim Inspections

Sometimes known as periodic inspections or mid-terms and are conducted to check the property’s condition during the tenancy. Commonly carried out every 3-6 months, our clerks identify cleaning or maintenance issues and comment on the properties condition. Many clients conduct interim inspections a few months before the tenancy ends, so you can save time and money correcting any problems ensuring the property is not left empty between tenancies.

Can you do a check out if someone else has done the inventory check in?2021-04-01T11:28:14+01:00

Yes. But we will need the inventory check in report before we attend the check out. A check out compares the condition of the property when tenants moved to the inventory check in report so it’s an essential document. If the inventory check in report cannot be located, then we can conduct an Inventory Schedule of condition.  This report is similar to an inventory only report listing the condition of the entire property and its contents but does not suggest any actions or liabilities to the tenant or landlord.  This is because our clerks would not be aware what defect was already there when the tenants moved in and what is a possible new damage.

About Assist Inventories FAQ’s
Do you get involved with deposit deductions?2021-04-01T11:43:50+01:00

No. We are a third party inventory provider and therefore do not get involved in deposit deductions. Once the report has been provided, the contents are to be discussed directly between all parties concerned.

Do you have any covid protocols in place?2021-04-01T11:35:26+01:00

Yes. We are eager to elevate any concerns you have regarding Covid-19 and conducting inspections.  Please read our Covid-19 Procedures here and do not hesitate to contact us on info@assistinventories.co.uk if you have any questions or concerns.

Do you have insurance?2021-04-01T11:35:01+01:00

Yes. We have public liability insurance and public identity up to £2million.  Email us at info@assistinventories.co.uk if you would like us to provide you with a copy.

What industry bodies and organisations do you belong to?2021-04-01T11:34:49+01:00

We are proud to be accredited by and members of the Property Redress Scheme and The Assocation of Independent Inventory Clerks.  In 2019, we won Best Full Member of the AIIC!

Who are your clients?2021-04-01T11:34:17+01:00

Being in operation for over 7 years, we have built a customer base that come back time and time again! We work with anyone that requires and inventory report from large prestigious agents, single branch agents, landlords, property management, councils, housing associations, build-to-rent developers, estate managers and corporate clients.

Take a look at our client testimonials and case studies.

What is Agent Assist?2021-04-01T11:33:47+01:00

A free and exclusive membership club for Letting Agents providing discounted prices or monthly cash backs, no cancellation fees, prioritised slots and more.

Become a special Agent and uncover the secrets of a tailored membership.

Read more about Agent Assist

When do you require payment?2021-04-01T11:32:46+01:00

Private landlords will need to pay before we release reports. We will work with agents regarding payment terms, normally 14 days, but maximum terms are 30 days.

Why do I need a third party inventory report rather than doing it myself?2021-04-01T11:24:07+01:00

An inventory report is hands-down one of the most important documents you need when letting a property. Not only does it provide you and your tenant with an accurate assessment of the current state of the property, it ensures your property is left in the same condition at the end avoiding costly deposit disputes.

As tempting as saving money by doing your own inventory report is, be aware that reports are evidence based and an adjudicator will not see this an independent or even a fair representation of the damages.

Having a professional third party property inventory provider conduct your report will stand up in a court providing you with the unbiased evidence you need.

Don’t take chances with your investment – make sure you are properly covered. Money spent now will save you money in the future.

Payment FAQ’s
Do you get involved with deposit deductions?2021-04-01T11:43:50+01:00

No. We are a third party inventory provider and therefore do not get involved in deposit deductions. Once the report has been provided, the contents are to be discussed directly between all parties concerned.

When do you require payment?2021-04-01T11:32:46+01:00

Private landlords will need to pay before we release reports. We will work with agents regarding payment terms, normally 14 days, but maximum terms are 30 days.

Can I charge my tenants?2021-04-01T11:33:22+01:00

No. As of 1st June 2019 you cannot charge tenants any admin fees and this includes any inventory services.

Report Types FAQ’s
What is an Interim Inspection?2021-04-01T12:02:34+01:00

Sometimes known as periodic inspections or mid-term inspections, these are commonly conducted every 3 – 6 months (or at other times if there have been complaints, maintenance work or similar).

We inspect the property for general maintenance, housekeeping, and cleanliness, evidence of smoking, pets, subletting or any other misuse of the tenancy. You can also let us know if there is anything in particular that you would like inspecting.

This service is particularly useful for getting on top of untidy or disrespectful tenants and stamping out problems before they get out of hand.

What is an Inventory Check In report?2021-04-01T11:59:12+01:00

A trusted comprehensive report from top to bottom, inside and out – all items, fixtures, fittings and decoration, separate further overviews and cleaning schedules. The report provides protection for your property at the outset of every new tenancy.

What is the difference between inventory and inventory check in?2021-04-01T11:29:06+01:00

Inventory only reports do not include smoke alarm testing, key details or meter readings.  This does mean that the booker/landlord or agent must document this information (smoke alarm testing and logging is a legal requirement).  Most of our client’s opt-in for a full inventory check in report so that all information is in one place for ease at check out.

Does the tenant have to be present for the check out or check in?2021-04-01T11:43:01+01:00

No. We regularly conduct both inspection types in the tenant’s absence.  Reports are sent to the booker within 48 (and landlord/tenant if required) and all parties have 5 days to add any additional comments or photos they feel necessary. Tenant signatures are not acquired on the day but can be requested upon completion of the report.

Why do I need a third party inventory report rather than doing it myself?2021-04-01T11:24:07+01:00

An inventory report is hands-down one of the most important documents you need when letting a property. Not only does it provide you and your tenant with an accurate assessment of the current state of the property, it ensures your property is left in the same condition at the end avoiding costly deposit disputes.

As tempting as saving money by doing your own inventory report is, be aware that reports are evidence based and an adjudicator will not see this an independent or even a fair representation of the damages.

Having a professional third party property inventory provider conduct your report will stand up in a court providing you with the unbiased evidence you need.

Don’t take chances with your investment – make sure you are properly covered. Money spent now will save you money in the future.

How do I know what report I need?2021-04-01T11:27:43+01:00

In brief;

Inventory Check In

Considered best practice to conduct at the beginning of each new tenancy, ideally, prior to the tenants moving in to ensure the property and its contents are accurately recorded. A third-party inventory report is essential to avoid lengthy and costly deposit disputes. Smoke alarms, key details and meter readings are included.

Check Out

Check out inspections take place on the last day of the tenancy. The property is compared against the inventory check in report conducted at the beginning of the tenancy. Our clerks will note any new defects, missing items and differences in condition. Suggested actions and liabilities are included to help you determine if the tenants are liable for any damages or let you know if any maintenance is required before your new tenants.

Inventory Schedule of Condition

There are several reasons to conduct an inventory only report such as if the tenant has already moved in, when only a list of contents and property condition is required or if the landlord or agent wants to conduct the check in.  Our inventory only reports do not include smoke alarm testing, key details or meter readings as these are considered part of the check in process.  Note that tenants do not have to be present for the check in process to take place.

Interim Inspections

Sometimes known as periodic inspections or mid-terms and are conducted to check the property’s condition during the tenancy. Commonly carried out every 3-6 months, our clerks identify cleaning or maintenance issues and comment on the properties condition. Many clients conduct interim inspections a few months before the tenancy ends, so you can save time and money correcting any problems ensuring the property is not left empty between tenancies.

Can you do a check out if someone else has done the inventory check in?2021-04-01T11:28:14+01:00

Yes. But we will need the inventory check in report before we attend the check out. A check out compares the condition of the property when tenants moved to the inventory check in report so it’s an essential document. If the inventory check in report cannot be located, then we can conduct an Inventory Schedule of condition.  This report is similar to an inventory only report listing the condition of the entire property and its contents but does not suggest any actions or liabilities to the tenant or landlord.  This is because our clerks would not be aware what defect was already there when the tenants moved in and what is a possible new damage.

InventoryBase FAQ’s
What are live inspections?2021-04-01T11:37:02+01:00

A new and safe way to conduct your interim inspections via InventoryBase.  Tenants receive a live video call and are guided through the inspection with one of our qualified clerks. The reports are exactly the same as our standard visits and all comments are from the clerk not the tenant.

What is InventoryBase?2021-04-01T11:33:30+01:00

Our cloud-based inventory software where we store all our reports and manage inspection.  Account holders can make direct bookings, download reports, manage inspections, monitor signatures, send us booking changes and view their entire portfolio on a dashboard.  See more details how InventoryBase can save you valuable admin time or request a demo here.

Agent Assist FAQ’s
What is Agent Assist?2021-04-01T11:33:47+01:00

A free and exclusive membership club for Letting Agents providing discounted prices or monthly cash backs, no cancellation fees, prioritised slots and more.

Become a special Agent and uncover the secrets of a tailored membership.

Read more about Agent Assist

Post Inspection FAQ’s
When will I get the report?2021-04-01T12:03:56+01:00

We have a 48 hour turnaround but if you require an urgent report, do let us know and we will make your report a priority at no extra cost.

What happens after the inspection?2021-05-11T10:49:16+01:00

Our clerk will send their dictations to our UK based typist and upload all the photographic evidence.  Once typed, the report is sent back to the clerk to check that all the contents are accurate and nothing has been missed.  The report is then sent to the office quality control team who again check through before dispatch.

Non account holders and landlords will then be invoiced and payment is required by bank transfer before the report is released.

The report is emailed to the booker as a link in a separate email via our Inventory Management Platform where you and you are able to save, share and download pdfs directly. Assist can share the report with any parties involved and can monitor tenant signatures if required.

When do you require payment?2021-04-01T11:32:46+01:00

Private landlords will need to pay before we release reports. We will work with agents regarding payment terms, normally 14 days, but maximum terms are 30 days.

My tenants have damaged the property, what do I do?2021-04-01T11:32:12+01:00

Please wait until you have the checkout report from us. If there is anything that you feel the clerk has missed after viewing the report, please let us know and we will look into it immediately.

The report will clearly show in text and high-resolution pictures any damages, cleaning issues and causes for concern that you may want to discuss with the tenants before returning a deposit. Whilst we are property inventory experts we do not deal with the return of the deposit; this is down to the landlord or agent to put together a claim on the deposit and put this to your tenants. Note that the actions and liabilities are suggestions only and must be discussed directly with all parties.

The aim of a good inventory report is to minimise disputes but if your tenants don’t agree to your claim and you can’t find common ground then you may only be left with the option of going through the dispute process with whichever deposit scheme you have lodged the deposit with. We have a fair wear and tear guide available for download to help in the process.

Does the inventory report need to be signed?2021-04-01T11:31:37+01:00

It is not a legal requirement for reports to be signed but it is highly recommended to avoid any issues should there be a dispute. We can share the report directly with required parties and monitor signature returns.  Parties that are signing will get an automated email reminding them to sign if they have not after 3 days of receiving the report. We record when reports have been sent, who they have been sent to and can see when the link to the report has been opened.  We also have a disclaimer that states:

“This report must be electronically signed by the tenant(s) and returned to the issuing agent within 5 working days from receipt of this report. If the report is not returned by the tenant(s) within this time-scale, any future discrepancies or requested amendments will not be admissible and the report will be deemed as accepted full and final by both landlord/managing agent and tenant. Tenants can make any amendments by clicking on the ‘tenants comments’ box to the right of each item and have five working days to make any comments or raise any queries. Note that additional comments must be made online and pdf documents cannot be accepted.”

Can I charge my tenants?2021-04-01T11:33:22+01:00

No. As of 1st June 2019 you cannot charge tenants any admin fees and this includes any inventory services.

Covid-19 FAQ’s
What are live inspections?2021-04-01T11:37:02+01:00

A new and safe way to conduct your interim inspections via InventoryBase.  Tenants receive a live video call and are guided through the inspection with one of our qualified clerks. The reports are exactly the same as our standard visits and all comments are from the clerk not the tenant.

Can you still conduct Interim Inspections during Covid?2021-04-01T12:03:22+01:00

Yes, we are able to still conduct interim inspections (please see our covid procedures) but we also have a virtual inspection service where tenants can record the condition of the property guided by our clerks remotely.

Do you have any covid protocols in place?2021-04-01T11:35:26+01:00

Yes. We are eager to elevate any concerns you have regarding Covid-19 and conducting inspections.  Please read our Covid-19 Procedures here and do not hesitate to contact us on info@assistinventories.co.uk if you have any questions or concerns.

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Covid-19 procedures

We are operating as usual in accordance with the Government guidelines.

Click here to view our procedures and get in touch if you want a covid safe live interim inspection.

Learn more on the Gov website

We offer property inventory services to Letting Agents, Landlords and Developers in London, Kent, East Sussex and Dorset.

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London

Inventory clerks to suit the nature of London

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East Sussex

Inventory services for Brighton and beyond

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Dorset

Inventory clerks covering all of Dorset

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Kent

Local property inventory services for towns in Kent

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