Why Inventories and Mid-Term Inspections Matter for Landlords
As a property management company, we always prioritise our landlords’ best interests. One of the most important aspects of successful tenancy management is maintaining the property to a high standard. That’s why we strongly advise conducting detailed inventories, mid-term inspections, and end-of-tenancy check-out reports for every tenancy.
But why are these reports so essential—and what risks do landlords face if they are not carried out?
A move-in inventory report is completed just before tenants take possession of the property. It documents the condition of every room and feature—walls, floors, ceilings, furniture, fixtures, plug sockets, and more—with accompanying photo evidence. Meter readings are also recorded and passed on to the relevant utility providers.
We recommend that both the tenant and the person conducting the report—whether the landlord or managing agent—review, sign, and date the inventory to confirm agreement on the property’s current condition.
This signed inventory becomes a mutual point of reference and helps ensure that, aside from reasonable wear and tear, the property is returned in similar condition at the end of the tenancy.
Mid-term inspections should be conducted periodically—typically every few months or halfway through a fixed-term tenancy. These visits help assess the property’s condition, identify any developing issues, and foster good communication between landlord and tenant.
Photographs taken during the inspection should be compared to the original inventory and can also be used later alongside the check-out report. This timeline of visual evidence can be critical in identifying when damage occurred, especially in deposit disputes.
Notice Requirement: Landlords or agents must give tenants at least 24 hours’ written notice before visiting the property. We recommend confirming this via email or letter for a clear audit trail.
A check-out inventory is completed after the tenancy ends and the tenant has vacated the property. Like the move-in report, it includes meter readings, photos, and condition notes for all rooms and features.
The check-out report is then compared with the move-in inventory and any mid-term inspections to assess whether the tenant’s deposit should be returned in full or if deductions are justified.
Each of these reports—move-in, mid-term, and check-out—is equally important. They protect both landlords and tenants by providing clear, dated, photographic evidence of the property's condition throughout the tenancy. This prevents disputes, ensures accountability, and can support insurance claims in cases of unavoidable damage (e.g., flooding or storms).
While landlords are responsible for resolving issues caused by external events, damage caused by tenants—whether accidental or deliberate—is their responsibility to repair. Inventories and inspections help clearly identify such instances and avoid disputes based on conflicting accounts.
As of 1st December 2022, Rent Smart Wales has made it mandatory for all new tenancies to include a move-in inventory report signed and dated by both the tenant and landlord/agent. There may also be further obligations for mid-term inspections and check-out reports to become compulsory under this legislation.
In summary, maintaining a thorough record of your property’s condition through inventories and inspections is not just best practice—it’s a vital part of protecting your investment, your tenant relationships, and your legal position.
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