My Inventory Clerk
independent specialists in bespoke inventory services
Quote from all three Tenant Deposit Protection Schemes:
"Whilst inventories and check out reports prepared by in-house clerks and landlords will not be disregarded out of hand
.....in a dispute less weight will be placed on their contents than on evidence provided by qualified independent clerks." 2013
My Inventory Clerk are independent bespoke inventory specialists with over 15 years experience and over 40 years in the lettings industry.
Established in 2005, My Inventory Clerk have been providing independent inventory services of unrivalled quality for estate agents, private landlords, relocation agents and tenants in London and the surrounding areas.
My Inventory Clerk, a family business prides itself on providing accurate, detailed and easy to read reports that come complete with unlimited embedded digital photographs.
Fully insured and members of the AIIC.
Our Services
At the start of Tenancy
An Inventory/check-in report is a detailed record of the appearance and condition of the property’s decorations, flooring, type of windows and doors, switches, sockets and lighting, built-in cupboards and all moveable contents.
We report on the level of cleanliness at the start of the tenancy, take all meter readings, list number of keys to the property and how many sets are handed over if advised. Smoke and carbon monoxide alarms are also tested for power.
At the end of Tenancy
A Check-out report checks all information detailed in the Inventory/Check-in, noting all changes.
Changes can include: maintenance issues, excessive marks to decorations, damage to furniture or carpets, keys and fobs, and the of cleanliness compared to the start of the tenancy. Final meter readings are also taken. The report includes a recommended, suggested action.
*We provide an independent assessment however final agreement is between the landlord and tenant.
During the Tenancy
A mid-term inspection provides the landlord with an ongoing assement that the property is being maintained at stratigic points during the tenancy. It also gives the tenant an opportunity to report any concerns.
We fully believe that mid-term inspections carried out on every 3rd and 9th month per year of the tenancy is best practice.
At the start of a New Tenancy
Where a My Inventory Clerk Inventory check-in exists, we will conduct a new check-in and update the inventory at the same time.
We are also happy to conduct a check-in report against another companies inventory.
Private Record
This option is only recommended for those who wish to record either their own private possessions or if a property is to be sold either furnished or part furnished.
Please note, My Inventory Clerk are not experts in antiques or nor are we professional valuers but we are happy to include any information provided.
How It Works
1. Contact us
Once you have found your tenant, contact us by phone, email, or via the contact form.
2. Tell us your needs
Describe your property and we'll provide you with a competitive quote.
3. Attend property and compile report
One of our experienced, professional clerks will attend your property.
4. Start of Tenancy
Report is forwarded to tenant for review, date, sign and return within 7 days of receipt.
5. Mid-Term Inspections
We believe best practice is to conduct mid-term inspections at 3 and 9 months from the start of tenancy.
6. Check-Out Report
Upon the tenants vacating the property, one of our clerks will carry out a thorough inspection.
History of Inventories, Check-ins & Check-outs
Then
Pre digitalisation and the TDS, it was important that every aspect of the lettings department was learnt, including how to produce precise, detailed Inventory reports.
Landlords relied on expertise, accuracy and professionalism. It was the lettings agents role to ensure that Inventory reports included every detail - nothing was left out! The Inventory could last 4-5 years before being replaced – generally due to redecoration or refurbishment.
A Check-in report was then compiled prior to the start of each new tenancy and noted any changes from the Inventory report. The clerk would take meter readings, list keys, including how many sets were handed over..
Then both reports were handed to tenant to check, agree, date and sign and handed to the landlord or agent for safe keeping
At the end of the tenancy, these two reports would be checked, and a Check-out report produced, identifying damage, items missing, and any maintenance issues. The Check-out report would say whether the tenant was liable for making good or replacing missing or broken items.
Photographs were not included so it was imperative that the text was accurate and precise.
Now
The role of the Inventory Clerk has now become a profession in itself and encompasses more than just collating information!
The need for separate Inventories and Check-ins has become obsolete and is now a combined report. This has streamlined the service, making it easier to follow and eliminating the need to check 2 documents simultaneously.
The level of information within reports has increased due to disputes and more stringent Regulations for rented properties. Alarms are tested for power.
As a courtesy, we will inform the landlord or agent if an alarm is non-functioning or missing.
The findings during the Check-out process are added to the original Inventory/Check-in report making it easy for everyone to identify any changes, damage and liability.
All our reports come complete with embedded photographs and we do not use abbreviations.
Misconceptions
There are many common misconceptions about the role of the inventory clerk, the type of
reports and what they represent.
The Check-in
This is a report. It is combined with the Inventory (Inventory/Check-in) and handed to the tenant at the start of their tenancy. The tenants are usually given 7 days to read, check, sign and return the document or request any changes or additions.
The Check-in (report)
The Check-in (report) does not require the Clerk, Landlord or Agent to accompany the tenant or show them round the property.
The Check-out
The tenant or landlord are not required to attend the Check-out appointment at a property. It is preferred that the clerk attends on their own to avoid any interruptions or missing anything during their inspection.
Contact Us
Additional Services
Pre/End of Tenancy Cleaning
Professional pre and end of tenancy cleaning services, including carpet cleaning.
Property Maintenance
Property maintenance including DIY, painting and decorating and household item removal available.
Gardening
We can offer a range of gardening services.
Testimonials
here's what some of our clients say...
We have been using
My Inventory Clerk for years. Excellent service, happy to accommodate last minute bookings. Reports are highly detailed and full of photographs.
Paul F
Beauchamp Estates
" I have been using My Inventory Clerk for several years now. I have found it takes all the hassle and stress out of new and end of tenancies, Not only that, should any disputes arise I know with My Inventory Clerk's independent reports I am more likely to have a positive outcome if I have to go to arbitration.
I have found their service to be efficient and reliable and reports are compiled on time.
Highly recommended ."
Mick N
Private Landlord
"We have been using My Inventory Clerk for many years for our properties and I can not recommend them enough.
They are meticulous when it comes to the check-in and check-out reports which minimises any room for disputes. They are trustworthy, reliable and reasonable. We have built a great relationship over the years and I really value their service.
Since moving abroad, we know our properties are in safe hands with My Inventory Clerk. We have had a few stressful situations with tenants and My Inventory Clerk have gone above and beyond in assisting us, which we are so grateful for.
Thank you for all your help!!
Truly grateful"
Caroline TF
Private Landlord
“reliable, efficient and dependable”
Marilyn C, Private Landlord
“excellent service”
