LETTING AGENT CHECKLIST
What Should Letting Agents Check Before an Inventory Appointment?
A good inventory appointment starts before the clerk arrives. Clear instructions, a property that is genuinely ready for handover and confirmed access arrangements reduce avoidable delays and help the report record the right starting position.
For letting agents, the aim is simple: make sure the clerk is inspecting the property in the condition that the tenant is actually expected to receive it.
Confirm the correct service
Before booking, confirm whether the instruction is an Inventory, Inventory & Check-In, Check-In, Check-Out, Mid-Term Inspection or another service. The scope and information required are different at each tenancy stage.
If an opening report already exists and only a Check-In is required, send that information with the instruction. If the property has been substantially refurbished or refurnished, flag this because an older inventory may no longer provide a suitable reference.
Make sure cleaning and contractor works are finished
The Inventory & Check-In should record the property as it is being handed over. If cleaners are still working, decorators are touching up walls or furniture is still being delivered, the report may capture a position that changes immediately afterwards.
Where possible, finish cleaning, repairs and planned pre-tenancy works before the appointment. If something cannot be completed, tell the inventory provider so the situation can be recorded accurately.
Confirm access before the appointment
- Where will the clerk collect the keys?
- Will the tenant, agent, concierge or contractor be present?
- Are there building-entry codes, concierge instructions or restricted access times?
- Who should the clerk contact if access fails?
- Where and to whom should the keys be returned after the appointment?
For managed developments, check that concierge or reception has been told about the appointment if their cooperation is needed. A confirmed booking can still fail if the person controlling access is not expecting the clerk.
Check the keys, fobs and access items
Keys are easy to overlook but often matter at both the beginning and end of a tenancy. Present the full set that is being handed over and, where possible, identify what each key or fob operates.
If additional keys will be provided later, do not assume they form part of the original inspection record. Keep a separate written record of anything issued after the appointment.
Make meters accessible
If meter readings are required as part of the instruction, make sure the clerk can physically access the relevant meters. This may mean providing a cupboard key, concierge access or clear information about where the meter is located.
Where a meter cannot be accessed safely or a reading cannot reasonably be obtained, the report should record the limitation rather than guess.
Make sure the contents reflect the actual tenancy
Remove items that are not being supplied to the tenant and make sure landlord-provided furniture, appliances and other contents are in their intended positions where practical. The report should not have to distinguish between permanent tenancy contents and leftover contractor or staging items.
Send the starting report for a Check-Out
A Check-Out is most useful when the original Inventory, Check-In or combined starting report is available before the inspection. The clerk can then compare the property against the opening record rather than simply documenting the end position.
If you are switching provider, send the previous report with the new instruction. Where suitable, it may provide useful reference information, although the new report must still reflect what is found at the current inspection.
Flag special instructions in advance
- Areas of particular concern.
- Unusual access limitations.
- High-value or unusual landlord-supplied items.
- Known defects that should be clearly identified as pre-existing.
- Specific report recipients or branch contacts.
- Any relevant deadline that affects delivery or handover.
Avoid asking the report to decide liability
The inventory clerk records the visible position. The instruction should not ask the clerk to decide a future deposit deduction, certify legal compliance or reach conclusions outside the agreed inspection scope.
A quick pre-appointment checklist
- Correct service confirmed
- Property address, size and appointment details checked
- Cleaning finished
- Pre-tenancy repairs / decoration finished or disclosed
- Keys and fobs ready
- Access method confirmed
- Concierge / occupier informed where required
- Meters accessible where readings are requested
- Property contents in their intended positions
- Original report supplied for Check-Out
- Special instructions sent in writing
- Correct report recipients confirmed
For more information about booking, access arrangements and report scope, see our Property Inventory & Inspection FAQs.
How Dock handles the instruction
Dock Inventories reviews the service, property details, preferred appointment and access arrangements before attendance. Where instructed, key collection, tenant attendance, concierge access and return arrangements can be agreed as part of the booking.
Providing complete information at the outset helps the clerk concentrate on the inspection and helps the office team deliver the report to the correct recipient without unnecessary follow-up.
For letting agents and property managers with individual or repeat instructions, find out more about our property inventory services for letting agents and property managers.