LETTING AGENT GUIDE
Switching Inventory Provider: Can You Use an Existing Inventory Report?
Changing inventory provider does not necessarily mean starting again from scratch. Where a suitable existing Inventory or Inventory & Check-In report is available, relevant property information may be used as a reference for a new instruction. This guide explains when an existing report can help, what still needs to be checked and how Dock approaches the transition for letting agents and property managers.
THE SHORT ANSWER
Can an existing inventory report be used when changing provider?
Yes. If a suitable Inventory or Inventory & Check-In report already exists, it can often provide useful reference information when a letting agent changes inventory provider. This may include established room descriptions, fixtures, fittings and other relevant property details.
However, the existing report should not simply be copied and treated as a new Dock report. The property still needs to be inspected in accordance with the new instruction, and the current condition, cleanliness, contents and other relevant details must be recorded accurately at the time of the appointment.
Where appropriate, Dock can use the existing report as a reference and incorporate relevant property information into the Dock reporting format without an additional administrative charge, helping make the change of provider more straightforward.
That distinction is important both professionally and for credibility: existing information can assist the process, but the new report must reflect what the clerk actually finds at the property.
WHAT CAN BE USED
What information from an existing report can help?
Property layout and room descriptions
An existing report can help identify established room names, property layout and other basic details that remain relevant to the new instruction.
Fixtures, fittings and contents
Descriptions of fixtures, fittings and supplied contents can provide a useful reference, particularly where the property has changed very little between tenancies.
Appliance and furniture details
Existing descriptions of appliances and furniture may assist the clerk, but the items present and their visible condition must still be checked at the current inspection.
Keys and access information
Previous key schedules can provide useful background information, although the keys actually presented or handed over at the new appointment must be recorded separately.
Meter locations and property information
A previous report may help identify meter locations and other established property information, making the inspection more efficient where those details remain accurate.
Previous photographs and notes
Earlier photographs and observations can provide useful context, but they do not replace the photographs and observations required for the current report.
The previous report is used as a reference only. Information included in the new Dock report must reflect the property as found at the time of the current inspection.
WHEN A NEW INVENTORY IS NEEDED
When can an existing report no longer be used?
An existing Inventory or Inventory & Check-In report may not be suitable where the property has changed significantly since it was prepared.
For example, where the property has been refurbished, substantially redecorated, refurnished, had major items replaced or removed, or the layout or contents have materially changed, a new Inventory should be prepared rather than relying on the previous report.
Dock will advise at the time of instruction whether the existing report can reasonably be used as a reference or whether a completely new Inventory is required.
HOW DOCK HANDLES THE SWITCH
What happens when you send us an existing report?
Send the existing Inventory or Inventory & Check-In report to Dock when making the booking. We will review it to see whether it can reasonably be used as a reference for the new instruction.
If the property has not changed significantly, relevant property information can be incorporated into the Dock reporting format and the clerk will record the property as found at the new inspection.
Where the previous report is suitable for use as a reference, there is no additional administrative charge for integrating the relevant information into the Dock report.
If the property has changed substantially, we will advise that a completely new Inventory is required instead.
WHY IT HELPS
A simpler way to change inventory provider
Changing inventory provider should not create unnecessary work for the letting agent or property manager. Where the existing report is suitable, using it as a reference can make the transition more efficient while still ensuring the new Dock report reflects the property at the current inspection.
This can be particularly useful for managed portfolios where property information already exists and only limited changes have taken place between tenancies.
The result is a consistent Dock report without asking the agency to rebuild information that is already available and still relevant.
READY TO CHANGE PROVIDER?
Switch to Dock without starting from scratch
If you already have an Inventory or Inventory & Check-In report from another provider, send it to us when making your enquiry. We can review the existing report and confirm whether it can be used as a reference for the new instruction or whether a new Inventory is required.
If you are looking for ongoing support across individual or repeat instructions, find out more about our property inventory services for letting agents and property managers.