How to Carry Out an Inventory Inspection

Guide Fundamentals
This guide assumes you will not be using a paid inventory inspection app or system. This may be because:

• You are a landlord who carries out your own occassional inspections and may not be able to justify the cost of apps.
• You are self-training as an inventory clerk and wish to grasp the fundamentals before investing in more advanced tools.

Inventory Inspection Objectives

The primary objective of an inventory is to accurately record the condition and contents of a property at the start of a tenancy. This safeguards the interests of both landlords and tenants by:

• Minimizing disputes at the end of the tenancy.
• Providing a clear record for future reference.
• Encouraging tenants to take better care of the property.

Before the Inventory

Landlords or their agents should ensure the property is prepared for tenancy by:

• Carrying out necessary repairs.
• Thoroughly cleaning the property.
• Professionally cleaning carpets and curtains (if applicable).
• Ensuring all safety certifications (e.g., gas, electrical) are up-to-date.
• Providing other relevant information (e.g., appliance manuals, safety instructions).
• Tip: If professional cleaning is performed, keep receipts to document the work and mention in an inventory report.

Preparing for the Inspection

Create an Inspection Script:

• Print relevant pages from your chosen inventory report script template.
• Free Resource: Download our FREE Inventory Inspection Script. (opens in a new browser tab where it can be viewed and downloaded)
  • Use the template as a guide /script to ensure all areas of the property are inspected systematically.
  • Tip: Print double-sided to conserve paper or have handy on your smart phone or tablet etc.

Personal Safety & Insurance

Prioritize personal safety during inspections. Take necessary precautions and ensure you have adequate insurance coverage for all your activities.

Inventory Inspection Procedure

• Initial Overview: Begin with a quick walk-through of the property to get a general impression.
• Detailed Inspection: Follow your prepared script, systematically inspecting each room and area.
• Consistent Approach: Maintain a consistent order of inspection for each room (e.g., doors, ceilings, walls, floors).
• Photography: Take photographs of each room from multiple angles to document the contents and condition.
• Note Taking: Record detailed observations in your inventory template or a voice recorder.
• Meter Readings: Record meter readings at the end of the inspection.

• Tips
• Consistency is key: Use consistent terminology and record observations accurately.
• Be thorough: Pay attention to detail and document everything thoroughly.
• Be objective:Record observations honestly and impartially.

Important Considerations

• Comply with all relevant legal, statutory and insurance requirements when providing services.
• Maintain professional and ethical standards when providing services.

Disclaimer: This guide provides general information and should not be considered legal or professional advice.

How Active Inventories can help you?.
Please see our Resources for residential property inventory reporting.