Tenants’ Participation in the Inventories

Welcome to Home Relief Bulletin Board!

Post No. 250

by Your Freelance e-Property Letting Agency


Taking Photos, Running a Video, Recording a Short Film before Moving into a New Accommodation

This week we are working with prospective tenants and home seekers to highlight the importance of their participation in property checks and inventories.  In particular, we are focusing on building hard evidence by taking photos, running a video and recording a short film before taking occupancy of property they are renting.

~ Check-in inventory and inventory report

Before giving possession of any rental property, the landlord/lady or letting agents or even an inventory company will conduct with the incoming tenants a check-in inventory which will then be translated into an inventory report. 

This report documents the property by detailing its current state and conditions including contents, descriptions, age, conditions of fixtures, fittings and furnishing.  The document may or may not be accompanied by digital media.

Both parties (incoming tenants and landlords/ladies or their representatives) would sign this document and their third-parties would witness it.

This document, which is the third important document related to any tenancy (the other imperative documents being tenancy agreement and rent payment receipts), can  

• help the tenants to claim back their deposit

• be used as a reference for dispute over damages

• safeguard tenants’ interests against unfair deductions from rent deposit


~ Tenants’ active and full engagement to the inventories

Because of the importance of inventory and related report, the rental practice advises tenants to take active participation in the inventories (both check-in and check-out).

Today with the digital and mobile technologies, it is possible and advisable to build hard evidence by adding to the print or online inventory report images, pictures and voices, without forgetting to date and name those evidences.  

Tenants can do the same documentation by having digital check-in and check-out inventories using a mobile phone, a camera, a tablet, an iPhone, or any digital devise, etc. 

The reason for digital check-in is beyond convenience, effectiveness and efficiency.  It is to avoid the problems we mentioned above to occur such as future major disputes over the state and conditions of the property, particularly over any damages which may be already in the fittings, furnishing and fixtures, or which may occur later.

To illustrate the importance of paying attention to details and building hard evidence, we are going to share with you the following tenant’s story which we recently came across.  The story provider has chosen to stay anonymous.  Because of his/her choice, we are not going to reveal their personal details.    

~ Story title: Bathroom tiles are tenants’ responsibility, not mine

I moved into a self-contained one bedroom flat few years ago after signing a shorthold tenancy agreement for one year, contract renewable if the two parties agree to do so.  The time I moved in, I was in a hurry to move in as I was afraid to end up homeless. 

I did not realise the importance of being a bit careful about little details and imperfections in the property. In particular, I did not check the integrity of the walls and tiles in the bathroom.  When I moved in there was some few cracks on the bathroom tiles.  I did not identify the problem.

After months of using the bathroom, one of the cracks loosened.  This led to water leak in the property.  I contacted my landlord to report the leak, ask him to come over for check and consider the possibility of arranging for repair to be done. 

My landlord told me that bathroom tiles are tenants’ responsibility.  That in accordance to the terms of the contract, the responsibility of the tiles lies on me as a tenant. 

Given that the tiles were already cracked before I moved in and that crack deepened and led to water leak, I wonder if the cracked tiles are well and truly the landlord’s responsibility.

~ Home Relief’s advice for future tenancies

In the light of the above story, attention to details is not a fault but a gift.  When viewing and taking possession of any property, it is always better to check it carefully before moving in rather than relying on a snap piece of information like a quick tick-box format check-in inventory on some sheets of paper.  

As a tenant, you need to fully and actively engage in the preparation and checking of the inventory report to avoid any controversy later.  With low-cost digital technologies in today’s market, it is even cost effective to just use an average mobile phone to take pictures, run a video or record a short film.

The advantages of using a mobile phone in these circumstances are:

√ to capture any key moments of life (such as moving in a new property)

√ to mitigate potential conflicts with the landlord over any damages

√ to create the desirable impact and effect for your security, peace of mind and hassle-free tenancy. 

Don’t forget to insert a short summary or description and date your photos, videos, films and voices!    

Today, there are lots of online resources and sources of information on the matter.  You can go online find them.

~ Have some comments to make or need inventory

If anyone has some comments to make or technical support about the above story, let us know.

If anyone needs any check-in or check-out inventory or would like to involve Home Relief in checking their property to rent or rented property, contact Home Relief.

~ Looking for an affordable location and home

If you are looking for an affordable location and home, Home Relief is the people dealing with affordable homes you could consider in your property searches and enquiries.

For more information about our property service to home buyers and tenants, please go to https://homerelief.co/tenants/

For more information about our property service to home sellers and landlords/ladies, please go to https://homerelief.co/landlord

For properties to rent and let, please go to https://homerelief.co/property-search/

For weekly property news and updates, please read our weekly posts.

Thank you for reading this post.

We look forward to receiving your regular visits to Home Relief website and to doing business with you throughout the year.

Many thanks!

Home Relief – Freelance e-property people dealing with affordable homes


Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s

This site uses Akismet to reduce spam. Learn how your comment data is processed.