FAQ
Q. Isn’t it a requirement of the Dispute Service or the Courts that I must use an independent inventory clerk for my inventories?
A. No, this is a total misconception. Neither the Courts nor the Dispute
Service can require you to use an ‘independent’ inventory service. Please see the copy correspondence from the DPS below:
The most commonly misunderstanding about inventories is that an inventory must be prepared by an independent inventory clerk. THIS IS SIMPLY NOT TRUE! After all, how could an inventory clerk, who did 50 inventories each year for a letting agent, possibly be considered ‘independent’ since he relies upon that agent for a large part of his business?
What the law does require, for an inventory to be viable, is that it illustrates a fair and honest portrayal of the condition of the property, that it has been constructed unambiguously and that all parties sign a copy of it. Finally, it must allow the tenant to make his/her comments in the event he/she does not agree with any of the descriptions detailed on the inventory.
Provided you follow a proper strategy of completing your inventory within InventoriesRusTM then your inventory should be very reliable.
Deposit Protection Service (DPS).
Thank you for your recent email to The DPS.
I am concerned to hear that you have been previously advised that The DPS would not accept an inventory unless it was completed by an independent clerk. I can advise that The DPS ADR team will never refuse the submission of any evidence.
I can confirm that you are not required to employ an external contractor to complete an inventory for you. The DPS best practice guidance is always that inventories or check-in/check-out reports should ideally be signed by both parties and be as detailed as possible to enable the independent adjudicator to make an informed decision.
I hope that this assists you, however if The DPS can be of any further assistance please do not hesitate to contact this office.
Yours sincerely,
Christina Jacobs
Dispute Resolution Manager
The Deposit Protection Service
enquiries@depositprotection.com
T +44 (0)870 707 1707
The Pavilions, Bridgwater Road, Bristol BS99 6AA, United Kingdom
www.depositprotection.com
Q. I haven’t prepared an Inventory before. Will I be able to do so without problems?
A. Preparing an Inventory isn’t rocket science but it does require you to follow a set procedure and be methodical. Read our Manual which explains exactly how to prepare your Inventory and remember to be objective and thorough, ensuring that you detail all aspects of the property.
Q. What if I want to make any amendments to my Inventory once I've prepared it. Will I incur extra costs?
A. No, you can make any amendments to your Inventories within your Private Library without additional cost. This means that, if at Check-In your tenant wants to make changes to your Inventory comments (and provided you agree), you can change the Inventory within your Private Library section and, should you so wish, you can then print a new version to be signed by all parities. But, a note of caution – even if you do intend to print a new version, including tenant’s Check-In comments, always make sure that your tenant signs the original, including any of their handwritten comments. You do not want to have a situation where you print out a new Inventory after you have handed the keys over to the tenant but he or she refuses to sign it. This ability to amend existing inventories also means that it is very much quicker to produce the inventory when you re-let the property in the future, since all of the basis information will already be saved and will simply require updating.
Q. What is the cost of preparing a Check-Out report?
A. There is no cost to producing a Check-Out report. The system will produce this report detailing the last saved information you uploaded to the Inventory. So, if after you met with the tenant to do the Check-In, you amend the Inventory within your Private Library to reflect comments the tenant made which you agree with, then the Check-Out report will reflect these.