Get a low cost signed check-out report from a professional PropertyMark registered inventory provider and avoid tenancy deposit scheme disputes.
What Does a Check-In Property Report Include?
- A list of any new defects or damage to the property during the course of a tenancy including any wear and tear
- Photographs of each room in the property, highlighting any damage
- A description of each room’s condition, including the walls, floors, windows, and doors
- Any additional relevant information, such as the state of the appliances
- Details and damage to any of furnishings and items including their conditions
- Photos of any meter readings, keys or key fobs
Checkout Process Guide
The conclusion of a tenancy is a significant event, and the checkout process forms a vital part of it. Pyramid Solutions aims to streamline this process, thereby minimizing any chances of deposit disputes between landlords and tenants. This guide provides an insight into the process to help landlords and managing agents understand how to facilitate a smooth tenant checkout.
Pre-Checkout Stage
About two weeks prior to the checkout, landlords should clearly communicate the specific responsibilities of the tenants, unless the tenancy agreement states otherwise. We at Pyramid Solutions strongly recommend that tenants be present at the checkout stage to avoid any misunderstandings.
It is essential for landlords to inform the tenants about their obligations towards the property. Should any confusion arise, the tenancy agreement can be referred to for clarification.
A vital tool for checkout is the inventory provided by the landlord at the beginning of the tenancy. If tenants have misplaced it or weren’t given one, they can request a copy. This inventory serves to give an accurate depiction of the property’s original state, helping tenants carry out any necessary restorations.
To enhance the probability of a full deposit return, tenants should:
- Ensure all light bulbs are functioning
- Defrost the freezer
- Clear out all food containers
- Notify their internet/TV service providers about the move
- Request post redirection
- Return all items to their original position as per the inventory
If the property has a garden, tenants should ensure it’s tidy for the next occupant. It’s also important for tenants to pay all utility bills in full and safely dispose of any furniture or appliances they won’t be moving with. For safe disposal, local environmental services departments can provide advice and assistance.
Upon checkout, landlords should check the metre readings and may require a forwarding address for settling any final bills.
Checkout Process
We encourage landlords to insist that tenants be present during the checkout process, or at least have a trusted representative. This process can be seamless, provided that the tenant has taken care of necessary repairs and left the property in its original condition.
Landlords will use the checkout process to inspect the property for damages and assess its cleanliness and overall state. They’ll cross-reference these findings with the initial inventory to gauge any changes.
Any alterations or damages to the property are noted against the original inventory. However, landlords must account for ‘fair wear and tear’ due to normal use and ageing. Significant damages like chips, burns or rips fall outside of this category
Once the checkout process is complete, landlords will fill out a checkout report, contrasting the property’s current state against the original inventory. If the property is clean and in its original condition, the landlord and tenant can sign and date the form, indicating that there’ll be no deductions from the deposit.
Should there be any issues with the property’s condition leading to deductions, this is the time the landlord will notify the tenant. The reasons for each deduction are also to be provided.
At this point, tenants can accept or dispute the deductions, or a mutual agreement can be reached. Both parties are required to provide evidence, and the decision regarding the deposit is final. While this is a viable recourse for tenants if they believe deductions are unjust, they must ensure they have a valid case before proceeding.
At Pyramid Solutions, we strive to simplify the checkout process, ensuring transparency and satisfaction for both landlords and tenants.
How Much Do Check-In Property Reports Cost?
Our competitive rates start from as little as £45 + VAT for simple check outs
What Happens After the Check-Out Property Report is Completed?
Following the completion of the check-in property report, it is typically reviewed by both the landlord and the tenant. The tenant is given the opportunity to raise any concerns or issues with the report, and the landlord is then able to address any other issues. An electronic copy of the report is emailed to both parties.
What other related services do you provide?
Gas Safety Certificate:
A certificate issued after inspection and testing of the complete gas installation within a property, including the gas appliances. The installation is checked for both correct operation and safety. In the UK a Gas Safety Certificate is a legal requirement to rent a property and needs to be renewed every 12 months.
EICR:
Electrical Installation Condition Report formerly known as periodic Inspection Report is an certificate outlining the condition of the electrical installation within a property and any potential or existing hazards. An EICR is a legal requirement for rental properties in the UK and maybe required if you are selling your home.
Boiler Servicing:
An annual boiler service is carrying out a series of checks and cleaning to the boiler in order to maintain and increase the life of a boiler. It is also a requirement by the manufacturer to honour any boiler guarantees.
PAT Testing:
Portable appliance testing (PAT) is the label used for inspection and testing of electrical appliances and equipment to ensure they are safe to use and clear of any hazards. Majority of electrical safety issues can be found by visual inspection but some types of defect can only be found by testing. Using the correct calibrated PAT testing equipment.
EPC:
An Energy Performance Certificate (EPC) is a document collated from an energy assessment of a property to outline how efficiently the property performs in energy consumption and heat retention. Simillar to the multi-coloured labels now seen on new appliances, EPCs advise how energy efficient a building is and give it a rating from A (very efficient) to G (inefficient). In the UK an EPC is a legal document required to rent or sell your property.
Legionella Risk Assessment:
To help identify potential risk factors in buildings, premises, and facilities, a legionella risk assessment is used. In order to establish effective Legionella risk controls, the findings are then used to identify the interventions that are necessary as well as the procedures and policies that need to be put in place in order to avoid exitance and spread of Legionella.
Asbestos Surveys:
Asbestos surveys are inspections undertaken within a building, a property or home for the purpose of identifying existence of asbestos containing material (ACM).
Fire Risk Assessments:
Fire Risk Assessment is a thorough inspection of place of business or residence to gather visual information if any fire hazards exist, if they could cause harm, quantify the level of risk and how best they can be removed.
Commercial EPC:
Energy Performance Certificate for office buildings, mixed used, commercial and industrial properties. A certificate required for rental or sale of any commercial property.
Property Inventories:
Rental property inventory services, including one off inventories, check ins, check outs, interim reports and mid term reports.
Frequently Asked Questions
Does a tenant have to be present for the check out?
Ideally yes, as this will give the tenant the opportunity to be present at the inspection in order to not have any disagreements about the conditions recorded at a later date
I do not have an inventory. Can you still create a check out report?
No. Our software only allows us to create check-out reports and assign to previously created inventory reports. This final check out report can be checked and verified against the original inventory and check-in carried out at the moving in stage in order for the conditions to be compared.
What if another company did the inventory, can you still do the check in report?
No. Our software only allows us to create check-out reports and assign to previously created inventory reports on our software. We cannot create a check-out report based on another organisation’s property inventory report.
Why is a check out report important?
A check out property report is necessary to protect both the landlord and the tenant. It is an unbiased and fair evaluation of the property condition compared to pre-tenancy. It gives the landlord a clear understanding of the property’s condition and can be used to ensure that any damages can be correctly reported
How long does a check-out property report take to complete?
A check-out report is typically a comparison of conditions with a previously completed inventory report, therefore this can usually be completed within 1 hour.
How often should a property check-out report be completed?
A check-out property report should be completed at the end of each tenancy. This ensures that any damages are recorded and provides a clear understanding of the property’s condition.
Can a property check-out report be used as evidence in a dispute?
Yes, a check-out property report can be used as evidence in a landlord-tenant dispute. It serves as a detailed record of the property’s condition at the start of the tenancy and can be used to settle any disputes that may arise once the tenant vacates the property.