Usually 99% of our student groups spend up to an hour checking the inventory, perhaps adding up to 10 additional comments to the ones we have already identified.
Then there is the other emerging type of group. They descend on the four-bedroom property with their 'knowledgeable' parents in tow and pick over everything as they search for the needle in the haystack.
Everyone in this group is camera happy, including the parents. Not just your simple digital, but high powered, expensive, super close-up cameras.
On entering the room a video sweep is made of the positions of everything from several angles. Then the battle begins. Lifting and looking apparently at everything in minute detail, with several shots of the same scratch, which I have already commented on in the inventory. "We'll compare photos later to see who has got the best picture."
After three and half hours their inspection is over and the inventory is plastered with additional comments referring to dents and scratches, which even Sherlock Holmes might have missed. One comment jumps off the page. Against the inventory item 'pin board' is written the comment 'there are holes in the pin board'. You feel as if a film crew from a major production company has inspected every fibre in the house.
It is important to include a 'catch all phrase' at the end of the inventory, near to where everyone signs. Ours, in bold, reads: 'DECLARATION: All items have been inspected and found to be in the condition indicated. All items are considered to be in clean, good decorative order and/or condition unless specified'.
We often use a shorthand method for comments, such as a letter code and include a full description of the code in the inventory. We write for every room: 'Room cleaned to a good standard - code D'.
'D' is described in the inventory as 'Cleaned to a Good Standard (these guidelines are indicative and not prescriptive). For example: no dust or debris behind, underneath and on top of furniture, fixtures and appliances; cookers are clean and virtually free from burnt on grease, particularly on oven racks and trays; fridges, freezers and microwaves are clean and empty; Venetian blind slats, curtains and covers are clean; hard floors are mopped; mirrors are clean; bins are washed; walls are free from washable marks and blu-tak type stains; lampshades and fittings are dust free; drawers, cupboards and wardrobes are clean and free from debris; surfaces are washed, where appropriate; windows have been recently cleaned; carpets are vacuumed and cleaned with a 'Rug Doctor' or similar; rubbish is removed; gardens are maintained and lawns cut; no mould on bathroom/kitchen walls and ceiling and sanitary fixtures and wall tiles are hygienically clean, however, there may be some grout discolouration between tiles.'
Ask your student group to send you copies of their photos, which support the comments in the inventory, preferably in inventory order and if necessary with a caption for identification.
The unscrupulous group could write a simple comment in the inventory 'marks on walls', which at the check-in were difficult to see and at the checkout they produce 'photographic evidence' of many obvious marks, which they have done and photographed later in the tenancy, They then refer to their brief comment in the inventory and claim they were there at the start of the tenancy.
Photos of items not commented on in the inventory are unacceptable, because it is the signed inventory which will be the basis for the final inspection.
It is imperative to include your photos in the inventory. We include three A4 pages of photos and captions of general views of rooms and the garden. We also produce a page of more detailed photos of key areas such as the cleanliness of the cooker shelves.
Each page of photos should include on the reverse the address of the property, the sentence 'It is agreed that these photographs are an accurate record of the present condition of the property', the landlord and tenants' signatures and the date.
Did this diligent, meticulous group spot everything? We had already gone through the property carefully prior to the check-in and noticed a few last minute things we should have sorted and in every case they missed these items.
Maybe we should draw the groups' attention to these at our detailed three and half hour inspection of the property at the checkout?
Really interesting and useful post. Just wanted to know about your experience of using digital evidence if there is a dispute that goes to court?
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