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Client Services

What is an Inventory?

An inventory is simply a detailed catalogue of every item within a property, including fixtures and fittings and, where required, furnishings, in written form. The condition of each item is also recorded.

Excelsior will additionally take one digital photograph of each room. Specific items deemed to require photographic evidence (ie where damage is obvious but without photographic evidence responsibility may be difficult later) will also be taken, at our discretion. A fully detailed photographic record, if requested, can also be produced.

All service meter readings will be taken. Instruction manuals will be listed, where available. All property keys available will also be recorded individually.

Finally, a declaration sheet summarising the inventory particulars and signatories completes the document.

Check-in

The Check-in affords the tenant the opportunity to inspect the previously produced Inventory, together with the inventory clerk, to confirm its accuracy. Amendments and additions can be made as appropriate during the inspection, thus promoting confidence to all parties.

If deemed necessary, additional photographic record will also be taken.

Keys are checked and handed over to tenant.

Excelsior will always endeavour to provide a copy of the Inventory document prior to date of check-in to the tenant to facilitate the check-in process. A further copy will be taken by the inventory clerk to the check-in inspection. Both copies will be compared to ensure any amendments and additions are correct and in agreement, before both copies are signed and dated by the parties. One copy will be retained by the tenant, one by the inventory clerk.

The copy retained by Excelsior will be electronically scanned into appropriate software and be made available 24/7 via our online ‘Client Section’. The paper copy will be forwarded to the Letting Agent/Landlord as required.

Check-Out

Similar to the Check-in, the Check-out enables the inventory clerk/tenant to check through the Inventory/Check-in reports, recording any damage, missing items and cleanliness of the property.

Appropriate photographs will be taken, as required. Meter readings will be taken. Keys will be returned to the inventory clerk from the tenant.

As with the Check-in procedure, Excelsior will endeavour to have both copies of the Check-out report, the tenants and Excelsior signed copies, together with any interim reports. (Where the tenant has not retained or simply cannot locate their signed copy, Excelsior will utilize its signed copy as the basis for the Check-out report, a copy being forwarded to the tenant, if requested, within 7 days of the tenant exit date)

Interim Report

The purpose of the Interim Report is to provide security and peace of mind. It enables the Letting Agent/Landlord to remain well informed as to the property condition and also to act promptly to make an informed decision concerning damage or maintenance issues.

A review of the property will be undertaken, usually at 3 monthly intervals.

An appropriate report will be submitted to the Letting Agent/Landlord and also be electronically retained and made available 24/7 through our online ‘Client Section’.

Additional Services

New tenancies usually involve a combination of inventory assembly followed by a new tenant check-in.

Excelsior is happy to provide this dedicated combined service to further reduce both your costs and your staff deployment time. A similar reduced-cost combined service can be applied at the end of a tenancy, when an outgoing tenancy check-out is carried out and the resulting document is simply adjusted to form the new tenant inventory. Take a look at our pricing structure for details.