Updating Check Out Reports

The tenants have moved out and you’ve received your Check Out report. But, you or the tenants have noticed something that’s been missed. What do you do?

Updating Check Out Reports

The check out report is an essential document in any deposit claim. It is paramount that the properties condition. Most importantly, any changes in condition and cleanliness from check in are recorded clearly.

When the check out report is compiled by an independent inventory company. The findings of the report are taken as factual. Any dispute from either the tenant or landlord about the findings of the report should result in the independent report holding more weight at arbitration.

What happens if an inventory clerk makes an omission from the check out report? The tenant could attempt to use this omission for their own gain. For example, they could state that there was no damage?

Can anything be done?

The answer depends on a couple of factors:

  1. The clerks recollection of the property on the day. Does the clerk recall the issue? If yes, the report should be updated with an addendum. This will refer to the omission. Importantly clarifying that the independent clerk recalls the dilapidation from the original check out inspection. The arbitrator should then be able to place a cost in the area.If not compiled by an independent inventory clerk, the report cannot be updated. Even a return to the property at this stage by the clerk can be in vain. The tenancy finished maybe a few days ago and other parties have had access in the meantime. What’s to say the point in question was not caused after the end of tenancy now.
  2. Can you see the issue in the check out photographs? This answer can help regardless of the answer to question 1. All check out reports should be dated. Meaning the photographs are incorporated in a date-stamped document. Therefore, they can be used by arbitration even if the dilapidation is missing from the original text of the check out report. An addendum by the independent clerk can also be made here pointing the arbitrator to the check out image that captures the dilapidation.

Do not:

  1. Incorporate changes into the body of the report – This could result in two different reports being sent to arbitration and therefore throwing the whole report into doubt.
  2. Add an addendum based on a revisit – the difference in dates from check out to revisit will mean that the arbitrator will not be able to independently place tenants liable, knowing other parties have had access in the meantime.

Updates to check outs can add strain to relations and difficulty to the check out process as a whole. It’s very important that the check out appointment is factual the first time. In the worst-case scenario, as you can see above, there are options to pursue to ensure any rightful compensation is received.

Hinch Property Management Customer Service

If these situations arise from a check out report, Hinch Property Management includes a full customer service team available to work with all parties; Letting Agent, Landlord & Tenant. After all, the report should be reviewed by all parties. If there are any disputes regarding the report, we offer a 10 working day period to raise these concerns to us.

This enables our team to contact the relevant clerk talk about any omissions that have been made aware to us. Landlords and Tenants also have the ability to submit any further materials or photographic evidence to us. Of which the circumstances these were received will be with the addendum. As we’re an independent inventory provider with independent clerks. A report compiled by us will offer more weight in the adjudication process. The inventory clerks recollection of the property is also held in high regard by adjudicators.

This can mean the difference between receiving the compensation required from the deposit or losing it.

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