The check-in report should describe the property and its contents in high detail. This is best
achieved by providing a general description of the property and its contents, provided together
with an opening summary of the overall standard of cleanliness and condition. The main body of the
report should comprise a more detailed description of each room starting at the main entrance and
working logically through the accommodation on each floor.
A check-out report following the same format as the check-in report, or one that combines both the
check-in/check-out comments on each page, provides a more straightforward means of comparing the
condition of the property. Once again, an opening summary of the standard of cleanliness and
condition provides a useful overview of the property at the end of the tenancy. Utility readings
and oil levels should be recorded and keys checked off.
Photographs should be used to supplement the written word. Photographs are most useful as
supplementary evidence when used to provide a ‘before and after’ comparison of, for instance, a
garden or to show the extent of damage to a floor covering, item of furniture or kitchen worktop.
Remember that photographs will be affected by the time they are taken, available lighting, and
weather conditions. Consider these factors before deciding when to complete a check-in or
check-out report.
Where things like appliances are mentioned, it can be useful to record makes and models (essential
for checking that the same item has been left at the end of the tenancy), which will also help in
assessing costs for replacement or compensation where items are damaged. The garden or outside
space, including any driveway, boundary fencing, garage or outbuilding to be included in the
tenancy, should also be listed and the condition noted. It is surprising how often the outside of
a property seems to be overlooked or added almost as an afterthought.
Utility readings should be recorded including the level of any oil tank with a photocopy or
photograph of all the keys provided. Remember to record the location of utility meters – including
their serial numbers – and stopcocks/isolation switches. Wording such as ‘professionally cleaned’
or ‘cleaned to domestic standard’ is preferable to coded abbreviations or a numbered scale.
Descriptions such as ‘bright and breezy’ or ‘sparkle clean’ are not considered useful and are best
avoided!