Basic Responsibilities Of Property Inventory Clerks

Property inventory clerks are professionals who specialize in assessing the current

state of property such as land and houses before such property is leased or rented out. These professionals are usually called upon to inspect a given property as soon as a tenant declares his interest in renting that property. In most cases, the landlord is the one who hires these specialists to confirm the condition of his property in writing just before he rents it out. This is especially true where the landlord has a well furnished apartment or mansion that he has put up for rent.

However, if you're a tenant and you notice that the landlord omits this step and simply signs the tenancy agreement then you should be concerned as this puts you at a very odd place. This is because, once the tenancy period is over it is highly likely that the owner will expect you to pay extra by insinuating that the condition of certain items in his apartment have been degraded. A situation whereby "it's your word against his" arises which is usually very ugly. Tenants seldom win in such cases as they cannot prove that the landlord's claims are unjustified. To avoid such skirmishes from ever happening it is wise to always hire property inventory clerks to visit the property and document its current state in detail before you sign the tenancy agreement.

Here are the basic responsibilities of property inventory clerks and some other pointers that you should keep in mind when you hire these professionals.

As mentioned earlier, it is the job of property inventory clerks to assess and document the condition of a given property. This is a very general statement. The responsibilities are uncovered when we break down the inventory process from the point it begins by hiring these specialists to when it ends i.e when the tenancy period is over.

To begin with, one responsibility of these specialists is to visit the property that is to be rented out. At this stage, their work is simply to go over every item on the property with a fine tooth comb. They are supposed to document everything even what might look small and insignificant. The documentation process usually involves writing item descriptions and taking photographs. Documentations can actually be done on the spot using online systems like online scheduling software.

The next responsibility that the clerks have is to create a property inventory report detailing everything that they have observed and noted down. These reports are usually very comprehensive. Online scheduling software or online systems can aid the clerks in making these reports automatically. A two bedroom apartment can run for tens of pages surprisingly. Once this is done they are required to present the inventory report to both the prospective tenant and the landlord. Both parties must agree with everything that is stated in the report for them to sign the contract. If there are any misunderstandings then the contract is revised and the appropriate changes made to suit both parties. Once this step is successfully carried out it is usually followed by the signing of the tenancy agreement and the tenant can officially move into the property.

Once the tenancy period has come to an end, the property inventory clerks are required to revisit the property. Once again they go through all the items with a tooth comb. It is usually advisable to hire clerks from a different firm to assess the property the second time round. Like the first time, it is their responsibility to prepare an inventory report through online scheduling software. Once this is done, the first report and the second one are compared by the clerks in the presence of both the tenant and the owner. Any and all differences are highlighted to both parties. If there have been any damages to the property then the tenant is held liable and is charged with the responsibility of restoring the property to its original condition as documented in the first inventory report using online scheduling software or systems.

by: Ray James

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