Too many agents are using digital evidence to replace essential written descriptions in inventories at check-in and check-out, leaving landlords exposed to potentially costly disputes over wear and tear, warns the Association of Independent Inventory Clerks.
The trade body says an increasing number of landlords and property professionals are providing photography and video evidence in place of thorough and detailed reports in deposit dispute cases.
The association says that photographs and video can provide good illustration, but are not at all helpful without a detailed inventory.
Pat Barber, chair of the AIIC, said: “We have seen some excellent inventories with the right balance of detail, supported by photography and video. But, more often than not, the photographs submitted in inventories are little larger than thumbnails and hence make it extremely difficult to see detail.
“To back up a damage issue, along with a detailed description, any photographs need to be of a reasonable size, so that the damage can be actually seen clearly. A glossy inventory that relies heavily on photographs will be of little use in a dispute.”
According to the AIIC, there is no point in producing a picture book for an inventory, with very little proper description and hundreds of photographs.
Barber says photography and video are great for large areas of damage such as carpet burns, serious damage to worktops and interior décor etc, but not for showing really fine detail such as small chips and scratches in sinks and baths, knife marks on worktops, and scratches to halogen hobs.
* Should you go digital with your inventories, and if so, how digital should you go? What do you think of video inventories? Join the great inventory debate at next month’s Property Professional Show. Details in the next story.
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Comments
well Jax, that doesn't seem to be true. We have the most up to date copy of your software and you can't record condition! Only 4 options to choose from for all items. We couldn't even trial it because of this. South East Inventories
As the AIIC has suggested, photos or videos in of themselves are far from adequate in supporting a claim for damages. At Imfuna, we recently conducted a survey which found that 80 per cent of landlords, 76 per cent of letting agents and 75 per cent of tenants agreed that including clear photos in check in and check out reports reduces the likelihood of disputes. These figures demonstrate that property professionals are overstating the importance of photos in arbitration and must shift their focus onto the corroborative structure of data collected, including proper descriptions, ideally provided by both landlord and tenant.
Using smartphone technology adds a further compelling element in the form of meta data, which provides geo location and time and date stamped commentary that will stand up in court.
The debate goes on.
I can not see how telling and showing somebody a condition can be beaten by just telling?
Do people really believe just stating is good enough as much as you write? Nobody believes anybody anymore so the written word needs backing up!
There is a fine balance and it available and tried and tested.
Subjective descriptions alone with a few snap shots are called inventory schedules and are just about suffice in a dispute.
Subjective description corroborated by objective visual media is called inventory evidence and what the arbitrators look for and more importantly prevent disputes.
I look forward to the debate, where is my invite? I produce what is labelled as 'video inventories', my paper work is as detailed if not more from research then most AIIC members and my 'video' is accurate, precise, methodical and defensible.
I have spoken to AIIC and APIP about best available evidence and yet to be proved wrong.
In an evidential competition I would happily go head to head with the critics.
Challenge is set...............
** Sorry, re-posting due to mistakes in first post **
The general problem with inventories in the past is that they have been very fragmented.
All media are important ... text, photos, video ... but they need to be de-fragmented and curated with date stamps etc. That is where apps come in, they do one job really well and solve pain.
Digital inventory apps like Imfuna achieve this. There is a dictation tool, so that you simply dictate details of the condition of the room into your iPhone and it creates a written word document that you can add date-stamped photographs to.
The more information and detail that is added, the better, come a dispute.
Landlords do not appreciate the importance of a detailed and robust inventory imho. It's a bit like car insurance ... you find it a pain to do and wonder at the effort, but when there is a problem, you are SO glad you had it.
As Mary Latham, Landlord and NLA trainer of 40 years says ... ""The Inventory is the Cinderalla of a landlord's documents but without her a landlord could lose much than a glass slipper".
The general problem with inventories in the past is that they have been very fragmented.
All media are important ... text, photos, video ... but they need to be de-fragmented and curated with date stamps etc.
Digital inventory apps like Imfuna achieve this. There is a dictation tool, so that you simply dictate details of the condition of the room into your iPhone and it creates a written word document that you can add date-stamped photographs to.
The more information and detail that is added, the better, come a dispute.
Landlords do not appreciate the importance of a detailed and robust inventory imho. It's a bit like car insurance ... you find it a pain to do and wonder at the effort, but when there is a problem, you are SO glad you had it.
As Mary Latham, Landlord and NLA trainer of 40 years says ... ""The Inventory is the Cinderalla of a landlords documents but without her a landlord could loose much than a glass slipper".
@neil
How does that photo of a scratch on the sideboard show that it is the tenant's responsibility? It needs to be backed up by written documentation, otherwise the photo could have been taken anywhere at any time. The photo will serve to show the extent of the damage but not prove who's fault it was.
I'm sure they probably are hoping to promote their services but they are right, a photograph with out a written description is next to useless.
They would say that, wouldn't they?
They would say that, wouldn't they?
@Neil
You obviously do not understand inventories otherwise you would know how they should be worded.
I suggest that you get back to work and not make crass comments here and go along to the debate at the PPS as noted in the last paragraph of the article.
Perhaps anyone else wanting to make foolish comment does the same and no I am not part of the PPS.
How can "there is a scratch on on the sideboard" be better than a photograph!!! Promotong own service comes to mind