Terms of Service — Chapman Inventory Solutions

DISCLAIMER

Reports are a detailed narrative record from a visual inspection. They are compiled in good faith to provide an accurate descriptive record of the applicable property’s contents and the condition and cleanliness of such contents on the date of the report compilation as stated on the cover of this document. It is the duty and ultimate responsibility of the Landlord, Tenant and if applicable, Agent to agree between them the accuracy of this report.

Chapman Inventory Solutions and its Clerks are not trained or qualified Property Surveyors. Under no circumstances should a report be used as a structural survey of a property. Further to this it should be noted that we are not specifically trained or qualified as legal experts on any type or kind of insects, cloth, paint, wood or other material, nor do we have any specific knowledge of antiques. The term silver, chrome, brass, gold, aluminium, copper, pine, oak etc relate to the description of the colour and appearance of the item and not its composition. A report should not be deemed to be a definitive statement of each and every item of equipment or furniture, nor indeed of the authenticity of the aforementioned items.

Chapman Inventory Solutions and its Clerks are not experts in gardens, plants, shrubs etc ,therefore gardens and their contents are only described in lay-man terms.

A report does not provide the Landlord, Tenant or the Landlord’s/Tenant’s Agent with any kind of guarantee regarding the safety of any equipment, furniture or other contents relating to the property. Any description serves merely as a record in accordance with the purpose of this report. Items listed within the report are deemed to be in good condition without any apparent defect unless otherwise stated. In the case of a significant defect of an item(s) such as clear or obvious damage or soiling, then such item(s) will be described appropriately.

It should be noted that it may not be possible to move certain items of furniture to facilitate inspection behind or beneath such items. In addition, it is not usual practice to inspect and detail attics or cellars. Furthermore, we do not inspect rooms which are locked unless a key has been provided. Nor do we inspect items that are packed for storage or in boxes. It should be noted that it is not our practice to individually list books, CDs, DVDs, cleaning items or other miscellaneous items such as the contents of garden sheds, greenhouses or garages.

Unless otherwise stated, the property and contents there in are in good clean condition with no aberrant odours.

Chapman Inventory Solutions and its Clerks do not check gas or electrical appliances and give no guarantee with regard to the safety or reliability of such items. It should also be noted that we do test smoke alarms and carbon monoxide alarms if accessible/does not require the use of a ladder/step but it is the responsibility of the Tenant to make sure that, where fitted, they are working correctly at all times.

Chapman Inventory Solutions and its Clerks will only take meter readings if the meters are clearly visible within the property or attached to an exterior area at low accessible level and/or clearly marked.

Windows throughout the property will only be tested for function and operation if it has been possible to do so without a ladder/ step and if not descriptions are purely based on the superficial appearance of windows, frames and locks. Chapman Inventory Solutions can accept no liability arising from any failure of the windows or parts thereof to function properly at all.

Furniture and furnishings (Fire) Safety Regulation 1988-(1993)

The ultimate responsibility for the compliance with the Fire & Safety Regulations for Furnishings, Gas and Electrical services is that of the Instructing Principal. Any note within a report compiled by Chapman Inventory Solutions stating that a FFR label has been seen should not be interpreted to mean that the item complies with the ‘Furniture and Furnishings’ (Fire) (Safety) (Amendments) 1993. This reference is merely a record that the item was seen to have a label attached, at the time that the report was compiled, similar or the same as that described in the ‘Guide to the Furniture and Furnishings’ (Fire) (Safety) Regulations that was originally published by the Department of Trade & Industry in January 1997 (or subsequent editions). Under no circumstances should the note be deemed as a specific statement of fact that the applicable item complies with the aforementioned Regulations.

Safety Certificate and Legislation Compliance

The safety certificate and legislation compliance checklists in a report are no guarantee, or report on, the adequacy of, or safety of, any such liability contents, merely a record that such steps have been offered by the Inventory Hive software to highlight issues that may exist at the property at the date of preparing a report. Chapman Inventory Solutions accepts no responsibility for the contents of these steps. It is the responsibility of the Agent and Tenant to agree upon the accuracy of these steps.

Health & Safety / Insurance Risk-Avoidance Steps

GUIDANCE NOTES

The Inventory

At the beginning of the tenancy it is important to note any specific discrepancies on the report that you do not agree with i.e marks on wall, carpets etc. If no such additional notes are reported at the start of the tenancy, the report will be deemed as accepted as read.

The condition of the property at the start of the tenancy, as described in the report, will be compared to the condition at the end of the tenancy. This will take in to account any fair wear and tear, maintenance, decoration carried out or items replaced during the term of the tenancy, as agreed with or arranged by the Landlord.

What should I know about the check-out process?

At the beginning of the tenancy it is important to note any specific discrepancies on the report that you do not agree with i.e marks on walls, carpets, etc. If no such additional notes are made via the electronic process at the start of the tenancy, the report will be deemed as accepted as read.

The condition of the property at the start of the tenancy, as described in the report will be compared to the condition of the property at the end of tenancy. Details of any alterations to the property after the report has been agreed upon will be recorded by Chapman Inventory Solutions.

A ‘Check-Out’ report will be conducted to determine any changes to the report. The tenant should gain permission from the managing agent/landlord if they wish to remove or store any items during the tenancy and this should be confirmed in writing by the managing agent/landlord.

Chapman Inventory Solutions cannot undertake to move heavy items of furniture or to make searches in inaccessible locations such as loft spaces, cellars, locked rooms and high level cupboards, or to unpack items. Inspectors reserve the right not to handle or move items deemed to be fragile or valuable. In addition, the inspector reserves the right not to handle items that may be of a health hazard and to generalise/summarise on such items deemed to be unsuitable for further inspection.

What should I know before the check-out report is created?

All items should be returned to their original position (as detailed on the report); this includes stored or boxed items not used during the tenancy. Any items listed as ‘Item Missing’ can often result in a replacement cost or a charge being made. Managing agents/landlords may also charge for the removal of unapproved items left by a tenant at the end of the tenancy that were not included in the original report.

At the time of the property ‘Check-Out’ all personal items (including consumable items) should have been removed and cleaning of the property completed. Generally, no further cleaning is permitted once the ‘Check-Out’ inspection has commenced. Tenants should be advised of the date and time of the ‘Check-Out’ and provide access, or let the appointed inspector know the details of their departure of the property. Additional costs are sometimes charged by managing agents/landlords if the inspector is not able to complete the ‘Check-Out’ inspection due to the tenant not being ready to vacate or if they are delayed.

The ‘Check-Out’ report is advisory and is based on information available to the inspector at the time of the ‘Check-Out’. It must not be treated as a final statement of tenant responsibility. It remains the responsibility of the agent/landlord and tenant to fully agree any issues and/or deductions (if any) from the deposit.

Issues to look out for during the tenancy…

Cleaning

Soiling is not considered to be ‘Fair wear & Tear’, (as defined by the House of Lords as ‘reasonable use of the premises by the tenant and the ordinary operation of natural forces, i.e; the passage of time). Generally speaking, tenants are liable for the property to be cleaned to the same standard as detailed in the report at the start of the tenancy.

Soft Furnishings

Excessive discolouring which cannot be attributed to sun bleaching and/or the passage of time, soiling or damage may result in repair or cleaning costs being charged to tenants. Discolouration due to smoke, staining, burns or tears to curtains may also incur costs.

Flooring

Hard floors require sweeping and mopping where necessary (in accordance with any specialist cleaning materials/advice provided by the managing agent/landlord). Tenants are often charged by the managing agent/landlord for repairs or replacement costs due to soiling, staining or damage such as cigarette or iron burns.

Decoration

As specified in the majority of tenancy agreements, tenants should gain signed, written permission (keep a copy) from the managing agent/landlord prior to putting nails, pins and other fixtures into walls and ceilings and should avoid the use of tac or tape. Additional marks/fittings are often noted at the ‘Check-Out’ and any damage or repair work required is often charged to tenants by managing agents/landlords.

Beds & Linen

Mattresses, divan bases, pillows, and duvets are often inspected for soiling where practically possible. Costs may be incurred by tenants for clearing, compensation or a percentage of the replacement charge by the managing agent/landlord in the event that any such items are soiled beyond that noted to the report. Beds should not be made up at the time of the ‘Check-Out’ inspection and any linen should be left clean, pressed and folded.

Kitchen Surfaces and Sinks

Kitchen surfaces and sinks are often inspected for knife cuts, cup marks, scorch and burn damage. Using appropriate items such as chopping boards and heat pads will help prevent damage.

Crockery, Chinaware, Kitchen Utensils

These items are often checked for soiling, chips and damage. If damage has occurred that is not considered as consistent with ‘fair wear and tear’, compensation or replacement costs may be incurred by the tenant.

Keys

All keys listed in the report should be kept safe and handed back at the ‘Check-Out’. When keys get lost or are not returned to the managing agent, landlord or inspector, tenants are often charged for replacement keys or possibly for the changing of locks. Any additional keys cut during the tenancy should also be returned to the agent.

Gardens & Exterior Areas

Most tenancy agreements state that the tenant is responsible for the maintenance of gardens and exterior areas such as driveways unless agreed in writing otherwise. This includes the cutting of lawns, weeding and maintaining the garden, paths, driveways, flowerbeds etc according to the season. If the standard is found to be below the condition as detailed to the report, (with consideration given for a change in season) tenants are often charged for necessary work to bring the affected area back the required level.

Property Visits/Mid-Term Inspections

Depending on the management level chosen by the Landlord access may be required to the property to carry out Property Visits/Mid-Term Inspections. We will ensure that sufficient notice is given and unless advised to the contrary access may be gained using the agents management keys held to gain access to the property.

Property Visits/Mid-Term Inspections are to gain a general view of the property and to ensure that neither the Tenant nor the Landlord is in breach of the Tenancy agreement Terms and Conditions. Items will not be moved or tested. Overview photographs will be taken along with photos of any maintenance issues.

Chapman Inventory Solutions

Terms of Service/Disclaimer