Inventories, Inspection Reports and Check-Out Report - Protecting Your Property 🏡📝

Erskine Property - Edinburgh & The Lothians Letting Agent

Letting out a property can be a rewarding investment, but it also comes with responsibilities and a need for protection. One of the most effective ways to safeguard your

property asset is by having a detailed photographic inventory, regular inspection reports, and a thorough check-out report.

These documents aren’t just “nice to have” – they are the framework that supports fair decision-making and protects both Landlord and Tenant throughout the tenancy.

Let's dive into the various tenancy reports!

1. The Inventory – Your Baseline Protection

A photographic inventory is essentially a detailed overview of your property’s condition at the very start of a tenancy. Every window, wall, carpet, appliance, and piece of furniture is documented. This becomes your reference point should any disputes arise at the end of the tenancy.

Without an inventory, it can be extremely difficult to prove what condition the property was in when the tenancy began. With one, you have clear evidence that stands up in any dispute resolution process.

It is important for both the Agent and the Tenant to read through thoroughly before signing off.

At Erskine Property, we offer all new tenancies a 'Welcome Meeting', to go through all items noted in the inventory. This is also used as a great opportunity for us to cover things such as the boiler function, the location of the stopcock, and where the bins are put on bin day!

2. Mid-Tenancy Inspections – Peace of Mind

Regular inspections allow Landlords (or Agents) to check how the property is being looked after during the tenancy. These visits provide reassurance, highlight any maintenance issues early or indeed proactive improvements, and ensure that tenants are comfortable and happy.

They also keep the record of the property’s condition up to date, which is vital for avoiding any surprises at check-out.

Within our managed portfolio, we ensure any new tenancy has their first inspection carried out 3 months after the tenancy start date, with further routine inspections occurring every 6 months thereafter.

3. The Check-Out Report – Closing the Loop

When tenants move out, a detailed check-out report compares the property’s condition against the original inventory. This ensures that any changes, damage, or missing items can be clearly identified.

Because the process is evidence-based, it makes the deposit return fair and transparent for everyone involved. Again, highlighting the importance of the detail!

4. Why This Matters in Scotland

Under Scottish law, tenancy deposits must be held in an approved Tenancy Deposit Scheme. Landlords can request up to two months’ rent as a deposit – which can be a substantial sum of money.

When it comes to releasing that deposit, disputes can and do happen. Having a comprehensive set of reports means that, if there is a disagreement, the Landlord has clear, unbiased evidence to present. This greatly strengthens your position and ensures that decisions are made fairly.

5. A Win-Win for Landlords and Tenants

It’s important to remember that these reports aren’t just there to protect Landlords – they also protect Tenants. Tenants can feel reassured that they won’t be unfairly charged for damage they didn’t cause, and Landlords can be confident their property is being properly looked after.

Whether you own a flat in central Edinburgh, a family home in Midlothian, or multiple properties across the Lothians, having a professional inventory and inspection process in place is key to protecting your investment.

At Erskine Property, we specialise in property management in Edinburgh and the Lothians. Our detailed photographic reports give Landlords the protection they need and tenants the reassurance they deserve.

📞 Get in touch today at 0131 378 1840 or lettings@erskine.property to find out how we can help safeguard your rental property asset.