Terms of Business

All landlords and agents who use our services agree to the following terms.

Fees and Payment Terms

All fees are exclusive of VAT, as Pure Inventories is not a VAT registered company. Prices quoted are per property, with additional charges applying for unusually large or heavily furnished properties.

Agents: Payment is due within 30 days of invoice unless otherwise agreed. A £25 monthly late fee applies after 30 days. If the agent does not hold client funds, payment must be made in advance by the landlord.

Private Landlords: Full payment is required before reports are released. Invoices are sent after each visit, and reports are issued once payment is received.

Return of Reports

Reports are sent by PDF within 24 hours of inspection. Same-day reports are available at an additional charge.

General Terms – Inventories and check-out visit

Upon acceptance of the instruction, the clerk will arrange the inspection of the premises for the purpose of compiling an inventory or check out as instructed by the agent. All reports will be returned by PDF document in a timely manner as agreed with the agent. The agent will provide clear access instructions and provide the correct keys for our visit.

Inventory – The inventory report will be a full and detailed list of furniture, fixtures, fittings, including any outdoor space. The report is prepared as an “as seen” snapshot by Pure Inventories and provides a fair and accurate record of the contents of the premises and the condition at the time the inventory is prepared. The report will be compiled on a room-by-room basis and include the condition and cleanliness of all items. The inventory is compiled for identification purposes only and does not constitute a valuation or statement of authenticity, it is a listing that such item, is present in the property at the time the inventory is compiled. Items are visually identified by a detailed description; however, the clerk is not an expert in all materials, antiques, or a qualified surveyor. All items will be noted as good order unless otherwise noted. Significant defects will usually be damage, usage, or soiling that may constitute a dilapidation charge at the end of the tenancy.

Check out – The clerk will attend the property with a copy of the original inventory and will assess damages accordingly. We will also comment on cleaning issues. We take photos of all damages and defects and allocate responsibility for such damages.

Cleaning – We will state on the report whether the property has been cleaned to an acceptable standard at check out or if additional cleaning is needed.

Appliances, Alarms & Access

Electrical appliances and other similar items will be power tested where practical or safe, and at the clerk’s discretion. Lighting is only tested to indicate whether the bulbs are working at the time of the visit. Central heating systems and boilers will not be tested.

Fire alarms and Carbon Monoxide alarms will be tested where possible and accessible, and by pressing the button for a beep. We will record if the alarm is working or not working at the time of the inspection. If the clerk is unable to reach said alarms, they will be noted as having power lights or as not tested.

Windows will not always be tested by the clerk. We will note keys seen, and if they are clean or not clean, and any defects.

Landlords and tenants should be aware that the Fire and Safety Regulation regarding furnishing, gas, electrical and similar services are the responsibility of the Instructing Principal / Agent/Landlord and not Pure Inventories. Where the Inventory notes “FFR label seen” this should not be interpreted to mean the item complies with the “Furniture and Furnishings (Fire) (Safety) Regulations 1988 as amended 1993”, it is merely a statement that a label has been seen. It is strongly recommended that the landlord and agent ensure all items comply with the relevant safety regulations before the tenancy commences. This is not the responsibility of the clerk, and any fire labels will only be listed as seen if accessible.

The clerk will not lift heavy items of furniture. We will not access lofts or cellars unless agreed and it is safe to do so. Property left in lofts, and locked rooms, which have not been seen and recorded, are the sole responsibility of the landlord and cannot be added to the inventory without prior arrangement. Items left in cellars will be visually identified where possible if deemed safe; however, the clerk will not undertake to search through boxes, cupboards or inaccessible areas. Any items of value or personal landlord items should be removed or identified to the clerk before the inventory is compiled.

Linen will be listed as seen, however, soiled items or linen stuffed in cupboards will not be fully inspected. All linen should be freshly laundered and folded on top of the bed to allow for easy identification.

Items such as books or large collections of DVDs will only be listed as “a quantity of”; any items of value should be removed prior to the inventory compilation.

Meter Readings – Meter readings will be taken when accessible; however, it is advisable to confirm where the relevant meters are located at the time of booking if not easily located, for example, in large blocks of flats or where special access is required. If the clerk is unable to locate the meters they will not be taken and noted on the report as “Not found”.

Additional costs – We reserve the right to add additional costs if properties or rooms are excessively overstocked with furniture or crockery/ utensils, linen etc for example Airbnb’s as these will take considerably longer than a standard property.

It is the responsibility of the landlord and tenant to agree between themselves on the accuracy of the report. No disputes regarding the contents or description contained within the inventory will be taken into account unless noted at the beginning of the tenancy within 7 days.

Cancellations

We require 4 hours’ notice to cancel or postpone a planned visit. Failure to do so will result in a £60 cancellation charge at our discretion. We will notify the agent or landlord immediately if we are unable to access the property or if we feel the property is not ready for the inspection. for example when builders or cleaners are still on site. If the agent instructs the clerk to carry out the report regardless, we take no responsibility for any errors or omissions due to this reason.

Insurance

We carry full Public Liability and Professional Indemnity Insurance.

Delivery / Intellectual Property

Pure Inventories will endeavour to deliver completed reports within 24 hours. All reports remain the property of Pure Inventories, and may not be electronically copied, altered, or retained without express permission from Pure Inventories. The Landlord / Agent is responsible for checking the report on delivery, and any dispute over content or description must be notified within 7 working days.

Any Agent or Landlord who instructs Pure Inventories to carry out any services on their behalf accepts these Terms of Business in full.