All landlords and agents that employ our services agree to the following terms.
Covid-19 Update / Terms 2023
Agents and landlords must inform us if any tenants have covid, especially at check out so we can take the necessary precaution.
Fees and Payment Terms
Fees: All fees quoted as per our price list are exclusive of VAT as we are not VAT registered. Our company is below the VAT threshold. The fees quoted are per property, however, additional charges will apply if the property is unusual or has additional rooms and is heavily stocked with furniture or items not disclosed at the time of booking.
Agents: Payment within 30 days of invoice unless otherwise agreed. Please note we charge late payment fees after 30 days at £25.00 per month until paid in full. Preferred payment is a bank transfer. Please note that the clerk must be made aware if you do not hold funds for the visit and will be passing on the invoice to the landlord for payment, as in this case the fee will be required in advance as listed below.
Private Landlords: Private landlords must pay for all services before we release the final document. We will send an invoice after the completion of the visit and once this has been paid in full we will release the report.
Return of reports
All agents acknowledge that our reports are returned within a 24-hour period from the time of the visit. if reports are required same day an additional fee will be due of £10 per report.
General Terms – Inventories and check out
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 and household effects 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 exists 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 schedule of condition and will assess damages accordingly. We will also comment on cleaning issues. Please note our check-out reports are an overview of damages and cleaning issues related to that tenancy but are not new inventories, only a report on our findings and differences at checkout.
Cleaning – We will state on the report whether the property has been cleaned to a domestic standard or a professional standard. The following terms apply:
Professionally cleaned with no further cleaning needed- If the property has been cleaned by a cleaning company to a high standard and no further cleaning is required. This will include the descaling of the kitchen and bathrooms and cleaning of windows.
Professionally cleaned with some areas missed as noted – The clerk considers this a good clean with some areas missed as noted.
Domestically cleaned – The property has been cleaned either by a single cleaner or the tenant/landlord. This will be listed as High, Fair, or Poor.
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 check-in. Central heating systems and boilers will not be tested. It is advised that the tenant’s usage test all appliances as soon as possible and reports any faults to the landlord or agent.
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 be tested by the clerk and only noted as 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 ultimately 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 regulation 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 porters access is required. If the clerk is unable to locate the meters they will not be taken and noted on the rort 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 ex – Airbnbs as these will take considerably longer time than a standard property. If printed copies of the inventory are requested, there will be an additional charge depending on the size of the document, otherwise, all documents are sent by email in PDF format.
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.
We require 4 hours’ notice to cancel or postpone a planned visit. Failure to do so will result in a £45 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.
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 5 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.