Originally posted by flyernzl
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Ingoing inspection report questions
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Originally posted by flyernzl View PostAs well as the tenancy agreement, I have a house manual for each tenancy.
Think of something like the folder you find when you stay in a motel unit.
Do you leave it at the tenancy? Or it gets handed personally to the tenant[s]?
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After completion of the ingoing inspection I open the compendium and go through it paragraph by paragraph, page by page.
It is actually quite useful, even to me, as it makes sure I tell them a lot of details e.g. the location of the water main stopcock for when the kitchen tap explodes.
I then leave the book with them. It has a couple of empty slots in it where they can keep their copy of the TA and also the bond receipt when it arrives. Everything is then all together in one place, easily accessible.
I also include the contact details of the plumber and the electrician.
My cellphone is their first port of call, but if (for some unforeseen reason) I am not contactable and the do have an emergency they can then go ahead and call these guys directly who are already are familiar with the property.
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Originally posted by Angela1 View PostAfter spending much time reading this useful forum, I realise now I made a mistake with the first rental property by leaving the existing tenants in it since they had paid the rent on time for over a year (and still do today). However at the time, I just used the previous owners inspection report which was the basic tenancy website one knowing no better where both landlord and the tenants just ticked everything. No other detail whatsoever. Oh well as they say, making mistakes simply means I’m learning faster. I did get them to sign a more detailed agreement though.
So now for another property I am making up my first document for the ingoing inspection report. Its going to be quite detailed, 7 pages long so far. From what I have gathered if you have no baseline agreement as to the condition you can forget about any successful outcome at the tenancy tribunal for damages later. For me its also about recording what was there as well, as you can’t inspect it if it goes missing – and you have to know its missing in the first place in order to claim it.
So my new report will be something like this:
Bedroom 1
Carpet Brand new, perfect condition, never been lived in.
Walls Freshly painted, no marks, holes, dents, or flyspots. 2 Picture hooks
Skirting Boards Freshly painted – undamaged.
Wardrobe /doors Clean, 2 nails LH side for hanging belts, doors freshly painted, 2 varnished internal shelves, carpet in wardrobe. No marks, holes, dents.
Entry door and stopper Clean, no marks or holes. Has stopper
Ceiling Clean, no fly spots. Small 1cm dent near window
Light fitting, power points, and light switch. All brand new. Light fitting dome glass style.
Curtains Clean freshly washed. Cream with embossed pattern thermal backed. No holes
Net curtains White nets, Clean washed, 3 small 1cm rips.
Window frame and catches All catches in place, fully functional. Frames are clean, minor paint cracking on sill area= 20cm m2
Window Panes Clean, single crack in LH window bottom right corner
Smoke Alarm Photoelectric Warrior model: MT588H-LB installed Dec 2016 - 10 year warranty 10 yr battery
Bedroom 1 Comments
Overall like new condition, painted by master painter, undamaged, no mould, mildew, grime or dirt.
Is this too much? Would a prospective tenant freak out thinking I am going to be some kind of anal neat freak inspector? – or maybe that is good… (the kitchen and bathroom one is much longer).
I don't think I've seen one as long as seven pages but really depends on the house size, the one I use is around 4 - 5 and the more detailed you are the stronger position it puts you in as well as it also prevents disputes with the tenants which also allows you to be fair an reasonable should you make any damage claims etc.
Your certainly on the right track by detailing the number of curtains and describing the patterns.
Its also good to put down the number of window latches, security stays, door stops, sink plugs etc.
However, nothing can beat photos that are date stamps, the amount of arguments I've managed to avoid with the use of photos is just priceless.....Fraser Wilkinson
www.managemyrental.co.nz
Wellington / Lower Hutt / Upper Hutt / Porirua
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Thanks FJW, good to know. While mine may be 7 pages, there is lots of blank space available for the tenant to write on too. Nothing more annoying than small spaces on forms then you can't read the writing later. Very tragic if its necessary to write down the number of window latches and sink plugs, but I shall do - so thanks!
Interesting no one has mentioned any trouble of the photos being disputed, seems to be you can take all the pics in private before they move in and its generally accepted by all as fact - date stamped or not.
Perry - I just checked my cheapo Lumix point and shoot camera, and it has a date setting in the set up menu, but not obvious where to turn it on for displaying it. Probably one of those read the manual things. My DSLR has the date option. Though if you were taking them on a memory disk to show on a laptop in the disputes tribunal, in the details of each photo shows the date it was taken, so they would accept that as proof? Obviously you have to have your date setting right before taking the photo, but that is their argument I guess, its easy to change the date on a camera so therefore its not proof of anything.
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Originally posted by Angela1 View PostThough if you were taking them on a memory disk to show on a laptop in the disputes tribunal, in the details of each photo shows the date it was taken, so they would accept that as proof? Obviously you have to have your date setting right before taking the photo, but that is their argument I guess, its easy to change the date on a camera so therefore its not proof of anything.
Though not impossible to edit, there is a 'hidden' file with most digital-camera-taken images wherein (what's called) the EXIF data is stored. That has date, camera type, orientation, exposure settings and so on, in it.
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Originally posted by Angela1 View PostPerry - I just checked my cheapo Lumix point and shoot camera, and it has a date setting in the set up menu, but not obvious where to turn it on for displaying it. Probably one of those read the manual things. My DSLR has the date option. Though if you were taking them on a memory disk to show on a laptop in the disputes tribunal, in the details of each photo shows the date it was taken, so they would accept that as proof? Obviously you have to have your date setting right before taking the photo, but that is their argument I guess, its easy to change the date on a camera so therefore its not proof of anything.
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I'm no expert, but during the initial inspection when both parties are present I always take photographs of the property - especially if there is an existing stain or wall hook etc. [Handy to carry a small ruler and blue tack to reference size (of stains, holes, hooks etc) in photos]
This way both parties are aware of and have seen/agreed with what they signing for. On a new property I would probably take video of the premises as well.
Then the photos are attached to the scanned copy of the contract, inspection report and tenancy information pack and email out to the new tenant for their records. This is all done just before/ in the first week they move in and takes only a few minute to do. If the tenant finds something we missed they need to photograph and send it to us within those first 7 days and I add it to their electronic file.Last edited by Jellybean; 29-12-2016, 05:37 AM.
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Hi Jellybean
That’s a good idea re blu tack and small ruler I am going todo to too – thanks.I was going to buysome small cheap flash drives and put my photos and video on that – too manyphotos to print out since my tendency would be to take around 10-20 per room.
Then include the statement on the inspection report. ‘[tickbox ]The tenant also agrees that all the photos/video given to them on theflash drive are a true and accurate representation of condition of the houseand grounds at tenancy start and form part of the ingoing inspection report.’
So you keep the only original signed tenancy agreement andthe tenant only gets the scanned copy of it.My background with contracts two contracts must always be signed,then right after signing the contractor takes one copy away for them and I keepthe second copy.
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Hello Angela1
Those people interested in renting our houses have to fill in an application form - its pretty detailed so I can research them.
Once we agree to rent to a tenant I ask them to please send me a scan of their drivers licence and copy of passport. I ask for 4 weeks rent as deposit and the first weeks rent in advance.
I then populate as much of the contract as possible (e.g with their and our details, special clauses like no subletting, no pets, no smoking etc) and email a PDF of the contract to them- so they can fill in any missing details.
At the very least they know what is required before we meet for the signing. I only meet with them once they have made electronic payment.
We still sign two hardcopy contracts and we go through the tenant pack (about 10 pages long) together so their is no misunderstanding.
A couple days before they move in we meet onsite, for the inspection and this is when I take pictures of any stains etc which we agree they are not liable for (DO NOT photograph the general room - only the 'flaws'). We also photograph the water and electrical readings and I encourage them to do so too. Luckily photos on iPhone have date and location already.
Once they move in I send a welcome email and include attachments of all documents electronically (proof of bond lodged/ accepted, contract, pictures and tenant pack).
This way, we have traceable electronic proof that its been sent. (If you simply put it on the drive they can say they never received it.) No need to waste money buying flash drives
Hope that helpsLast edited by Jellybean; 29-12-2016, 02:06 PM.
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Hello Perry
Sorry - yes I meant bond - my bad.
Personally if we want a general overview we would use 4K video. It would be just too many photographs to document such large areas and a nightmare to match a small pic to a room (like finding 1 particular white pill in a bottle of all white pills). We get very good stills/images off our video if we need it. Its great when things are brand spanking new.
For us, the still photographs serves serval purposes - it documents the "flaw", provides a reference point so if its worse in the future we can compare, and by emailing we create a trail of evidence that we declared it prior to tenant moving in - but i've never had reason to use so don't know if my thinking is sound here! At the same time don't want sooo many photos that the tenants think they have rented a poorly kept property. For me it's a bit like forensics - find what is relevant and photograph just that.
I have no idea if this is the best way to do it but this is how we record it.Last edited by Jellybean; 29-12-2016, 07:50 PM.
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As I have said before, we take numerous photos. It has helped in court as we did state that, if the item were damaged at the start of the tenancy we would have had a photo of it. We were given the benefit of the "more likely than not" test on that issue and got an award for the damage done.
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