Reports and Contents

Reports & Contents

When we were discussing how to best convey the content and features of our reports when designing this page, the phrase “A picture paints a thousand words” came to mind.

So we thought “What better way to show off our Industry Leading Reports?” Include them. On this page you will find actual examples of our reports.

But what makes our reports better than our competitors?

Our reports are considerably more detailed with an average report for a two bedroom unfurnished flat/house being 70 to 90 pages long with 250+ photographs against our competitors reports of 30 to 40 pages and circa 30 photographs for a like for like property.

Next we layout our reports in an easy to read “Storybook” method which means the item description photographs and damages are all on the same page not like our competitors who have pages and pages of thin text and then a block of 20 or so photographs at the end of the report. This means with their reports you have to keep flicking  back and forth between text and photos.

Finally we do not use masses of time-wasting abbreviations. We only use RHS – Right Hand Side and LHS – Left Hand Side. It is very common for our competitors to have a whole page or two dedicated to the meaning of the 40 plus abbreviations they use; making their reports read like a puzzle – very time consuming, pointless and laborious.

These points coupled with the fact we deliver all reports same day no matter what time we leave the property, makes for the best reports and service in the industry.


All Reports Can Be Delivered In Over 58+ Languages

Professional Inventories is the first and only Inventory company in the World to offer all of its reports in multiple languages.
Life, no matter where you live is multi-cultural, so we have developed an inventory report service to meet this need.The Inventory Clerk could be English, the agent Russian, the Landlord Gujaraty and the tenants a mixed house share of Polish, Greek, Italian, Chinese, Latvian, Korean and Thai. Professional inventories can translate the report into the Mother language of all tenants so they can easily read it, no matter what the base language used, and still deliver the original report and all the translated versions same day!

Languages include:

“Afrikaans, Arabic, Azerbaijani, Belarusian, Bengali, Bulgarian, Burmese, Chinese, Croatian, Czech, Danish, Dutch, English, Estonia, Filipino, Flemish, French, German, Greek, Gujarati, Hakka, Hindi, Hmong, Hungarian, Italian Japanese, Javanese, Korean, Latvian, Lithuanian, Malay / Indonesian, Nepalese, Northern Min / Simplified Chinese, Persian / Farsi, Polish, Portuguese, Punjabi, Romanian, Russian, Serbo-Croatian, Slovak, Somali, Spanish, Swedish, Tamil, Telugu, Thai, Turkish, Turkman, Ukrainian”


The inventory is the most in-depth report produced by us and will detail in a brief and clearly expressed manner every item in the property from ceiling to floor. All fixed items – doors, handles, walls, windows, switches, sockets, coving, curtains, blinds,  loose furnishing, appliances etc in fact everything you see.

The format has been devised over the last 25 years is as follows. This is an ongoing process, it grows and develops daily, weekly monthly, yearly using from input from Landlords, Agents, Tenants’ , changes in legislation and results from disputes cases, improved working practices and technology.

The Key basic areas of a report must include the following:

Inspection date
Inspection address
Property type
Client name

Level of Furnishings – Furnished, Part Furnished, Un-Furnished.
Security Features Installed
Stopcock Location – Important for emergencies especially in flats.
Meter Readings (As part of the Check In)
Will include Water, Gas, Electricity, Oil, Solar power.
Date meter read
Type of meter – Tariff or Prepay
Location of the meter
Serial number of the meter
Physical reading of the meter
Close up photograph of the meter to avoid disputes and errors
Keys (As part of the Check In)
Key type – Yale, Mortice, Remote, security etc
Lock location key fits into – Front door, rear door, patio door, front garage door
Location to include, if more than one lock in door which lock it is – Upper lock, middle lock, lower lock etc
Number of that particular key/s issued / received
Comments ( For advising of location) key found in back door placed in upper kitchen drawer for security
Photographs of all individual keys so reader can see each key type and confirm the number signed over to tenants. This also stops inferior keys being returned.

Example: High security locks common on Communal entry doors cost circa £90.00 each to be recut. Photographing the keys individually stops an inferior recut key costing £5.00 being passed off as an genuine security key.

Details smoke, CO Alarms, window lock keys, PAT and Gas Safe certificates found in property.

State of cleanliness
A snap shot of the main property areas and appliances. Full cleanliness of each property item will be detailed in the main report as they appear.

List of All Interior Rooms
We detail the rooms from right to left
We add room locations to avoid confusion

List of Exterior Areas
We list these areas in a chronological system:
Example:Front garden and or driveway will always be the first inspection areas.
Interior rooms
Rear garden and garage the last inspection areas

List of All Individual Room Items Fixed and Loose

Once the room layout is established we then populate each individual room with ALL its individual items. These items are then described in full with any observations seen(problems). The room item descriptions should follow the same format for each item within the property to promote professionalism, easy report reading and be comprehensive. The descriptions will be supported by good quality photographs
Each room item will be described in the same format.

Details the “OBSERVATIONS” in item and room order as a way to quickly review the issues affecting the property without having to fully read the report from cover to cover, saving you time.

We use ‘FORENSIC’ measuring tools so when damage is photographed the image has scale and reference.

Where there is an issue these are repeated over and over for every item in the property, thus producing the UK’s most in-depth, comprehensive, impartial, unbiased report, protecting Landlords, Agents and tenants.

This report is delivered the same day we visit the property.

To view an example Inventory Report click on this image:

The Inventory in the this example is combined with an example of a Simultaneous Inventory & Check In Report.

The Check In is a very basic report and confirms the date the tenants took possession of the property, meter readings, keys etc.

If carried out in conjunction with an Inventory (this is highly recommended), the tenants will be introduced to the property with a formal tour and in each areas observations and comments will be pointed out. Comments will include informing the tenants on facts about the property “This room is newly painted, the boiler / heating operates like this, the property has been professional cleaned etc.

The Check In will include all items of the inventory except for descriptions and observations of individual items.

We include circa 10 to 20 overview photos in each room for this report.

In a deposit dispute situation a Check In report WITHOUT an inventory could only defend against a Key issue or a Dispute over Meter Readings, very little else.

This report is delivered the same day we visit the property.

Landlords using the Check In report WITHOUT the Inventory will potentially be letting tenants damage or steal from property. The Landlord will have little or no recourse in making a claim against the Tenants Deposit at Deposit Dispute for damage caused or items stolen, as he did not have an independent and impartial Inventory detailing the properties condition and contents prior to the tenants taking occupation.
The Landlord must prove the condition of the property at the time of Check In and at Check Out so that damaged / missing items are described and photographed BEFORE and AFTER proving the damages etc occurred during the tenancy. Without this proof there is no way to prove the damage or missing items were not damaged or taken before tenants took occupation.

This report is delivered the same day we visit the property.

To view an example Check In Report for an HMO Room click this image:

We have invested in the latest technology and are using bespoke software so that we can complete this report in one visit that our competitors take two visits to do.

The features of this report are exactly the same as detailed in the Inventory and Check In description above but the reports are carried out back to back saving time and money.

To view an example Simultaneous Inventory & Check In Report click on the image:

This is the shortest report we carry out but is extremely popular with Agents and Landlord as it delivers an insight into how a tenant is looking after the property and identifies any problems.

We also discuss with tenants and make note of any maintenance issue that they may have.

The inspection will include:

Inspection date
Inspection address
Property type
Client name

List of inspected areas and photographs

Inspection to identify the following.
If found EVIDENTIAL photographs and description taken:

Evidence Of:
Illegal Activity
Breach of Tenancy
Recent Repairs
Poor Cleanliness
Damp & Condensation

Plus inspections of, where relevant:
Boundary walls / Fences
Brickwork / Rendering
Chimney stacks
Doors & Frames (External)
Drives and Paths
Exterior decor
Gutters and Pipes
Windows,and frames (external)
All interior rooms, fixtures and fittings

This report is delivered the same day we visit the property.

What makes our Check Out reports so special is their unique format and layout making reading and comparing the Check Out to the Inventory 80% faster than conventional reports that our competitors produce.

Our Check Out Report is displayed in ‘Landscape’. On the left you have the original Inventory Report and on the right the Check Out Why?

This unique feature details that if an item is reported on (text and evidential photographs together) in the Check Out – dirty, damaged, missing etc its original description and photos from the Inventory are displayed on the Inventory side so the reader can quickly make a before and after comparison. Items not reported on in the Check Out are not displayed on the Inventory side, as there is no need to read about items if their condition etc has not changed from the start of the tenancy. Saving you time.

Overview of what a Check Out report is:

The Check Out report will contain the same initial information as an Inventory – Inspection Conditions, Keys, Meters, Cleanliness Overview, Safety and Inspection Areas.

To complete the report we go from room to room item to item and compare what the Inventory report states to what the item current condition is.

If there is a change in condition of an item both positive and negative, it is detailed as an OBSERVATION, as described in the Inventory section above. A positive could be walls repainted (with Landlord permission in writing), a higher level of cleaning presented, light bulbs that were missing are now replaced.

If though, items are missing or Non – Landlord items are left in the property by tenants this is again noted as an OBSERVATION.

The OBSERVATIONS and the supporting EVIDENTIAL photographs and notes in the report can be used by the Landlord to make a claim against the tenants deposit if required.

If you have had a poor quality “Inventory & Check In” or none at all; or one that was not impartial – (Landlord or Agent completed it.) These facts will seriously undermine the strength of the Check Out report and damage or even dismiss any chance the Landlord has of making a claim against the tenants deposit.

In January 2016, Agents who had used the “Simultaneous Inventory & Check In” and “Check Out” report service, successfully negotiated £7,000 + compensation fee for a Landlord from tenants who had caused substantial damages to his property. The case never even made it  to Dispute Resolution as these reports made it and “Open & Shut” case, providing the EVIDENCE required to prove the Landlord’s claim.

This report is delivered the same day we visit the property.

To view an example Check Out Report click on this image:

A guide to deposits disputes and damages
Check Out-Flat
Check In & Check Out Report
Check Out-Flat
Simultaneous Inventory 7 Check In
Single HMO Room Check In
Tenancy Deposit Dispute Case Studies - Cleaning
Tenants - 10 things to help you get it right


See what our customers have to say…

  • Called them out to do an inventory and check-in on one of my properties after a horrendous mess up with an Agent. Not only did they do it properly but it was done and emailed to me within 40 minutes of being completed. Im still waiting on one from my Agent after 4 weeks!!!. Worth the money and cheaper than agents

    Jenny Cane
  • Had a superb experience with this company. The inventory is very thorough and detailed . The best I have seen . They are very professional and reliable . Worth every penny x thanks guys

    Helen Piper
  • PiMS have been a breath of fresh air to deal with. We were impressed by the amount of detail included in their reports. The customer service has been exemplary. Many thanks

    Becci Parkin
  • Very professional .... couldn't believe how efficient .... was also pleased how they did a copy of the inventory in polish for my polish tenant ... it took away all the language barrier..... wouldn't hesitate to re use this company .

    Julia Cracknell
  • Came out same day we called, completed inventory and then checked tenant in. We had the paperwork signed and returned by the evening. Couldn't fault at all. Amazing in-depth inventory with HD photos and forensic measurements, polite and knowledgeable clerk. Best inventory we've ever had done in the uk with any of our lettings. Thanks PiMS

    Karen Trett
  • Highly professional and really prompt service. I was totally reassured that this stage of re-letting my property would be dealt with swiftly & smoothly and they didn't fail to deliver. I recommend that all that are in tenancy services make a very wise decision and use PIMS to avoid any unnecessary and costly situations that can & do often arise.

    Sadie Charles
  • Wow. Now that's what I call an inventory. Detailed, forensic and delivered the same day. In Hd. Every inch of the property covered. Lovely clerk too. Polite, knowledgeable and professional. Thanks PiMS

    Carl Simpson
  • Emma was very nice and professional. Property was checked and inspected quick and thoroughly. I am happy knowing that an independent company is backing me up with my tenancy. They really CARE. Their approach and personal treatment was spotless. 5 stars positive feedback

    Ruben Lopez Catalan
  • I needed an inventory on my 5 bed property. Ruth came out and meticulously recorded all details of my property in a 260 page report with 800 photos in HD. The report was emailed to me and also sent to my tenant. My tenant could iopen it and read it going through the prooperty and could then remotley sign it. I didnt need to come up from Surrey to do the check in or anything. Sorted out there and then in the most exceptional and professional manner.  The report is also tracked and stored securely. PiMS are the best inventory company I've seen in Lincs. Will only use PiMS from now on. Thanks ladies

    Hilary Brown Landlord
  • Fantastic result. Agent said I shouldnt bother to claim but I stuck to my guns and with the check out report Pims did for me I challenged the deposit return myself. Despite paying my agent to do that! Im pleased I did, the report was so indepth and unchallengeable that it was straight forward and the money was with me within 6 days. Now I can repair ther damage the tenants did and re-let, but not with that agent.

    Mrs Jameson
  • Emma and Ruth provide a very professional service with a personal friendly touch. I would definitely recommend PIMS Ltd.

    Emma and Ruth provide a very professional service with a personal friendly touch. I would definitely recommend PIMS Ltd. director
  • Emma and Ruth provide a very professional service with a personal friendly touch. I would definitely recommend PIMS Ltd.

    Liz Ramella Director
  • The service provided by Emma and Ruth was amazing. They are very professional and genuinely aim, to help you feel satisfied. I would 100% recommend PIMS Ltd

  • Very professional and efficient.. a great service and good value for money.. can highly recommend Emma and Ruth.. will definitely be using them again..

    Slim Shady Director/Owner

Contact us today, in Lincoln, to obtain more details about our wide-ranging property inventory services.

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