Guidance and advise

  

CHECKOUT PROCEDURE                                           

At the appointed check out time, Saxon will do the following: 

• Take utility meter readings (Please ensure water meters are clean and accessible)
• Request your forwarding and contact details.
• Conduct the final inspection.
• Discuss our findings with you.
• Secure the premises, and return all keys to the agent or landlord.
• Submit our report to the instructing principal.

What the tenant must do: 

• Ensure punctuality for the appointment.  If you are late, we may have to abort the check out due to onward appointments which will incur additional costs which are deductable from your deposit.
• If you do not wish to be present for the inspection or cannot make the appointment time, you must notify the agent well in advance.  We will gladly collect the keys from the agent and carryout the inspection without the need for your attendance.
• Complete all cleaning well in advance, as no further cleaning will be permitted once the inspection has begun.
• Remove all personal effects from the property.
• Return all items to the same locations as stated in the inventory.
• Return all keys to the inventory clerk, and provide original receipts for any professional cleaning carried out.
• Read your tenancy agreement thoroughly, and ensure you comply with the terms and conditions relating to check out.
• Do NOT return to the property for any reason without permission to do so from the agent or landlord.  This will invalidate the inspection and may result in a further inspection being carried out at your expense.

Our top checkout tips...

General cleaning...

Always use a professional cleaning contractor that is recommended by your agent or landlord.

The agent’s contractors provide a comprehensive service which includes household cleaning, carpets, ovens etc and the prices are usually fixed and agreed in advance. This can offer great value when compared to using individual cleaning specialists.  Most importantly, they know exactly what needs to be done to meet the check out standards.

 If you do not clean the property to an adequate standard for the next tenants the agent may need to employ a contractor at short notice which could cost you considerably more.

Carpets...

Use a specialist company as recommended by the agent.  The carpets must be cleaned using the steam extraction methods to produce the best result.

Under no circumstances should you use a DIY machine as they rarely ever produce a satisfactory result and can actually damage the pile through excessive water.

If you have any stains or spillage marks ensure you tell the contractor what caused this so they can apply the most appropriate pre-treatment giving them the best possible chance to remove the marks. 

Permanent stains or damage can lead to compensation charges or in more severe cases the carpets may need replacing.

 If the carpets were not fully cleaned before you moved in they may still need cleaning due to further soiling or traffic marks.  Technically, you may not be responsible for 100% of the cleaning cost but it can help speed up the deposit return process if this is done before you check out.

Decor...

Remove finger prints and excessive marks from the decor.  Whilst reasonable wear and tear is expected, your fingerprints to walls and doors is quite clearly a cleaning issue. 

Curtains...

Look behind the curtains for dust or water stain marks.  If they need cleaning it should be done by a dry cleaners giving you sufficient time to re-hang them before check out.

If they need cleaning after your check out you will also incur costs for labour to remove and re-hang the curtains.

Do not wash the curtains in a washing machine as this will invariable cause shrinkage and they may then need to be replaced.  

Remove dust from slatted blinds where fitted.

Kitchens...

Quite often the most difficult part of the property to clean.  Pay particular attention to the following hotspots often missed:

 ·         De-grease extraction hoods – always fit a new clean filter

·         Washing machine soap box and door seal must be cleaned

·         Dust and debris in the appliance recesses

·         Defrost and deodorise the fridge freezer (leave ventilated)

·         Clean greasy marks from underside of wall units

·         Clean door edges and trim panels of the dishwasher

·         Remove splash marks from inside the microwave

Bathrooms...

Limescale deposits must be removed from bathroom fittings and sanitary ware. Even the toughest scale can be removed if the correct products are used.  As with all chemical products they must be used in accordance with the manufactures instructions and with care to prevent damage to chrome finishes etc.  Once again, we recommend this is left to the professionals.

Pay particular attention to the following hotspots:

·         Scale to upper rims of WC

·         Scale and water marks to tiles

·         Scale to base of taps and fittings

·         Dust to extraction fans

·         Mould spots to silicone sealant

Lighting...

Replace all blown or missing light bulbs.  If this needs to be done after your check out you will incur cots for the bulb(s) and the labour to buy and fit them.

Ensure all fittings and shades are free from dust, pay particular attention to up-lighter shades which are notorious for heavy dust deposits.

Gardens...

Neglected gardens can take many days to get back to a good order.  Start well before the check out to ensure rainy days do not interfere with the work.  Cut the grass and clear all weeds and leaf fall which should be removed from the property. 

Upholstery...

If this was new or clean at start of tenancy get it cleaned.  Fabric covers to furniture are seat pads are prone to greasy marks and general discolouration.

Thoroughly vacuum the underside of seat cushions.

Leather furniture should be treated with a good quality leather care kit.

Linen...

Freshly launder the linen, iron and leave folded.  Do not make up the bed as it will have to be removed for inspection at the check out.

Pillows become stained and marked through normal use and are not very hygienic for the next tenant so these should be replaced.

Windows...

Book a window cleaner well in advance so the windows can be cleaned a few days prior to check out.  When cleaning the internal glass don’t forget to clean the frames which often become soiled by traffic film.

Breakages...

Replace broken or missing items with a good suitable equivalent. If in doubt about suitability please liaise with the landlord before purchase.

If the agent or landlord needs to expend time sourcing an item then you will invariably incur additional costs for the procurement and delivery.

Keys...

Ensure you have all the keys ready for inspection at check out.  Missing keys (particularly the main entry keys) could incur lock replacement costs.

Mould & Mildew...

There are two types of mould and mildew that can develop during a tenancy:

1)    Low level damp penetration to outer walls normally creeping up the walls from the bottom.  In most cases this indicates a maintenance issue for the landlord.

2)    High level mould normally seen on ceilings, silicone sealant around bath fittings and window frames. This is almost certainly caused by a combination of high humidity and lack of ventilation.

In either case, the problem should be kept under control or even eradicated by using a good quality proprietary treatment readily available from retailers. In our experience, the most effective brand is Hagesan Mould Spray which can be purchased from www.amazon.co.uk

Dust & polish...

Finally, ensure all dust and cobwebs are removed. Start at the highest point of a room working downwards.

Pay particular attention to the skirting boards and corners of the ceiling. 

  

FURNITURE & FURNISHINGS (FIRE) SAFETY REGULATIONS

If you let your residential property furnished you must ensure that certain types of furniture and furnishings provided meet the current safety regulations - failure to comply with the regulations

Is a criminal offence and may result in:

•  A fine of £5,000 per item not complying

•  Six month's imprisonment

•  Possible manslaughter charges in the event of death

•  The Tenant may also sue you for civil damages

•  Your property insurance may be invalidated

These regulations are enforced by local Trading Standards Officers

Q. Can the Regulations be avoided?

A. No! It is an offence to either:

•  Give the furniture to the tenant

•  Sell the furniture to the tenant

•  Obtain an indemnity from the tenant that they do not mind the furniture does not comply

•  To store the furniture so that the tenant can put it back in the premises

•  To leave the items off the inventory inferring that they do not exist

THE REGULATIONS APPLY TO:	EXCLUDED ITEMS:
Settees, Arm Chairs, Futons, Sofas, Sofa beds.	Antique furniture, or furniture manufactured before 1950
Padded seat cushions (e.g. Dining chairs)	Bed clothes and duvets.
Office chairs (Filled or padded)	Loose mattress covers / protectors.
Beds, Bed bases, Padded headboards, Mattresses, Divans & Pillows.	Pillow cases.
Nursery furniture.	Sleeping bags
Padded conservatory furniture.
Loose, stretch and fitted furniture covers.
Scatter cushions.

PREPARING YOUR PROPERTY FOR INVENTORY

Most important...

We conduct hundreds of tenant check in appointments each year, and the two most common complaints from your new tenants are: 

1)    Inadequate cleaning that is not to professional standard

2)    Unwanted personal items and bric-a-brac left behind by the landlord

 Overlooking these issues always gets the new tenancy off to a very bad start and invariably has to be sorted at short notice by the agent.  Not only is this frustrating, the work will inevitably cost you considerably more than it would if these were planned and dealt with in advance.

 Producing the detailed Inventory report takes approximately 4 days to produce from the time of compilation.  Where time constraints exist, we will do the compilation just before the tenant moves in and then summarise our findings when they arrive for the check in appointment.

During the compilation, our Inventory Clerk will describe each room and item in great detail, making note of condition and cleanliness. 

Saxon also take high quality photographs of all the main rooms for insertion within the inventory document.  Please ensure each room is tidy and free from your own belongings to help us produce a picture that shows each room in the possible way.

We strongly advise Landlords to employ a professional cleaner, especially for the carpets (where fitted) as this helps to avoid ambiguity at the check out, and ensures the tenants have an obligation to have the carpets professionally cleaned at the end of the tenancy.      

Utility Meters...

Please ensure meters are clearly labelled and location identified. 

Water meters are only read when they are: (a) easily located (b) accessible (c) clean and legible

Keys...

Prior to inventory compilation we will need all the keys intended for issue to the new tenant.  Please ensure the keys are clearly labelled, and remove all keys that are surplus to requirement.

If the agent or other contractors need further access to the property, please ensure they are issued with ‘Management Keys’ to gain access to the property.

Instruction Manuals...

We recommend you provide tenants with a photo-copy of the instruction manuals and keep the originals for safe keeping.  Please remove guarantee forms and assembly leaflets etc, as they are of little use to the tenant.  

Linen...

Please do not make the beds because it all has to be removed as part of our inspection process. Linen should be freshly laundered, ironed and folded.  

FAIR WEAR & TEAR

Introduction...

Deciding what constitutes fair wear and tear is clearly subjective to each individual, however in most cases common sense and good judgement of an experienced and impartial inventory clerk will prevent disputes between landlords and tenants.

 When an issue is considered to be beyond reasonable wear & tear the appropriate action to be taken will vary considerably based on a number of factors:

1)    Original age and condition

2)    Normal life expectancy

3)    Severity of the check out condition

4)    Whether the condition is likely to have an adverse effect on future rentable value

 In the table below we have set out some of the most common issues we encounter, and provided our comments on typical corrective actions.

Typical Issue	Typical Corrective Action
Rubs and marks to decor	Firstly we must determine if the marks are excessive?  The landlord should anticipate the need to re-paint at a period between 4 to 5 years through normal use.  Whilst marks and rubs are to be expected, they should be typical for the original condition and length of tenancy. Wear & tear to decor in hallways, kitchens and stairways is inevitably higher than other parts of the property.
Excessive marks to the decor	In most cases, we would recommend that the excessive marks are removed by cleaning to improve the appearance. We would expect marks to remain after cleaning, but more in keeping with normal wear and tear.
Chips and rubs to door frames and woodwork	A small amount of chipping is unavoidable, and more likely to occur in unfurnished properties. Bear in mind that each tenant has to get all their furniture in and then out again. Deep indents or heavy chip marks are demonstrative of a lack of due care and will need to be made good.
Settlement cracks	Cracks often occur around doors, to walls above/below windows, to coving and skirting boards.  This is most prevalent in new homes that will undergo some shrinkage in the first few years. In almost all cases this in quite normal and not a tenant liability issue.
Carpet cleaning	If cleaned prior to the tenancy they MUST be cleaned at the end. All carpets will wear with normal foot traffic, and even after cleaning some general shading and flattening of the pile is likely to remain as will the indents left behind from furniture.
Carpet stains	If stains remain after cleaning then compensation may apply.  This will depend on size, severity and location (a 2 foot stain right next to the doorway is considerably worse than a 6 inch stain in the far corner of the room)
Carpet damage	Again, size etc will determine the corrective action. Iron burn marks and scorch marks from hair tongues are the most common issues, and compensation will be charged for less severe cases but replacement carpet may be justifiable in more severe cases.
Carpets damaged by pets	If pets have been kept at the property without consent then the tenant can expect to much higher costs to be associated with the damage.  After all, the landlord had no reason to expect any wear or tear to the property due to the pets. Cat urine marks to carpet and/or the underlay is almost impossible to eliminate and replacement carpet is the most probable outcome. Cat claw marks or snagging of the pile is more likely to result in a compensation charge.
Vinyl flooring torn	Very dependent on size and location of the tear.  Often seen in close vicinity to heavy kitchen appliances that have been moved for maintenance or cleaning.  A small tear by the washing machine may constitute wear and tear, but a long tear elsewhere is due to a lack of care.
Cracked floor tiles	Firstly we check for signs of impact. Tiles often produce linear cracks particularly when fitted on top of wooden floors due to stress and movement. If the tile is also chipped or has radial cracking then impact is the most probable cause which will result in charges to the tenant.
Limescale deposits	All too often we hear tenants stating that they have ‘tried everything’ and it will not come off, or it is due to the hard water in the area.  We have yet to encounter limescale that cannot be removed by the right product or by using a professional cleaner that has the right experience and product combined.  In all cases, further cleaning will be chargeable to the tenant.
Mould or mildew to lower walls	Almost certainly caused by damp penetration beyond reasonable control by the tenant.
Mould or mildew to high levels	Mainly caused by tenant living conditions (high internal humidity and lack of adequate ventilation) Drying clothes indoors over heaters has been proven as the biggest cause. The mould is a living fungal spore and can rapidly spread causing and unsightly problem needing proper treatment to eradicate it.  Costs invariably charged to tenant unless there is documented evidence of a previous problem not correctly treated (EG: Inventory refers to indications of mildew present before check-in)
Grouting stained	Grouting will discolour quickly in any wet area such as bathrooms and kitchens. If the stains are heavy or could easily be improved by simple cleaning then charges will apply to tenant.
Pillows are stained	Consumable items that need replacing at regular intervals for hygiene reasons. If new at start of tenancy, then tenant should replace these.
Scratches to stainless steel	Some light scratching is quite normal, but with many specialist cleaning products available then scorer marks will normally result in compensation
Scorch or heat marks around oven	Usually this is normal wear and tear – ovens give off extremely high heat and many modern economy kitchen units are plastic coated which will lift and peel around the oven
Burn marks to plastic sinks	Normally a choice between burnt fingers or burnt sink – not normal wear and tear and compensation should apply
Heat marks or blisters to kitchen worktop	Easily preventable by using a proper pot stand.  Corrective actions may vary from compensation to repairs (depending on severity and original condition)  The need to replace is extremely rare as a good tradesman can cut out severe damage and insert a ceramic or steel inlay that is both practical and looks good.
Chipped granite	Very minor chips border on wear and tear (EG 1 – 3mm on edges prone to knocks around the sink etc) Larger chips can be repaired by specialists such as ‘Magicman’ who will render the repairs as ‘almost invisible’ for a modest price chargeable to the tenant.
Knife marks to kitchen worktop	Lack of care by the tenant. Charges will apply.
Swelling to kitchen worktops	Usually wear and tear between worktop joints, sink area and above a dishwasher.  Clear signs of continual water logging may justify a charge.
Door handle indents to walls	If no door stop is fitted behind the door then this was inevitable, particularly where a thru draft occurs from front to back of property.
Curtain poles coming off wall	We will look to see if correct fixtures were used during installation.  Plastic rawlplugs in a hollow wall will not withstand normal curtain weight for very long before pulling from the wall through normal use. It the mounting brackets are also bent then this is an indication of overloading and may be chargeable.
Missing items	Replacement costs will apply, but a reasonable alternative may be supplied where the original cannot be easily replaced. EG. Problem: 1x wine glass from matching set broken  - glasses cannot be purchased as a singular Action: Replace with 1x glass of similar quality (does not need to match)
Freezer drawer cracked to front	Plastic becomes brittle with use and age.  Some cracking is quite normal with use. If the front is heavily cracked or broken then heavy ice build or over filling may well be a contributing factor in which case charges will apply.
Crockery cracked or chipped	Inevitable with normal use, so minor issues are wear and tear. Items that have sustained heavier damage or breakage should be replaced by tenant. Where the items forms part of the inventory clerk considers as bric-a-brac then no charge will apply.
Unstable furniture	IKEA quality furniture is now common place in many rental properties. If the furniture appears poorly assembled (lack of glue to dowel joints etc) then wear and tear is most likely.
Loose fixtures and fittings	Depends on suitability of mountings – rawlplugs to hollow walls constitutes wear and tear whilst signs of probable impact or overloading is beyond wear and tear.
Candle wax	Cleaning issue charged to tenant
Ring marks	Lack of due care to protect a surface – compensation is charged to tenant
Chip to bottom of bath or shower tray	If a heavy shower head is fitted that could be knocked from the mounting with normal use then the chip could be considered wear and tear.
Water stain to ceiling	The clerk will try and ascertain source of the problem.  If the problem was reported in a timely manner then the issue is landlords maintenance. If the tenant failed to report the problem and damage has increased over time then the landlords repair cost will be unnecessarily high. In this case the tenant will incur costs.

Quick find...

 

Checkout procedure

 

Top tips for check out

 

Fair wear and tear

 

Furniture & furnishings (fire) Safety regulations

 

Preparing a property for inventory