Tenant Pre Check Out Notes

If your tenancy ends during the pandemic the checkout may be delayed.

The purpose of this guidance is to enable you to produce a brief information report to help you note any issues and confirm the condition of your rental property when you hand back the keys.

By answering the simple questions shown in the app, you will be able to notify the landlord/letting agent of any issues with the property that require urgent attention while providing proof of the condition of the property when you left. It is in your best interest to take as many photos and even videos as you can to protect yourself from unnecessary claims. 

The check out notes will also help you record the meter readings, keys handed
back to the landlord/letting agent and confirm the condition of the property and will
be viewed by the inventory clerk when compiling the final checkout report.

Please Note: The information you provide does not act as a substitute for a check out report; this will be carried out (depending on landlord/managing agent instructions) once it is safe to do so.

A prompt field has been added to the start of the template to remind you of your responsibilities under the tenancy agreement; please refer to the landlord/managing agent if you are at all unsure.

Meter Readings

Please refer to your inventory report to ensure that you have the correct meter; check the serial number and any identifying information such as a property sticker or numeral around or near the meter to be sure you are capturing the correct information

State the location and serial number of the meter; for example:

Location: Ground floor under stairs to left

Serial no: S15C12988

List the meter readings; for example:

A: £005.45

B: 0622

C: 3103.20

D: £019.58

E: £001.87

F: 079715.32

G: 08592.11

H: 019.64

I: 01123.21

J: 011.92

Add Photographs:

You should take a picture of each reading for each meter.

To take a picture; you should:

  • Click on the camera icon > add an attachment 
  • Click on the camera icon bottom middle to take and add a picture of the room or issue you are commenting on
  • Click on the ‘X’ to the top left corner to go back to the main screen of questions. 

Please Note: You are responsible for letting the utility company know the meter readings and your forwarding address details.

Keys

Please list all the keys being handed back to the landlord/managing agent and those being left in the property.

Add Photographs:

You should take a picture of the keys so they can be easily identified. Place them evenly on a surface such as the kitchen worktop before placing in an envelope to hand back as instructed by the landlord/managing agent.

To take a picture; you should:

  • Click on the camera icon > add an attachment 
  • Click on the camera icon bottom middle to take and add a picture of the room or issue you are commenting on
  • Click on the ‘X’ to the top left corner to go back to the main screen of questions

Health & Safety - Smoke & Carbon Monoxide Alarm(s)

There should be at least one smoke alarm for each level in the property. For example a 3 bedroom house would normally have 1 x smoke alarm located perhaps in the lounge or entrance hallway. The alarm to the next level would normally be located in the landing. 

Some properties also have a heat sensor alarm located in the kitchen area. Carbon monoxide alarms(s) are common even when there are no solid burning fuel units at the property. 

All alarms should be listed and push-button tested

State where the alarm is located; for example:

Location: Entrance hallway

                 Landing 

Test each alarm by pushing the test button and note whether you have heard a ‘bleep’ or not and indicate the result:

Test Result: Alarm push-button tested. Bleep heard / not heard (delete where applicable)

Please Note: Replacement of batteries are your responsibility, however, if the alarm is a sealed unit or mains connected and you cannot hear a ‘bleep’ then state this in your comments. 

Issues to Note

This section is to let the landlord/managing agent know of any changes to the property since the tenancy started. For example, a new or replacement shed in the garden, repainted walls or replacement carpets fitted.

If there are any outstanding issues that need to be highlighted add the information in the comments section.

You can also make your comments in the Room Notes section.

Please answer all the questions; select your answer by tapping on either:

YES 

NO

N/A (not applicable) 

Comments: 

You should be telling the landlord/managing agent what the issues are, or information you want to tell them about that requires their urgent attention.

  • Click the small paper icon to add your comments; then click ‘save’.

Add Photographs:

There are no limits to the number of photos you can take with the app however we recommend adding enough to help the landlord/managing agent understand what it is you are telling/showing them.

To take a picture; you should:

  • Click on the camera icon > add an attachment 
  • Click on the camera icon bottom middle to take and add a picture of the room or issue you are commenting on
  • Click on the ‘X’ to the top left corner to go back to the main screen of questions

Property Security

All the questions shown are so that you can advise the landlord/letting agent that you have taken steps to ensure that the property has been secured and made safe
should there be a delay in either the inventory clerk, landlord/letting agent visiting
the property after your departure during the pandemic.

Please Note: you are responsible for the property up until the end of tenancy date/time as stated in your tenancy agreement.

Please answer all the questions; select your answer by tapping on either:

YES 

NO

N/A (not applicable) 

Comments: 

You should be telling the landlord/managing agent what the issues are or information you want to tell them about that requires their urgent attention.

  • Click the small paper icon to add your comments; then click ‘save’.

Add Photographs:
There are no limits to the number of photos you can take with the app however we recommend adding enough to help the landlord/managing agent understand what it is you are telling them.

To take a picture; you should:

  • Click on the camera icon > add an attachment 
  • Click on the camera icon bottom middle to take and add a picture of the room or issue you are commenting on
  • Click on the ‘X’ to the top left corner to go back to the main screen of questions. 

Complete all questions whether they are applicable or not

Room Notes

As a minimum you should take 2 x pictures of each room or area (garden / outside spaces) so that the landlord / managing agent can ‘see’ how the property is being maintained and so that they can help you manage any issues.

Please Note: Current TDS guidance regarding post tenancy advice can be found by visiting www.tenancydepositscheme.com/covid-19/ 

Take a picture of the room from the doorway into the room than another from each corner of the room. 

Add Photographs:

There are no limits to the number of photos you can take with the app however we recommend adding enough to help the landlord / managing agent understand what it is you are telling them.

To take a picture; you should:

  • Click on the camera icon > add an attachment 
  • Click on the camera icon bottom middle to take and add a picture of the room or issue you are commenting on
  • Click on the ‘X’ to the top left corner to go back to the main screen of questions.

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