Arguably one of the most important tasks to carry out as an agent, landlord or property manager (inspector hereafter) is to evidence the condition, cleanliness and compliance of a property ‘before’ and ‘after’ a tenancy.
Once upon a time property inventories were recorded on paper and photographs played a role in making sure that the documented information was supported. For this the inspector would need a camera, clipboard and pen, as well as paper forms, for both parties. In contrast, property inventory software has enabled inspectors to document an entire inventory, including photos without any fuss. Everything that needs to be recorded can be, simply by using a combination of desktop, laptop, tablet or smart phone.
The option to include photographs in an inventory is very important, but equally important is the type of photograph that you include. The way that you take the picture will have an effect on its quality and its relevance to the inventory.
Take a look at our tips when using a property inventory App:
‘General Overview’ Pictures
A general overview of the room is a good place to start. Take a picture of the whole ceiling, the walls and the floor. Make sure that this type of picture is taken from different aspects of the room. For instance, stand in all four corners to capture the best angle. Quick Tip: Using the volume button on the device to take the picture can help steady the lens more easily. Here’s some good examples:
Only Take Pictures That Need to be Taken
There is no need to take a picture of every tiny detail, you only need to take a picture to show relevant detail. For example, you don’t need to take a picture of every single light bulb in every room. One picture of the whole ceiling would be sufficient and is usually covered by decent ‘General Overview’ pictures (see above). If there’s a problem with one light bulb however, simply take a picture of that, and accompany it with the relevant narrative (see below).
The Written Word is Just as Important
Including photographic evidence in your inventory is essential but the inclusion of words to accompany a photo is just as important. It doesn’t matter how good your camera is, it can’t capture everything. A smiling person isn’t always a happy one!
For example, sometimes property inventory software users can avoid written descriptions in favour of excessive photos. Just because there’s an ‘Add Photo’ button, it doesn’t mean you have to use it every time. In one scenario we recently came across, the inspector had failed to describe a crack located on a bath side panel. The photo chopped-off the area questioned by the tenant, which resulted in a return visit to the property. Sure enough, the crack was there, leading to a clear written description being added.
Another good example here would be smell. If a tenant has had a pet in the property then recording any damage by photo is great, but you can’t claim that the carpets need cleaning or even replacing unless you can prove that they smell! As a result this would need to be written and mutually agreed in advance. Equally if your tenant has been smoking in the property then pictures of the décor could help to show any damage by way of discoloration. But once again a picture cannot depict the extent of any damage caused by smoking because the smell would linger. In these instances your written word would be heavily relied on.
Show the Scale of Any Damage
If you do have to record a stain, or a mark from anywhere within your property, then the scale of the damage has to be documented. The ideal way to show the scale in a picture is put something alongside the damage to clearly show its size. A recommended method is to use a pound coin, simply place the coin next to the stain and the size will be clearly indicated.
Make Sure the Location of Any Issue is Very Clear
When you take the picture of any issue it needs to be very precise. A close-up of a stain on a wall would not be enough to determine its location in a property. To do that an image must be taken from a distance to show its location and close-up to highlight the stain in detail.
Photographs are used to prove the condition of your property when your tenant moves in, equally they need to reflect the state of the property when it is vacated. They can only be used as evidence if they are accurate and it’s clear what/where they represent. Dates and times should always be correct and both parties have to sign the inventory to confirm that its contents are accurate and true. All of this can now be done using property inventory software. Provided you get it right, your pictures serve as a protection for all parties concerned.
Get the Lighting Right!
In many instances when you take a photograph the image is effected by the light that surrounds the subject. If you were to see a professional photographer working they make sure that they have the right lighting, and combat this issue with lamps, as well as a camera flash. The lighting that surrounds the subject of a picture can alter its colour the depth and the shape. When you buy something on the internet having only seen an image of the product on a screen, you could find that you are surprised to see that the colour in real life is slightly different.
With this in mind it is very important to make sure that you get the lighting right in a photograph taken for property inventory purposes. Take a picture with and without the light on so that you can clearly see whatever it is that you are trying to make the subject of your photo. Remember you can take as many pictures as you like, and simply delete any that don’t show a true reflection of your subject.