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Perform Property Inventory Inspection using eAuditor

Property Inventory refers to a detailed, documented record of all items, fixtures, fittings, furniture, appliances, and the overall condition of a property at a specific point in time—typically during tenant move-in or move-out. It includes written descriptions, photographs, and sometimes videos that capture the state of walls, floors, doors, windows, electrical fixtures, plumbing features, and any provided furnishings.

1. Purpose of Property Inventory Inspection Using eAuditor

The purpose of conducting a Property Inventory Inspection using eAuditor is to establish a clear, timestamped, and unbiased record of the property’s condition before or after a tenancy. This includes documenting all rooms, surfaces, fixtures, furniture, appliances, keys, utilities, and general condition levels. By using eAuditor’s structured checklists, photo evidence, comments, and digital signatures, landlords, agents, and tenants can prevent disputes, support fair deposit deductions, and maintain transparency throughout the tenancy lifecycle.

2. Scope of Inspection

This inspection covers the entire property, including:

• Entrance, corridors, and hallways
• Living room and common areas
• Bedrooms and storage spaces
• Kitchen appliances, cabinets, surfaces, and utilities
• Bathrooms and sanitary fittings
• Electrical fixtures, switches, and sockets
• Floors, walls, ceilings, windows, and doors
• External areas such as balconies, porches, or yards
• Furnishings and décor provided by the landlord
• Keys, locks, alarms, smoke detectors, and meter readings

The scope involves visual verification, functionality testing, condition grading, and detailed photographic evidence for every item or area.

3. Detailed Step-by-Step Property Inventory Inspection Using eAuditor

3.1. Pre-Inspection Setup

• Load the Property Inventory Inspection template in eAuditor.
• Verify that the template includes condition ratings (e.g., Excellent/Good/Fair/Poor), Yes/No checks, and mandatory photo fields.
• Prepare a digital asset list for the property.
• Enable offline mode, timestamps, and digital signatures for all parties.

3.2. Exterior & Entry Area

• Inspect the front door, frame, hinges, lock, and handle for condition and cleanliness.
• Review door numbering, lighting, and entry flooring.
• Document any scuffs, scratches, or security issues.
• Photograph the entryway from multiple angles.

3.3. Hallways and Corridors

• Inspect flooring (carpet, tiles, wood) for condition, marks, or wear.
• Check walls, paint, wallpaper, and ceilings for cracks or peeling.
• Verify lights, switches, smoke alarms, and ventilation.
• Record condition ratings and attach photos.

3.4. Living Room / Lounge Inspection

• Inspect all furniture: sofas, chairs, tables, TV units, shelves, and décor items.
• Check windows, blinds, curtains, and door frames.
• Verify floor condition and cleanliness.
• Inspect sockets, switches, and fixed lighting.
• Photograph each wall and key item individually for clarity.

3.5. Bedroom Inspection

• Inspect provided furniture: bed frame, mattress, wardrobe, drawers, and bedside tables.
• Assess mattress cleanliness and record stains or wear.
• Check windows, locks, curtains, and blinds.
• Inspect floors, vents, light fixtures, and overall room condition.
• Document storage areas thoroughly.

3.6. Kitchen Inventory & Condition Check

• Inspect all appliances: stove, oven, refrigerator, microwave, dishwasher, washing machine.
• Document appliance interiors, shelves, trays, seals, and control panels.
• Inspect cabinets, drawers, handles, hinges, and worktops.
• Assess sink, taps, drainage, and backsplash.
• Photograph utilities: gas valves, extractor hood filters, and meters.

3.7. Bathroom & Sanitary Fixtures

• Inspect the toilet, seat, flush mechanism, and cistern condition.
• Check sink, taps, shower, bathtub, and tiles for cracks, stains, or limescale.
• Photograph mirrors, cabinets, shelves, and holders.
• Verify ventilation fans and lighting functionality.
• Note the silicone sealant condition and moisture issues.

3.8. Doors, Windows & Internal Fixtures

• Inspect all interior doors for alignment, scratches, and hardware condition.
• Verify locks, handles, hinges, and stoppers.
• Check windows for proper opening, sealing, and cleanliness.
• Inspect curtain rails, rods, hooks, blinds, and fixtures.

3.9. Floors, Walls & Ceilings

• Record the overall condition of each surface in each room.
• Note dents, stains, chips, or water damage.
• Take wide-angle photos and close-ups of any damage.
• Inspect skirting boards, corners, and hard-to-reach areas.

3.10. Furnishings, Décor & Provided Items

• Review inventory of lamps, wall décor, mirrors, frames, or carpets.
• Inspect furniture integrity, assembly, and cleanliness.
• Verify the presence and condition of any landlord-provided household items.

3.11. Utilities, Safety Devices & Keys

• Record meter readings (electricity, gas, water).
• Inspect smoke detectors, CO detectors, and alarms.
• Document thermostat settings and heating controls.
• Verify key sets, access cards, gate remotes, and security codes.
• Photograph all utility points and devices.

3.12. Final Condition Walk-Through

• Recheck previously flagged conditions.
• Add summary photos for final documentation.
• Facilitate digital signatures from the inspector, landlord/agent, and tenant.
• Complete the final report in eAuditor.

4. Digital Workflow in eAuditor

4.1. Real-Time Data Capture

• Use condition ratings and Yes/No checks.
• Attach detailed photos and notes.
• Tag items that require repair or attention.
• Include GPS and timestamp data automatically.

4.2. Automated Corrective Actions

• Convert issues into tasks for maintenance teams.
• Assign deadlines and priorities.
• Track task completion through the eAuditor’s action manager.

4.3. Instant Report Generation

• Generate a complete digital inventory report with photos, signatures, and condition notes.
• Share reports with tenants, landlords, or agencies.
• Store securely for deposit disputes and future tenancy records.

5. Post-Inspection Analysis

5.1. Trend Identification

• Identify recurring damage patterns across tenants or units.
• Highlight items needing frequent repair or replacement.

5.2. Compliance & Documentation Control

• Maintain accurate records for tenancy agreements and legal compliance.
• Track inventory changes between tenancies.

5.3. Maintenance & Preventive Planning

• Use findings to plan refurbishment or upgrades.
• Prioritize repairs before move-in to ensure high property standards.

6. Summary

This Property Inventory Inspection using eAuditor provides a structured, transparent method for documenting property condition and contents before and after tenancy periods. Through detailed checklists, photographic evidence, condition ratings, and automated corrective actions, it ensures clarity, reduces disputes, and supports fair deposit handling. With analytics and long-term recordkeeping, property managers can maintain consistent standards, track wear patterns, and improve property readiness for each tenant cycle.

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