The Association of
Professional Inventory Providers

An Introduction to Professional Inventory Preparation                                  9:30am-4:30pm

This course is designed for those with little or no experience of preparing inventories and the other documents necessary in the inventory process.

 It is therefore essential for

• Those with no experience in lettings who wish to start as inventory providers
• Those with experience in other aspects of lettings (lettings agents or property managers) who now wish to undertake the provision of inventories.

It may also be useful for those not directly undertaking the process themselves but who are responsible for making sure that it is conducted properly by others

•  Independent agents and Property managers who employ dedicated staff or who outsource the process
• Landlords

Topics include:

The purpose and role of the Inventory process in the Residential lettings industry

Independence, subjectivity and Best Practice

Health and Safety Issues

Equipment and technology

The Inventory:

• The basic content and layout
• Disclaimers
• Detail, description and language
• The method
• Use of photographs

The Check In

• Conducting a Check In
• The Check In Report

The Check Out

• Conducting a Check Out
• The Check Out Report

APIP: Aims and requirements

APIP Advanced Course                   9:30am-4:30pm

This course is aimed specifically at those people who have a working knowledge of the inventory process and therefore starts on the assumption that all delegates know how to undertake inventories, check-ins and check outs.

The course provides a detailed background to the framework, both legal and practical, in which the inventory process exists within the lettings industry and concentrates on the wider responsibilities of the Inventory provider. It will provide much essential background information for any provider who wishes to promote themselves as authoritative and professional.

As such it will deal with a number of aspects of lettings with which agents/property managers will already be familiar but will deal with them purely from the point of view of the inventory provider.

It is therefore essential for

• Those with some experience of the practicalities of preparing inventories and who want to fully understand their role in the lettings process.
• Those with more basic experience who want to expand and update their knowledge of the increasingly important role of the inventory provider.
• Those who employ inventory providers or who are responsible for the inventory process and need to understand what may be expected of inventory providers

Please note that this is not a refresher course for those who wish to update their basic inventory taking skills.

Topics include

APIP and Best Practice

Terms of Business and Contract Law

Common Law and the Inventory Provider

• Risk Assessment, Negligence and the Duty of Care
• The right of access during tenancies
• Occupier and Vicarious Liability

Some legal and safety requirements

• Gas and Electrical Safety, Fire and Furnishings, Smoke Detectors
• HHSRS and HMO

Insurance

Copyright and Data Protection

The principles of assessment of damages

• Fair Wear and Tear and Damage
• The role of the Check Out

The Inventory Provider and the Tenants Deposit

• Housing Act 2004, deposit protection and dispute resolution
• The practical use of inventory documents in dispute resolution

'A Guide to Best Practice for Inventory Providers '

The Housing Act 2004 introduced Tenancy Deposit Protection. The objective of this was to provide a fair and economical system to resolve disputes between tenant and landlord.Whilst the legislation does not make the provision for an inventory mandatory. It will, however, be essential to have  an agreed quality inventory to catalogue any damages or deficiencies to a residential let property during the course of a tenancy. The guide was produced independently by Asset Skills for the Professional Bodies for the letting industry.

This study material contains:
Guidance note
Self- test questions
CD-Rom with photographs
Practical examples
And a downloadable template for use when letting and managing all residential property.

The Association of Professional Inventory Providers is in full support of this Guide and recommend it to all those working within this industry.

Click the attachment for more information and to download an order form.

Please click the download to view a copy of our booking form, plus further information about the APIP courses.

Please print,complete with full and correct payment and return either by fax or post.

From January 2010

Whole day course:

NAEA/NAVA/ARLA/APIP/ICB member 146+VAT (£171.55 inc VAT) includes lunch

Non –member £215+VAT (£252.62 inc VAT) includes lunch

1) When taking an inventory of a three bedroom house which room would be cited as bedroom 1?

a The master bedroom with the en-suite shower room
b The largest bedroom
c The first bedroom on the left going up the stairs
d The front right hand bedroom (when viewed from the street)

2) An agency has a policy of not physically checking the tenant into the property and instead gives the tenant the inventory to check and return. What is considered best practice in terms of the time allowed to the tenant to return the inventory?

a 8 hours
b 48 hours
c 5 days
d 7 days

3) When conducting a check out the tenant asks to be allowed back into the property to carry out some additional cleaning to save on costs. Under what circumstances would this be allowed?

a The tenant should not be allowed back into the property unaccompanied once the checkout has been completed
b The tenant can have the keys providing they sign to say they will return them within a pre-agreed period of time
c The tenant may be allowed back into the property but only on first agreeing a schedule and the standard of cleaning required
d The tenant may be allowed back into the property but only in order to accompany their own professional cleaner to carry out the agreed work

4) When conducting an interim visit during the course of the tenancy which of the following should always be done?

a Check the interior of all cupboards
b Lock every lock when leaving the property
c Check all battery operated smoke detectors where possible
d Check the interior of the kitchen white goods for possible damage.

The Accreditation Exam                                                                                                             4:30pm

Please note that those delegates attending the Accreditation Exam MUST bring proof of photo identification with them, otherwise they cannot sit the exam.

 Questions are based on the publication 'A guide to Best Practice for Inventory Providers' which can be purchased through APIP

Passing the Accreditation Exam is a necessary condition for Individual Membership of APIP. The exam can be taken after each APIP course. If it is taken independently from the advanced course there will be a charge of £45.

Student Membership is avaialable to person who have not passed the Accreditation Exam, or who don't have six months experience. The maximum period of student membership will be 24 months. The APIP logo cannot be used.

APIP ACCREDITATION TEST SYLLABUS

INVENTORY PROVISION

• Timings
• Detail requirements
• Formatting and specific detail
• Photographs
• Disclaimers
• Exterior and common ways
• Tenant swap
• Condition commentary
• Problem notification
• Landlord attendance
• Meter reading

CHECK IN

• Process
• Tenant advice
• Amendments
• Signature
• Check in report
• Check in alternatives

INTERIM VISIT

• Access provisions
• Access refusal
• Visit preparation
• Tenant breach
• Landlord liability
• Visit purpose
• Report findings

CHECK OUT

• Tenant advice
• Relevant documentation
• Tenant present/not present
• Check out process
• Abandoned goods
• Missing items
• Hand over requirements
• mmediate reporting requirements
• Key handover
• Possession and security
• Check out report

DAMAGES

• Deposit holding requirements
• Stakeholder/Landlord Agent
• Betterment
• Liability of the parties
• Fair wear and tear basis
• Voluntary and permissive waste
• Recommendations
• Lifespan of items and decorations
• Assessing apportionment
• Compensation
• Repair
• Mediating
• Housing Act 2004 – tenant deposit protection schemes/Housing (Scotland) Act 2006

GENERAL and SAFETY

• Insurance requirements
• Terminology
• Safety Regulations

                                       Gas Safety (Installation & Use) Regulations 1998

                                       Electrical Equipment (Safety) Regulations 1994

                                       Plug & Socket Regulations1994

                                       Furniture and Furnishings (Fire) (Safety) Regulations (1988)

• Appliance manuals
• Housing Act 2004 - HHSRS recognition/Housing (Scotland )Act 2006 Repairing Standards
• Terms and condition of business
• Vicarious liability
• Occupier liability
• Loner worker safety