Terms and Conditions

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Terms of Business

 

1. Definitions

· "Client": The person, agency, or organisation instructing the inventory clerk to perform services.

· "Inventory Clerk": Poulomi Services Ltd, trading as ‘Maidenhead Inventory Services’.

· "Property": The residential premises for which inventory services are provided.

· "Services": Includes inventory compilation, check-in, check-out, and mid-term inspections.

 

2. Services Provided

· Inventory Compilation: Detailed documentation of the property’s condition and contents.

· Check-In: Assisting tenants in verifying the inventory upon moving into the property.

· Mid-Term Inspection: Assessment of the property’s condition during the tenancy.

· Check-Out: Review of the property’s condition at the end of the tenancy and comparison to the initial inventory.

 

3. Instructions and Bookings

· All bookings must be confirmed in writing via email or other agreed communication methods.

· The Inventory Clerk reserves the right to refuse any booking without providing a reason.

 

4. Fees and Payment

· Fees for services will be provided upon request.

· Payment is due within 7 days of the invoice date unless agreed otherwise.

· Late payments may incur interest at a rate of 8% per annum, calculated daily.

 

5. Access to the Property

· The Client is responsible for providing the Inventory Clerk with keys and access to the property at the agreed time.

· If the Clerk is unable to access the property at the agreed time, additional charges may apply for waiting time or rescheduling chargeable at the rate of £80 per hour.

 

 

6. Accuracy of the Inventory

· The inventory report is a factual record of the property’s condition and contents at the time of inspection.

· The Inventory Clerk is not responsible for items that are not visible or accessible during the inspection.

· The Inventory Clerk does not test appliances, utilities, or heating systems.

 

7. Liability

· The Inventory Clerk’s liability is limited to the value of the service fee for the particular booking.

· The Clerk shall not be held responsible for disputes between landlords, tenants, or agents regarding the inventory report.

· The Client agrees to indemnify the Clerk against claims arising from inaccuracies caused by false or incomplete information provided by the Client.

 

8. Nature of the Service

· The Inventory, Check-in, Mid-term, or Check-out report is a snapshot of the property’s internal condition and contents as observed at the time of inspection.

· The report serves as a fair record of the property’s condition and contents but is not a structural survey nor a precise catalogue of every item, material, or component. It should not be relied upon as an expert appraisal of materials, antiques, or valuable items.

· The Inventory Clerk is not a qualified surveyor, valuer, or specialist in materials, antiques, or systems and does not test the working order of appliances, locks, or fixtures.

 

9. Scope and Limitations

· Inspection Scope: The inspection will cover areas accessible to the Inventory Clerk Items in garages, or sheds, as well as items blocked by large furniture or posing safety risks, may not be included. Reasonable effort will be made to record such areas where access is feasible. The Inventory Clerk will not inspect lofts, cellars or locked rooms.

· Tenants in Situ: Where tenants occupy the property during the inspection, the report may not accurately differentiate between landlord and tenant belongings. Validation of the report by both parties is strongly recommended.

· Inaccessible Areas or Items: The Inventory Clerk cannot move heavy furniture, appliances, or items such as mattresses or large rugs to inspect concealed areas.

· Accuracy: The report reflects only what is visible and accessible at the time of inspection. Any unrecorded defects, damage, or dilapidations are presumed to be in good order.

 

10. Safety Disclaimer

· The report documents the existence and condition of furniture, furnishings, and equipment but does not guarantee their safety, compliance, or working order. No tests will be performed on electrical, gas, or mechanical systems.

· The Inventory Clerk may highlight potential health or safety concerns if noticed, but this does not replace professional assessments by qualified experts (e.g., electricians, gas engineers, or fire safety inspectors).

 

11. Regulatory Observations

· Housing Health and Safety Rating System (HHSRS): The Inventory Clerk may note potential hazards based on government guidance but is not qualified to perform a full HHSRS assessment. Hazards posing a significant concern may be highlighted for attention.

· Furniture & Furnishings (Fire) (Safety) Regulations 1988: Items with visible compliance labels will be recorded as “fire-resistant.” Where no label is present, this will be noted, but it does not confirm non-compliance. Landlords may be required to provide evidence of compliance for unlabelled items.

· Smoke and CO Detectors: Where explicitly requested, detectors may be tested using their test buttons. However, the Inventory Clerk is not responsible for the proper functioning, damage, or activation of alarms or detectors. Post-tenancy, it is the tenant’s responsibility to ensure detectors remain in working order.

 

12. Utility Meters

· Gas and electricity meter readings and serial numbers will only be recorded if accessible and safe. Meters in hazardous or inaccessible locations (e.g., roads or pavements) will not be included. Oil tanks and propane bottles will not be inspected or recorded. 

· Water meters will not be inspected. All meter readings should be checked by the relevant utility companies as we cannot be held accountable for any discrepancies. 

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13. Complaints and Disputes

· Complaints regarding the service must be made in writing within 7 days of receiving the inventory report.

 

14. Cancellation Policy

· The Client must provide a minimum of 48 hours notice for cancellations or rescheduling otherwise a cancellation fee of £30 will be charged.

· The Clerk reserves the right to cancel or reschedule a booking in the event of unforeseen circumstances.

 

15. Data Protection

· The Inventory Clerk will comply with GDPR (General Data Protection Regulation) regarding any personal data collected.

· Data will only be used for purposes directly related to the provision of services.

16. Force Majeure

· The Inventory Clerk shall not be held liable for delays or failure to perform services due to events beyond their reasonable control (e.g., extreme weather, illness, or emergencies).

 

17. Governing Law

· These terms are governed by the laws of England and Wales, and any disputes will be subject to the jurisdiction of the English courts.