Terms of business

Terms and Conditions

Definitions

‘Bookings’ means the instruction given by the client to i 4 inventories to prepare a report of the Property.
‘Client’ means any estate agents, private landlords and / or tenants making a booking for a report with i for Inventories.
‘Inventory Clerk’ means an employee of i 4 inventories providing front-end services and compiling the Report.
‘Property’ means any property owned or rented by the client, or their duly instructed estate agent, which is the subject of the report.
‘Report’ means any document prepared by i 4 inventories on behalf of a client including   inventories, check-in reports, check-out reports, mid-term reports and snagging. i 4 Inventories is committed to providing an environmentally friendly and paperless service to its clients to the fullest extent possible; accordingly, we encourage all of our clients to make bookings via email and to accept pdf copies of reports wherever possible.  Hard copies of reports are however available upon request.

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1. Services
The report provides an unbiased record of (i) the contents of the Property, (ii) the condition of the contents and (iii) the Property’s internal condition as at the date of the Report and is undertaken by an Inventory Clerk acting as an independent third party. The Inventory Clerk is not a qualified surveyor, nor an expert in antiques, fabrics, woods, metals etc. The Report is not an accurate description of every piece of furniture and equipment, nor is it a structural survey and cannot be relied upon as such. An opinion as to whether the items recorded in the Report are replica, reproduced or genuine is not being offered.

The Report is not a guarantee of, nor a report on, the functionality or safety of any of the Property’s contents, but merely a statement that the contents were viewed in the Property at the time the frontend services were undertaken by the Inventory Clerk in order to compile the Report.
It is not normal practice to include in detail any numbers and titles of books, plants, paintings or pictures, consumable items, paints, bedding, linen and towels, decorating items and small garden tools and equipment found in garages and sheds
We will hold copies of all reports generated by us on our servers and storage facilities, i4inventories may in some case generate the report as a sample to display on our website and social media platforms, whilst protecting client personal information such as property address.
   

2. Instructions
i 4 inventories can take bookings by telephone or email and once a booking is made, an agreement is deemed to exist between i 4 Inventories and the Client under these terms and conditions. 

Bookings can often be accommodated at short notice or even on the same day, but it is advisable to give as much notice as possible to secure the time slot that you want. Please note that it is particularly busy around month-ends, at weekends and over the summer so if you can arrange Bookings outside of these times, there is more likely to be greater flexibility on available times.
If the Client appoints an agent to act as their representative, it is the responsibility of any such instructing agent making the Booking to advise their Client of these terms and conditions.

Where an email address is provided by the Client, i 4 inventories will send an automated email to that email address confirming the Booking.
Once a booking is confirmed, the Client is requested to provide as much information regarding utility meter locations and any other relevant items or instructions they wish to be included and considered prior to the appointment via email.

In the event of i 4 inventories using another suppliers inventory report for a check out other than I 4 Inventories, changes in the way information is included within the report may be different and not as conclusive as i 4 inventories check out reports. 

i 4 inventories will draft a new inventory report regardless of an older inventory report being supplied.

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3. Opening Hours
The main office of i 4 inventories is open to accept Bookings from 9am to 6pm from Mondays to Saturdays.
It may be possible to arrange out-of-hours appointments for Reports (for example, evenings, Sundays or bank holidays) by prior arrangement and at an additional charge.

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4. Turnaround Time
i 4 inventories is committed to providing Reports within 48 hours (or two business days) of the visit to the Property whenever possible. If you require a Report to be turned around sooner, the Client is required to advise i 4 inventories when making the Booking and we will do our best to accommodate your request.

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5. Amendments
Amendments are inevitably occasionally required to Reports – if you require any amendments to be made, please submit these to i 4 inventories by email within five business days of receipt of the Report. If the amendments are as a result of i 4 inventories making an error or omission, additional copies of the Report will be supplied. If substantial changes are required to the Report (e.g. because the Property has been decorated or furnished since our visit), i 4 inventories reserve the right to revisit the Property in order to inspect the changes before amending the Report – additional charges would apply in this case.

6. Charges
Prices for Reports vary according to the size of the Property and location, the Property is assumed to have a standard number of rooms for the prices that we charge per bedroom, these are:
•    1 bed – Maximum of 4 rooms (Bedroom, Bathroom, Reception, Kitchen)
•    2 bed – Maximum of 6 rooms (2 Bedrooms, Bathroom, En-suite, Kitchen, Garden)
•    3 bed – Maximum of 8 rooms (3 Bedroom, up to 2 Bathrooms incl En-Suite, 2 Receptions, Kitchen, Garden)
•    4 bed – Maximum of 10 rooms (4 Bedrooms, up to 3 Bathrooms incl En-Suite, 2 Receptions, Kitchen, Garden)
•    5 bed – Maximum of 11 rooms (5 Bedrooms, up to 3 Bathroom incl En-Suite, 2 Receptions, Kitchen, Garden)
•    6 bed – maximum of 12 rooms (6 Bedrooms, up to 3 Bathroom incl En-Suite, 2 Receptions, Kitchen, Garden)

Any additional rooms will be charged at £15.00 per room.

Should you require a copy of our current price list prior to making a Booking, please contact us on 07979 722839 or via email to info@i4inventories.co.uk  
Please note that the following extra charges may apply:
Furniture - Please note that 'rental furnished' assumes that the Property is lightly furnished for rental purposes. If the Property is heavily furnished, i 4 Inventories reserves the right to increase the charges to reflect the extra time incurred. Typically, this occurs when there are a large number of utensils in the kitchen, or significant amounts of ornaments, books, leisure items or furniture in the Property.
It is not normal practice to include in detail any numbers and titles of books, CDs, DVDs, records, plants, paintings or pictures, consumable items, paints, bedding, linen and towels, decorating items and small garden tools and equipment found in garages and sheds. These items will be listed in a general manner, eg ‘large selection of paperback books’.

Prices are subject to change without prior notice.

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7. Payment of Invoices
An invoice will be raised and distributed at the time the completed report is dispatched, payment is required 7 days after this date. Other payment agreements can be agreed prior to i 4 inventories working on your behalf, otherwise payment can be made by any of the following methods:-
Direct bank transfer to the bank account details on the invoice.

Cheque made payable to ‘i for inventories’.

Cash given to the Clerk on the day of the confirmed Booking

Failure to make prompt and accurate payment may result in a 'Late Payment Charge' being levied on the clients account of £20.00 or 10% of the outstanding balance, whichever is the greater amount, and for every additional 7 day period that the account remains overdue.

i 4 inventories also reserves the right to withhold the Report not fully paid for by the person making the Booking. Where the person making the Booking is an existing Client and their account is presently in arrears, i 4 inventories may withhold the Reports and cancel future requests for Bookings until such arrears are settled in full.

For absolute clarity the company making the booking is responsible for settling the invoices of i 4 inventories in accordance with the aforementioned payment terms; this applies irrespective of receipt by themselves of their own clients’ funds.

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8. Exclusions
Please note that i 4 inventories takes the health and safety of our Inventory Clerks very seriously. The Inventory Clerk is not required to undertake appointments under any circumstances in which they feel threatened, unsafe or in danger in any way whatsoever. The person making the Booking has a duty of care to ensure that the Property is safe and to warn i 4 inventories of any potential threats or hazards around the Property that should be avoided. It is the responsibility of the Agent/Landlord to ensure that the property and all contents and furnishings are safe, suitable for the intended purpose and comply with all relevant legislation (including Health and Safety).

Please also note the following exclusions:
•    No requirement to inspect loft areas.
•    No requirement to inspect cellars unless they are accessible by a staircase, properly lit and constitute a proper room to be included in the tenancy.
•    No requirement to inspect any Property which is infested with any pests.
•    No requirement to move heavy items of furniture including appliances, beds, mattresses and sofas.
•    Mattresses will only be moved and inspected where the Inventory Clerk is safely able to do so. 
•    No requirement to inspect any cupboard or storage areas above reasonable head height.
•    No requirement to read meters above head height (please note that the Inventory Clerk may be able to take a picture of the meter in such cases and take the reading from that, depending on the circumstances).
•    No requirement to read meters in a cellar or in areas under steps where it would be required to climb over rubbish or stored items to reach them.
•    No requirement to inspect locked rooms or packed boxes.
•    No requirement to enter a property with a dog or any other animal present unless the Client is also present and the Inventory Clerk is satisfied that the animal does not pose a threat in any way.
•    Inspections and photographs included in the report may be hindered in instances of poor light or where cleaning levels are below standard, i 4 Inventories take no responsibility for any errors or omissions in such circumstances.

Lights, fire alarms CO alarms and/or smoke detectors are checked for working order only, and this should not be interpreted to mean that these items are fully working and that the property complies with the 2015 regulations. 

Gas and electrical appliances are not tested. Under no circumstance is i 4 inventories and / or the Inventory Clerk able to provide a qualified opinion of the Property’s gas and electrical safety profile, nor is it the responsibility of i 4 inventories and / or the Inventory Clerk to schedule an inspection from a gas safe registered engineer or suitably qualified electrician.

Whilst we will check & photograph, where possible, it is not the responsibility of i 4 inventories to establish if furniture and soft furnishings comply with the ‘Furniture and Furnishings (Fire) (Safety) (Amendments) 1993’. Comments found in the Report such as ‘FFR label seen’ (or similar) give no guarantee of the item’s compliance with the Furniture and Furnishings (Fire) (Safety) (Amendments) 1993.

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9. Cancellation Policy
By agreeing to accept a booking from a client, i 4 inventories reserves a time slot and subsequently turns away other potential Bookings from that time slot. If therefore a Booking is cancelled by the Client for any reason whatsoever, the following charges will apply:

If the Booking is cancelled on the day of the agreed Booking (for example, if keys are not available for the Property or the resident of the Property is not home to allow the Inventory Clerk access to the Property), the full charge will be payable.

 

If the Booking is cancelled after 12pm, on the day prior to the day of the agreed Booking, 50% of the charge will be payable.

For absolute clarity, if the Booking is cancelled before 12pm on the day prior to the day of the agreed Booking, no fee will be payable.

If the agent, landlord or tenant is more than 15 minutes late, our clerk will leave the property and go on to another booking. In this case the instructing client may be charged for an aborted call

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10. Keys
i 4 inventories does not accept responsibility for any lost or unaccounted for keys for any Property.

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11. Disputes
i 4 inventories reserves the right not to attend court for any disputes arising out of a dilapidation assessment between the Client and any tenant of the Property if the Inventory Clerk did not prepare the initial Report and sign on behalf of the Client. Providing the original Report was provided by i for inventories, we will use reasonable endeavours to arrange for the relevant Inventory Clerk to attend court to give evidence regarding the Report and a separate fee will be chargeable in this regard.

In the event that the Client is in arrears, any Report prepared by i 4 inventories may not be used in any court proceedings without the prior written consent of i for Inventories.

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12. Exclusions of Liability & Indemnity
In the event that the Client gives i 4 inventories instructions which are followed in good faith and which turn out to be unlawful or to result in an unlawful act or otherwise give rise to any kind of claim, the Client will provide Property Inventories with full indemnity for all penalties, damages, costs and legal expenses whatsoever which may occur as the result of the following the instructions.

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13. Copyrights
i 4 inventories name and logo is trademarked and protected from copying or using without prior written agreement.

14. Confidentiality
The Client undertakes that they shall use the information provided in our Reports solely for their own personal use and will at all times:-
•    Keep the information strictly confidential.
•    Not divulge or disclose all or any part of the information to any third party other than for the sole purpose of rental property.
•    Permit access to the information only to those of its officers or employees who need to know or use the same and ensure that such officers or employees comply with the above provisions.

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15. Privacy
At I 4 inventories, we respect your privacy and are committed to protecting your personal data; our privacy notice, which explains how we will look after your personal data and informs you about your privacy rights under the General Data Protection Regulation, is available on our website using the following link www.i4inventories.co.uk/datae

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16. Jurisdiction and Governing Law
These terms and conditions shall be governed and construed by the law of England and Wales.

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17. Complaints
i 4 inventories aims to provide the highest standards of service to all our clients and ensure that your interests are safeguarded. Our complaints procedure provide for the matter to be dealt with internally by the manager and if the manager cannot deal with the issue to our mutual satisfaction, by reference to the managing director of I 4 inventories.

If you believe you have a complaint, please write the first instance to the manager via email to info@ i4inventories.co.uk
Your complaint will be acknowledged within 48 hours (or two business days), investigated thoroughly per in-house procedures, and a formal reply will be sent to you within 15 working days of receipt of your complaint. If you are not satisfied with the outcome of the manager's initial investigation, you are then at liberty to have the complaint reviewed by the managing director, and his decision shall be final.

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18. Data Collection
Please see our separate pages detailing how we use your data in accordance with the Data Protection Act 2018.