Cornish Inventories Ltd
Terms of Business
‘The Clerk’ is the person appointed by Cornish Inventories Ltd to undertake any Inspection, Inventory, Check In or Check Out on behalf of Cornish Inventories Ltd.
‘The Instructing Party’ is the person or agency who has instructed Cornish Inventories Ltd to undertake the Inspection, Inventory, Check In or Check Out.
‘The Property’ is the premises to be inspected; and any contents which it contains.
‘The Report’ is the Inventory, inspection or any other report instructed to be compiled.
‘Time of Inspection’ The visit to the Property in which the Clerk undertakes the Inventory, Check In, Check Out, Inspection.
‘The Instruction of Services Form’ is the form or email instructing Cornish Inventories Ltd with any Inventory, Inspection, Check In, Check Out, or any other service.
The instruction of Cornish Inventories to undertake an Inventory, Inspection, Check In, Check Out, or any other service is deemed to be legal acceptance of these terms and conditions by the Instructing Party and/or their party.
Any and all details in accordance with the service must be instructed in writing, via a signed Instruction of Services Form. The receipt of such form, in hard copy with the signature of the Instructing Party, or via a signed email will be deemed as legal instruction of services.
Any cancellation of services must be made in writing, and with at least 24 hours’ notice of the due service to take place. Cancellations made within a shorter time span will be subject to a cancellation fee of 50% of the full fee. Any cancellation made without prior warning; and so as our Clerk attends the property but cannot undertake the service – will be charged at the full fee. Cancellation terms apply for any circumstance where the clerk is unable to undertake a service. This includes refusal of entry by tenant, incorrect keys or tenants unavailable.
Cornish Inventories Ltd reserves the right to cancel prior to the service as a result of payment dispute, inaccurate or insufficient information provided. Cornish Inventories Ltd reserves the right to charge at up to full cost of the service booked, according to time and mileage incurred. Furthermore we reserve the right to terminate a service whether before or during if at any time the Clerk becomes concerned for their safety due to the condition of a property or persons connected to the property, or present.
Compliance
The Report is a full and detailed list of the Property, furniture, fixtures, fittings and outdoor space, so far as access is made available. The Report is created ‘as seen’ and provides a fair and accurate description of the Property at the time at which it is inspected. The Report is created for only to describe and identify the Property for its declared purpose of Inventory, Check In, Check Out or Tenancy Inspection. The Report does not constitute a valuation or statement of authenticity. The report is a list of such items that are present in the Property at the time of the time of Inspection. Items and areas are visually identified by a detailed description and photographed. However the Clerk is not an expert in all materials, antiques, nor a qualified Surveyor.
When no comments are noted on the Inventory in regards to condition, the item or area is free from any noticeable damage or soiling and no further notes are needed. Defects noted will usually be damage, usage or soiling that may constitute a dilapidation charge at the end of tenancy. Cornish Inventories Ltd and our Clerks are not responsible for any breakages, damage or anything that breaks within a property or any keys used or collected/returned by them. Our clerks will attempt to note all or any present odours; their sense of smell will alter and so the accuracy of this is ot something that we can be held accountable for.
Electrical and gas appliances, or any such items, will not normally be power tested or checked for compliance. Any comments made upon such items are done so as seen and not to be taken as a recommendation as to safety or compliance.
Lighting may be solely tested to indicate whether the bulbs are working at the time of Check-In. We will not be testing windows, doors, shelving units, taps, hot water etc within the property; although some clerks may choose to do this and note it in the report.
Central heating systems and boilers will not be tested. It is advised that tenants test all appliances as soon as possible and report any faults to the Instructing Party.
In accordance with Blinds and Cord Safety 1st October 2014; all blinds etc must have safe pull controls/cords. This is a health and safety issue and we will note where possible any concern. However we will not be held liable for and cords/controls that do not comply, or cause an accident, whether we have noted this or not.
In accordance with The Smoke and Carbon Monoxide Alarm England regulations 2015 – updated Nov 2021 – a working and tested smoke alarm must be provided on every floor of the property and a carbon monoxide alarm/detector in every room that contains a solid fuel /gas or combustion appliance. The presence and appropriate working order of these alarms is the law from the first day of the Tenancy and they must be tested on a regular basis for their continued power and working order by all concerned parties. Smoke alarms/detectors, carbon monoxide alarms/detectors and security alarms are the responsibility of the tenant/landlord/Instructing Party. Power and/or functionality tests must be carried out on every new tenancy in accordance with this law. Cornish Inventories Ltd will only test them for power; furthermore this only shows that there is power at the time of testing. This does not show that in the event of any emergency, when the alarm/detector would perhaps be relied upon, that they will function or work as required. We cannot be held liable, in any way, in any such situation. We will endeavour to undertake power tests on these alarms/detectors when included or added to a service we are undertaking. The location of these must be included on the Instruction of Services Form and we cannot accept liability if an alarm is missed that is not noted, nor any that have been moved or removed.
As stated, we accept no responsibility for any testing of, recording of missing or present and/or working order of any such smoke alarm/detectors and/or carbon monoxide within a property following a report or visit from one of our clerks. Where smoke alarms and carbon monoxide detectors are tested this is for power only and should not be taken to mean that the alarms are in full working order. No responsibility is taken for any damage, malfunction, or low battery occurring during the testing of such alarms.
Where possible the Inventory Clerk will note when an item of furniture does not display an FFR label. However we accept no responsibility when this cannot be done. Should an FFR label be seen, this should not be interpreted as the item complies with the Furniture and Furnishings (Fire Safety) Regulations 1988 as amended 1993. It is merely a statement that a label has been seen, or not seen. It does not mean that the label has been checked as this is not included within the report or the responsibility of Cornish Inventories Ltd. Often we will not see any labels and take no responsibility in doing so. It is strongly advised that the Instructing Party ensures that all items comply with the relevant safety regulations before the tenancy commences. Cornish Inventories accept no liability for whether furniture is labelled, correctly or incorrectly, its compliance or consequences.
Cornish Inventories Ltd do not look for signs of Legionella and will not in any way be held liable for such within any premises we carry out any such report on.
Landlords and Tenants should be aware that the Health and Safety Regulations, and Fire Regulations are the responsibility of the Instructing Party, Landlord and Tenant. In no way is ensuring compliance, testing and working order the responsibility or liability of Cornish Inventory Ltd and its clerks.
Inventory Preparation
The Inventory preparation, Check-In or Check-Out will be compiled by the Clerk assuming the Clerk is able to do so without moving large or heavy items of furniture Property left in lofts and locked rooms, which have not been seen and recorded, are the sole responsibility of the Landlord and cannot be added to the Inventory without prior arrangement. Inspections of lofts and cellars will not be included unless there is safe access and space inside. Access arrangements must be detailed on the Instruction of Services Form. Items left in these spaces will be visually identified where possible, if deemed safe, however the Clerk will not search through boxes, cupboards or inaccessible areas. Any items of value or personal sentiment should be removed or identified to the Clerk, via the Instruction of Services Form before the Inventory commences.
Any linen will be listed as seen, however soiled items or linen stuffed into cupboards will not be fully inspected. All linen should be freshly laundered and folded on top of the bed to allow for easy identification. Excess quantities of linens will be listed as numerous/various items.
Items such as books or large collections of DVD’s/crockery and cutlery will only be listed as ‘a quantity of’, and photographed in totality.
Cornish Inventory Ltd recommends that all items of value are removed from the property prior to the Inventory compilation. We cannot in anyway be held responsible for any damage, breakages or broken goods within a property, either internally or externally.
Meter readings will be taken when accessible with our Check-In/Out service, and Inventories. However the location of the relevant meters, and ideally the meter numbers, must be recorded on the Instruction of Service Form. Any other information, such as if not easily accessed, or the location with a riser cupboard in a block of flats, should also be noted. When we have not been provided with full meter locations and full access we may not be able to take the readings. We must also be informed of which meters are present, i.e water, gas and electric. We will attempt to note the location of any visible stop cocks/safety valves.
The accuracy of this Inventory must be checked with the landlord, tenant and the Instructing Party. The Inventory will be a snapshot in time, of the property, as detailed to the Clerk on the Instruction of Services Form. Any queries or discrepancies relating to the description or content must be raised in writing to Cornish Inventories Ltd within 7 days of an Inventory. This report should be thoroughly checked through. Please note Cornish Inventories Ltd and our Clerks cannot be held responsible for any errors, omissions or issues with our reports. Reports can be amended to rectify any such issues, provided that this is agreed by the landlord, tenant and any other related party. Cornish Inventories Ltd are not liable for any supposed issues with our reports, any issues within a property, any breakages, damage, losses or security within a property.
We reserve the right to add additional costs if the properties are excessively large or rooms are excessively overstocked with furniture or crockery/utensils etc. A renegotiated price will be discussed. Furnished properties will be charged at the increased cost, detailed on the Price List of Services.
It is the responsibility of the Instructing Party to reach agreement between the landlord and tenant as to the accuracy of the report. Disputes regarding the contents or description contained within the Inventory will not be noted unless received in writing from the Instructing Party within seven days.
Hard copies
All reports will be sent via email wherever possible. Hard copies are available for additional cost including postage and packaging. This includes previous reports where requested.
Please note that a previous Inventory cannot be used for a new tenancy, and a new Inventory must be undertaken.
Photos
Digital photos are included in the price. Please indicate on the Instruction of Services Form if you would like to include 360° photos or videos.
Cancellations
Any cancellation of services must be made in writing, and with at least 24 hours’ notice of the due service to take place. Cancellations made within a shorter time span will be subject to a cancellation fee of 50% of the full fee. Any cancellation made without prior warning; and so as our Clerk attends the property but cannot undertake the service – will be charged at the full fee.
Parking
Costs for parking obtained while providing our service may be charged on the invoice, with proof of parking tickets, where free parking has not been provided or detailed on the Instruction of Services Form.
Insurance
We carry full Public Liability and Professional Indemnity Insurance. It is the responsibility of the Instructing Party/Landlord to ensure that the property has adequate cover.
Payment
Cornish Inventories Ltd require full payment at the time of booking. This is subject to change as our relationship builds and will be agreed in writing at this point. Until this point, should payment not be received prior to the booked service then Cornish Inventories Ltd reserve the right to cancel the service.
If it is to be agreed that payments will be made upon receipt of an invoice from Cornish Inventories Ltd then these must be settled within 28 days. Following this late payment will be charged at 8% interest per overdue invoice, until payment is received in full. We reserve the right to continue to charge this on overdue invoice, even if other invoices are settled in full. We reserve all rights to keep full possession of a report until payment has been received and not to provide any copy in digital or hard copy format. If an invoice is not settled within 28 days then we reserve the right to withdraw any discounts or reductions, and any offers will be invalidated, resulting in the invoices due; reverting to the full fees as advertised on our Price List.
Payment may be taken via a bank transfer, the details of which can be found on our Instruction of Services Form and Invoices.
Out of Hours Bookings before 9am and after 6pm, or requested on a weekend or Bank Holiday, can incur a surcharge of 30% per appointment.
An electronic copy of any Inventory, not undertaken by ourselves, is to be provided by the Instructing Party for any Check In or Check Out. Cornish Inventories Ltd reserves the right to pass on the cost for uploading this into our software – cost charged will be proportionate to the third party cost.
We can pick up and drop off keys within our services. If this is further than 2 miles from the property concerned then it is an additional £2 per mile due to our increased costs and time.
Should we be made to wait, and are able to, each 30 minutes past our standard 20 minutes waiting time is chargeable at £20.
We do accept amendment requests in writing, with the Clerk and Instructing Parties approval; We reserve the right to charge for large written amendment requests.
Production of Reports and Intellectual Property
Cornish Inventories Ltd will endeavour, where possible, to electronically deliver completed reports within48 hours. Should we receive amendments from any parties during this time, and need to make subsequent changes to the report, we reserve the right to extend this timeframe to allow for these changes to be made.
Should it be possible we will produce the reports in a shorter time frame. A same day service can be agreed upon, but must be instructed on the Instruction of Services Form. We reserve the right to add a surcharge for this service, dependent on the admin involved and agreed upon instruction.
All reports remain the property of Cornish Inventories Ltd, and may not be copied, altered, or retained without express permission from Cornish Inventories Ltd. The Landlord/Tenant/Agent is responsible for checking the report upon delivery, and for ensuring the accuracy of the report. Any dispute over content od description must be notified in writing, within seven working days.
Our reporting, reports and clerks are only ever to be used directly by and through us. By using our services you are contracted to work only via us when using our clerks and reports. Anything else will be theft of our property, intellectual property and services. We will use this breach in a damages claim as well as for loss of earnings.
Any Agent, Landlord, Tenant or person related to the property in any way who instructs Cornish Inventories Ltd to carry out services on their behalf; accepts these Terms of Business in full.
We reserve the right to charge for all admin related tasks including providing data, resending reports at later dates, photos and any other such requests.
We must be allowed to carry out and inspection/inventory/service without input, bias or influence. We reserve the right to delay/cancel any service where the Clerk feels that the report will not accurately represent the property due to outside influence. We would ask that the landlord/tenant/agent does not follow the Clerk around the property and allows for this to be done impartially. Should this occur, the Clerk will notify the Instructing Party. Cornish InventoriesLtd will not accept liability for any incorrect or missing items/area should this occur. The exception to this clause being a Check-In whereby the Clerk will be accompanied by the tenant and Inventory Report.
On Check-Outs all furnishings and any other items must be in the same room as that in the Inventory. If not then these items may be listed as missing, or additional, and Cornish Inventories Ltd will not be held responsible for any such occurrence.
There will be bookings when we are late due to reasons outside of our control. We reserve the right to change the times of bookings. We reserve the right to change dates due to abnormal weather, traffic, or similar situations.
Disclaimers
Working Order and condition
This Inventory relates only to the furniture, furnishings and all Landlord’s equipment and contents in the property. It is no guarantee of, or reports on, the adequacy of, or safety of any such equipment or contents, merely a record that such items exist at the property as at the date of the Inventory and a superficial condition of the same. Where an Inventory is compiled at an old property, it is understood that the condition of the fabric and contents are normally age worn and age marked unless otherwise noted.
Structural
This inventory does not constitute a structural survey and any structural faults do not appear. Fixtures and fittings are listed and described only and are not a report as to the working condition.
Description
Where the words ‘silver,’ ‘chrome,’ ‘oak,’ ‘pine,’ etc are used it is understood that this is a description of the colour and type of the item and not the actual fabric, unless documentary evidence is available. The description of the listed items is for identification purposes only.and we do not attempt to determine or pass an opinion on whether an article is genuine or reproduction. New items will only be described as such when they are in a new building, still in their wrappings, or with a receipt. Reference to wall numbers i.e. wall No.1 will always be the wall that the door or entrance way is situated in and then round in a clockwise motion from there.
Maintenance
Any maintenance problems found either at the commencement of the tenancy or during of the tenancy or during the term of the same, should be reported promptly and directly to the Agent/Owner, not the Inventory Clerk.
Furnishings
Where the Inventory states ‘fire regs labels seen,’ this is taken that labels are present on items of furniture that indicates that these items comply with the Furniture and Furnishings (Fire) (Safety) Regulations 1988 – as amended 1993. It is however not the responsibility of the Inventory Clerk to state that these items do comply with these regulations. Curtains are described with an approximation of length i.e. sill/skirting/floor length. Responsibility is not taken for noticing minor shrinkage caused by cleaning or washing.
Fire Safety Equipment
If smoke detectors/carbon monoxide monitors, are present and replacement batteries are needed between maintenance visits or periodic tenancy checks, it is the Tenant’s responsibility to replace an frequently check the working order of the same. Any faults should be immediately reported to the Agent/Owner.
General
This Inventory has been prepared on the accepted principle that all items are free from any obvious soiling, fault or damage except where stated. The term ‘god’ is noted as a guideline for this.
Loft and Cellars
Loft and Cellars are not covered on this Inventory unless they are converted and safely accessible. Contents will therefore not be noted or checked at commencement or check out.
Locked rooms
Belongings left by the owner in a locked room or outbuildings, will be inventoried and are the sole responsibility of the Landlord.
Windows and doors
All latches and fittings will be checked but windows are not all opened to test if they are operational. If they are not; this should be reported as a maintenance fault. Doors are checked where keys are provided.
Heavy Items
Heavy items of furniture such as kitchen appliances, wardrobes and beds, will not be moved and the Inventory Clerk will not be responsible for the condition of any flooring underneath, or areas surrounding such items that cannot be seen
Ownership
Note: The Inventory remains the property of Cornish Inventories Ltd and shall not be used or copied without their written permission.