Property Inventories and Inspections
1. DEFINITIONS
Property: A rented dwelling as defined by an Assured Shorthold Tenancy Agreement.
PIIM: Property Inventory Inspection & Management
Agent: A letting agent, Landlord or representative issuing an assignment
Tenancy: A contractual document setting out an agreement between a landlord and tenant for the tenant to occupy a property for a set period of time.
Tenant: A person given the right to rent a property to live in for a set period of time.
Assignment: An instruction to complete a report on a property.
Inventory: A document listing all moveable items in a rented property and details any defects.
Schedule of Condition: A record defining the general internal and external condition of the property at the start of a tenancy.
Check-In: An Inventory’s verification by a Tenant and Agent, PIIM or clerk prior to occupation of the property.
Check-Out: An assignment, with or without the tenant or agent, defining differences between what’s indicated by the inventory and that seen at the end of a tenancy.
Update: A re-compiled inventory completed at the time of check-out or check-in using an existing copy of a current existing inventory.
Periodic visits: An interim report ascertaining all is well with the property and its contents, usual done at 3 or 4 monthly intervals during the term of a tenancy.
Clerk: A person representing PIIM completing an assignment.
Price list: A published relevant fee structure available on request from PIIM for an assignment.
Disclaimers: Limitation or exclusion clause in terms of business.
2. ORDERS/INSTRUCTIONS/CONDITIONS
PIIM can accept an instruction for an Assignment via the online, e-mail or telephone. Once an instruction is received an Agreement is deemed to exist between PIIM and the Agent under these Terms and Conditions. Confirmation of an Assignment made will be confirmed by return e-mail. Confirmation will define the Assignment to which PIIM will undertake. Any errors contained within any confirmation not corrected by an Agent upon receipt will be at the liability of the Agent.
3. CANCELLATION/ABORTED/WAITING TIME
PIIM reserves the right to make a full charge to the Agent for the cancellation of an Assignment within 24 hours of the intended date and time. A nominal fee of £30 may be levied should the Assignment be aborted, for whatever reason, including mis-instruction, after the Clerk has arrived at the Property. This nominal fee is subject to the Assignment being re-booked with PIIM. In the event the Assignment is not re-booked the full fee for the Assignment may be charged. A charge of £5 per quarter hour may be made for waiting time at the Property beyond the confirmed time of the Assignment due to late arrival of a Tenant or Agent. Incorrect notified location of keys or documentation, or any delay in gaining access to the Property beyond the control of the Clerk or PIIM, or where a property is unfit or unsafe for entry. Duties carried out by either the Clerk or PIIM outside the definition of the Assignment may be chargeable by separate negotiation. Assignments may be carried out outside of normal office hours may attract a premium by separate negotiation. PIIM’s normal office hours are: Monday to Friday 09.00 to 17.00. Assignments on Weekends and Public Holidays will be considered by separate negotiation.
4. PRICE AND PAYMENT TERMS
It is assumed that the size and furnishings of the assigned Property shall be of reasonable proportions relating to the information given to PIIM at the time of booking. We reserve the right to deviate from any Price List for any Property not of reasonable proportions, quoting custom prices at the time of booking, or agreed fee by negotiation either before or after completion of an Assignment
Payments for Assignments becomes due upon receipt of an invoice issued by PIIM. We reserve the right to make a charge for any additional expenses incurred by PIIM, as a result of Agent error, including incorrect keys being supplied.
The due date for payment is 14 days from the date the invoice was issued unless otherwise stated.
If payment is not made by due date, we reserve the right to take legal action or appoint debt collection agents to obtain payments. In that event, all of the costs incurred to PIIM, will be payable by the Agent on an indemnity basis.
5. SAFETY AND SECURITY
It is understood by PIIM or the Clerk that the Property related to any Assignment is in sound and safe condition, posing no risk to the health or safety of any assigned Clerk.
Landlords/Agents must ensure that properties booked for inventories are not occupied by tenants or landlords and/or their possessions unless the possessions are to be included within the report. Clerks have the right to abort the visit should they discover that a property is either occupied or full of items that are not to be included within the inventory.
6. INSURANCE
PIIM has appropriate Public Liability Insurance.
7. LIABILITY
According to PIIM’s Public Liability Insurance details as well as the inspection disclaimer.
8. DELIVERY/INTELLECTUAL PROPERTY
PIIM aims to carry out Assignments with reasonable care and skill. If any part of the Assignment is performed negligently or in breach of the provisions of these Terms, then on request, we will re-perform the relevant part of the Assignment. PIIM will not be liable to re-perform any part of the Assignment unless you notify us in writing of any negligence or breach.
PIIM or the Clerk, will endeavour to deliver to the issuing Agent by agreed means Assignment documentation within 3 working days of the agreed Assignment date or time. All Assignments commissioned from PIIM or the Clerk, and delivered by electronic means remain the intellectual property of PIIM. Required hard copies may be printed, copied, or retained, but may not be electronically copied, altered, or retained without the express permission of PIIM. The Agent is responsible for checking the assignment on delivery. Any dispute over content or description must be registered with PIIM or the Clerk, within 7 working days.
9. FORCE MAJEURE
PIIM or the Clerk, is not liable for delays in performance (including delivery of documentation) caused by circumstances beyond its reasonable control.
10. CONFIDENTIALITY AND NON-COMPETITION
Each party must treat all information received from the other marked ‘confidential’ or reasonably obvious to be confidential as it would treat its own confidential information.
Any provisions of these terms and Conditions which seeks to exclude or limit the liability of PIIM for breach of the terms implied by the Supply of Goods and services Act 1982 shall not apply in the case of a consumer contract.
