Terms & Conditions

Oakwood Inventories London Ltd trading as Oakwood Inventories

1. Definitions

“Company” refers to Oakwood Inventories London Ltd trading as Oakwood Inventories.
“Client” refers to the individual or organisation instructing the Company, including landlords and letting agents.
“Property” refers to the premises subject to the instruction.
“Report” refers to any inventory, schedule of condition, check-in report, check-out report, interim / mid-term inspection report, or related documentation produced by the Company.

2. Scope of Services

The Company provides independent inventory and inspection services for residential rental properties. Services are limited to the visual observation and recording of the condition and contents of the Property at the time of inspection, subject to available access and site conditions.

3. Independence & Impartiality

The Company operates as a fully independent inventory provider and is not part of any in-house letting agency. All reports are prepared impartially and objectively, without bias toward landlord, tenant, or agent.

4. Nature of Reports

Reports are descriptive and observational only. They do not constitute surveys, valuations, compliance inspections, or professional advice. The Company does not assess, certify, or confirm legal, regulatory, or safety compliance, certification, suitability, or fitness for habitation, nor does it accept responsibility for any landlord compliance obligations.

Any references to damage, wear, defects, damp, mould, leaks, or general condition are recorded as observations visible at the time of inspection, without diagnosis, technical assessment, attribution of cause, allocation of responsibility, or determination of liability.

Where obvious issues or potentially urgent defects are visibly observed at check-in, these may be noted and brought to the Client’s attention for information purposes only. Such observations do not constitute advice, instruction, or confirmation of compliance.

The absence of comment on any item or condition does not indicate compliance, safety, suitability, or satisfactory condition.

Any indicative references within the Report to tenant, landlord, or fair wear and tear are provided for general guidance only and do not constitute a determination of liability.

4A. Interim / Mid-Term Inspection Reports

Interim or mid-term inspection reports provide a general, non-intrusive assessment of the condition and occupation of the Property at the time of inspection.

Such reports:

are not a full inventory or re-listing of contents
are prepared on a limited visual basis only
relate only to items that are visible, accessible and unobstructed at the time of inspection
do not include detailed condition descriptions of all items

Furniture and contents are assumed to remain as recorded in the original check-in inventory, except where otherwise noted.

Interim reports are not compliance inspections and do not assess legal, regulatory, or safety obligations.

Any observations of condition, cleanliness, damage, damp, mould, or general occupation are recorded as seen at the time only, without:

determining cause
attributing responsibility
confirming duration
or assessing liability

The absence of comment does not indicate that no issue exists.

5. Smoke & Carbon Monoxide Alarms

At check-in and check-out, and where reasonably accessible, smoke and carbon monoxide alarms may be tested by pressing the manufacturer’s test button only, solely to confirm that an audible sound is heard at the time of inspection. At interim / mid-term inspections, alarms may be tested for audible response where reasonably possible, unless otherwise instructed.

Such testing:

is limited to audible response only
does not confirm correct installation, positioning, sensor function, power source condition, certification, compliance, or ongoing operation

The Company accepts no responsibility for alarm compliance, performance, or failure outside the moment of testing.

6. Photographic Evidence

Reports may be supported by photographs selected at the Company’s discretion to illustrate relevant observations and support written descriptions. The number of photographs taken is determined by what is considered appropriate and relevant for the Property and instruction.

Photographs provide visual context only and do not replace written observations.

The absence of a photograph does not imply the absence of an item or condition, and the presence of a photograph does not constitute an exhaustive or comprehensive record.

7. Accuracy & Amendments

Reports are prepared with reasonable skill and care based on conditions visible and accessible at the time of inspection.

Clients must review reports promptly upon receipt. Any factual errors must be notified in writing within 7 calendar days of report delivery. Requests for amendments outside this period may be declined or subject to an additional charge.

8. Client Responsibilities

The Client is responsible for ensuring:

safe and unobstructed access to the Property
utilities are connected where required
the Property is sufficiently clean and accessible for inspection
all relevant keys, fobs, and access devices are available

The Company accepts no responsibility for omissions caused by restricted access, locked areas, or unavailable utilities.

9. Use of Reports & Third-Party Reliance

Reports are prepared solely for the Client named on the instruction. No third party may rely on a Report without the prior written consent of the Company. The Company accepts no liability to tenants or any other third parties who may receive or rely upon the Report.

10. Disputes

Reports are intended to provide impartial and independent documentation that may assist in the resolution of tenancy disputes. The Company does not guarantee outcomes in deposit adjudication or legal proceedings, which are determined by independent third parties based on all evidence submitted.

11. Fees & Payment

Fees are agreed at the time of instruction. Payment terms may be:

on instruction
on completion
or in accordance with agreed invoicing arrangements

Unless otherwise agreed in writing or stated on the invoice, invoices are payable within 14 days of issue.

The Company reserves the right to charge interest on overdue amounts in accordance with the Late Payment of Commercial Debts (Interest) Act 1998, together with reasonable recovery costs

12. Cancellations & Aborted Visits

The Company reserves the right to charge for cancelled or aborted visits where insufficient notice is given or access is not gained.

13. Limitation of Liability

The Company’s total liability is limited to the fee paid for the service giving rise to the claim.. The Company shall not be liable for indirect or consequential losses, including loss of rent, deposit, or legal costs.

14. Data Protection

The Company processes personal data in accordance with applicable data protection legislation and uses such data solely for the purpose of delivering the instructed service.

15. Force Majeure

The Company shall not be liable for failure or delay in performance caused by events beyond its reasonable control.

16. Governing Law

These Terms & Conditions are governed by and construed in accordance with the laws of England and Wales.

By instructing the Company, the Client confirms acceptance of these Terms & Conditions.

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