Property inspections and records
On-site condition inspections, dated photographs, check-in/check-out documentation and agreed repair follow-up. Visits are quoted according to the property, location and access arrangements.
TenantShield for letting agents
Clear property evidence from check-in to check-out.
TenantShield supports letting agents with property inspections, condition records and agreed repair follow-up, keeping evidence connected from check-in to check-out when landlord questions or deposit disputes arise.
Outstanding repairs? See the £300 backlog review ↓
Start with one property or tenancy · Scope and fee agreed before work begins
Support throughout the tenancy
01
Consistent tenancy evidence records
02
Clear check-in and check-out comparisons
03
Organised deposit dispute evidence packs
One-off review / For managing agents
Repairs Backlog Review
Outstanding repairs spread across emails and contractor messages? We review your agency’s records and organise up to 15 repair cases into one clear action tracker.
- See where each case standsStatus based on the supplied records, with gaps and conflicting updates flagged.
- Know the next actionA clear next step and proposed action owner for each repair.
- Walk through the findingsA 30-minute handover to review the tracker and agree who needs to act.
Need broader tenancy or portfolio support? See the other agency services.
The agency challenge
Five people. Five ways of recording a property. One dispute.
Photographs, inspection notes, repair updates and tenant communications can sit in different places. When a landlord needs answers, your team has to piece the tenancy history together.
01Check-in photographs
02Inspection observations
03Repair and contractor updates
04Tenant communications
05Check-out comparisons
A connected record
We help your team use a consistent structure, link updates to their source and keep gaps visible throughout the tenancy.
Agency property and evidence support
Support for your properties and tenancy records.
Start with one property, an existing tenancy file or a wider portfolio review. We agree the work and price around the support your agency needs.
You can book either service separately. A portfolio audit is not required before booking an inspection or an individual case review.
Tenancy evidence records
A consistent way to collect and organise records across your team.
- Review of your current recording process
- Agreed checklists and evidence structure
- Links between condition records, repairs and updates
- Missing-information and outstanding-action list
Check-out comparisons
A structured comparison using the check-in and check-out records you supply.
- Comparison of recorded condition by room or item
- References to relevant photographs and reports
- Repair history and changes during the tenancy
- Clear notes on gaps or conflicting evidence
Deposit dispute preparation
An organised evidence pack for your team to review before submission.
- Indexed supporting documents
- Dated chronology of relevant events
- Condition comparison and cost-document references
- Draft factual summary and missing-evidence list
The evidence review services above use records supplied within the agreed scope. On-site inspections, additional evidence collection and ongoing updates are included only where expressly quoted.
How it works
Start with one property, one case or a portfolio review.
1
Discuss your workflow
Use a 15-minute introductory call to discuss your property or portfolio, current records and the support you need.
2
Agree the work
Receive a written scope covering properties or cases, deliverables, record limits, responsibilities, fee and target dates.
3
Arrange access or share records
For inspections, agree access with your team and the occupant. For record reviews, share the agreed documents through the arranged method. We flag missing information.
4
Review the output
Your team checks the factual summary and supporting records. We then discuss any further support your portfolio needs.
Works alongside your existing tools.
We agree how visits and reports fit your existing inspection process. Your agency
retains its client relationships and authority over decisions.
Agency pricing
Start with a defined piece of work.
Choose a £300 Repairs Backlog Review, an inspection, a single tenancy review or a portfolio audit. Each is available separately, with the scope, fee and delivery date agreed before work starts.
Start with one property or tenancy
Book a condition inspection, check-in/check-out documentation or a review of existing records. Agreed repair follow-up can be included in your quote.
- Tell us the postcode, property size, support needed and preferred date.
- Receive a quote covering visits, reports, access arrangements and delivery dates.
- No portfolio audit or ongoing contract required for a one-off booking.
Quoted individually according to scope, location and access. Statutory certification and contractor works are not included.
Portfolio Evidence Audit
From £600
Covers a defined sample of up to 10 tenancy files. Larger samples or multi-branch reviews are quoted separately.
- Review of supplied check-in, inspection and check-out records
- Evidence-gap and consistency review
- Missing sign-offs, weak comparisons and broken evidence links identified
- Practical agency evidence standard and action list
- Management summary with priority findings
Final scope and fee are confirmed before work begins.
Ongoing & dispute support
Book support independently or following an audit, according to your team’s needs.
- Monthly evidence quality support: quoted around agreed file volume and review frequency
- Deposit dispute preparation: from £195 per case, depending on complexity
- Check-out comparison support: quoted per case or agreed portfolio volume
- Co-branded / white-label outputs: available by agreement
Individual case support does not require a portfolio audit. Recurring work is agreed separately.
Managing several branches or a larger portfolio?
We can agree a portfolio package around your requirements, with clear volume limits,
update frequency and pricing for additional work.
Sample property records
See what the documentation looks like.
View the fictional Repairs Backlog Review example (PDF) ↗
These three fictional samples follow the same property from its starting condition through ongoing updates to check-out. Your deliverables are agreed in your quotation.
Property baseline
Room-by-room starting observations and the references carried through the tenancy.
Ongoing property record
Condition changes, maintenance updates, outstanding actions and recorded completion.
Check-out comparison
Final observations compared with the baseline and updates recorded during the tenancy.
Illustrative reports, not client cases or promised dispute outcomes. Each sample includes a labelled photo-layout page with empty placeholders; no photographs are included.
Fictional worked example
How separate records become one clear account.
This illustrative example shows how we organise supplied information. It is not a client case or a prediction of a deposit decision.
Living room carpet condition
Fictional property: Demonstration Flat A
-
Check-in, 15 May 2026
The inventory records an existing worn area beside the doorway. Photograph CI-01 shows the wider carpet; CI-02 records that area. The carpet's age is not stated. -
Maintenance update, 10 July 2026
Record MR-01 logs a radiator leak in the living room. Contractor record CR-01 reports the repair as completed. No post-repair carpet photograph was supplied. -
Check-out, 20 September 2026
Photograph CO-01 records a dark mark near the radiator. The available records do not establish its cause. -
Cost document, 22 September 2026
Quotation Q-01 lists £85 for a cleaning attempt. It does not establish responsibility or confirm that cleaning will remove the mark.
Draft factual summary: The check-in record identifies existing doorway wear. A later maintenance record logs a radiator leak. The check-out record shows a mark near that radiator, but the supplied evidence does not establish when or how it arose.
Questions for the agency: Confirm the carpet's age, obtain any photographs following the leak repair, and review relevant tenant and contractor updates before deciding whether to propose a deduction.
Example output: An evidence index, chronology, condition comparison, cost-document reference and a visible list of unresolved questions.
All dates, references and amounts in this example are fictional. TenantShield organises evidence; it does not decide liability or guarantee a deposit award.What your team receives
Records that are easier to review and hand over.
Traceable evidence
References connect the summary to supplied photographs, reports, communications and cost documents.
Visible gaps
Missing dates, conflicting accounts and unsupported completion claims remain visible for your team to resolve.
Consistent team guidance
Agreed checklists help staff and existing inventory clerks record the same essentials.
Clear landlord updates
A factual account explains what is recorded, what changed and which questions remain open.
Existing systems retained
The workflow is agreed around your current tools. Custom integrations are separately scoped.
Your agency branding
Co-branded or white-label reporting can be included so the evidence standard sits behind the service your agency provides to landlords.
The person behind TenantShield
Built from practical housing experience.
I’m Pareace Sargeant-Mascoe, founder of TenantShield. My background is in housing management, with hands-on experience overseeing day-to-day property matters across multiple supported housing sites.
My work includes property inspections, health and safety checks, coordinating contractors, following up repairs and preparing empty accommodation for new residents. I work with housing providers, colleagues and residents to keep actions moving and property records clear.
Through this work, I’ve seen how easily important details become scattered across emails, photographs and contractor updates. This makes it harder to know what has been done and what still needs attention.
I created TenantShield to help letting agents keep clear property records throughout the tenancy. From inventories and check-in reports to inspections and check-out comparisons, the aim is to document condition, highlight issues and organise evidence for repair follow-up and deposit discussions.
When you work with TenantShield, you work directly with me, with an agreed scope, clear updates and a focus on following through.
Property inspectionsRepairs coordinationSupported housingProperty records
Pareace Sargeant-Mascoe
Founder | Housing & property operations
Coverage and delivery
Agree the location, access and timing before booking.
Your quotation confirms who arranges access, what will be recorded, any agreed repair follow-up and when you will receive the output.
Questions and scope
Know what is included before you start.
What does the £300 Repairs Backlog Review include?
The £300 one-off review covers up to 15 repair cases using the records you provide. You receive an action tracker and a 30-minute handover within five working days of receiving the agreed records. One case means one repair issue. Contractor chasing, visits, technical inspections and repair completion require a separate agreement.
How do we share tenancy records?
We agree the documents needed and the sharing method before you send client records. Start with a general enquiry and property postcode; please do not attach tenant documents to your first enquiry. Access arrangements and information-handling responsibilities are confirmed within the agreed scope.
Who submits the deposit dispute?
Your agency or landlord reviews and submits the evidence through the relevant deposit scheme. TenantShield prepares the agreed documents and factual summary. Submission and scheme correspondence are not included in the standard preparation service.
Can we book just an inspection?
Yes. Inspections can be booked separately, subject to location, access and availability. Your quote confirms the visit and report scope. Evidence-only services use supplied records and do not automatically include a visit.
When does the turnaround period start?
We confirm a start date once the scope, required payment and agreed minimum records are in place. The quotation states the target delivery date and how missing or late information affects it.
Can you help with an existing dispute?
We can assess the available records and remaining deadline before accepting the work. We cannot reconstruct evidence that was never recorded or guarantee availability for an urgent case.
Do we need new software?
Our services work alongside your existing inspection and property-management tools, using an agreed method for sharing records.
What if we already use an inventory clerk?
We can organise and compare their supplied reports, connect maintenance updates and help your team identify evidence gaps. Their inspection role continues as agreed with your agency.
Does the service guarantee a successful claim?
No. We organise the available evidence and identify its limitations. We do not decide the outcome, provide legal advice or offer legal representation.
How is ongoing support priced?
Your quote states the covered properties, update frequency, review limits and recurring fee. Additional cases, visits or records require an agreed scope and price.
Start with a 15-minute agency call.
Discuss an inspection, an individual tenancy or your wider portfolio. We’ll agree which service fits the work you need.
Or email pareace@tenantshield.uk