Protecting Your Investment: A Comprehensive Inventory Checklist for Furnished Rentals in Arequipa

As a property owner or investor in Arequipa, offering a furnished rental presents a lucrative opportunity. However, it also comes with increased responsibilities and potential risks. The key to mitigating these risks, protecting your valuable assets, and ensuring a smooth tenancy is a meticulously detailed inventory checklist. This isn't just a suggestion; it's a fundamental pillar of sound rental management in Peru, offering both legal recourse and essential peace of mind.

At ArequipaRealEstate.com, we emphasize due diligence and practical strategies backed by local expertise. This guide, drawing on extensive Arequipeñan experience and current Peruvian legal considerations, provides a step-by-step approach to creating an ironclad inventory for your furnished property in the White City.

Why a Detailed Inventory is Crucial in Peru

In the Peruvian legal landscape, particularly concerning rental agreements (Contratos de Arrendamiento) governed primarily by the Código Civil and relevant specific laws, documented evidence is paramount. A comprehensive inventory serves multiple critical functions:

Legal Protection: In the unfortunate event of disputes over damages or missing items, an inventory provides irrefutable evidence of the property's condition and contents at the start of the tenancy. Without this crucial documentation, recovering costs for damaged or missing items can be an arduous and often unsuccessful battle in the Juzgado de Paz Letrado (Justice of the Peace Court) or before a Juez Civil (Civil Judge).
Tenant Accountability: It sets unambiguous expectations for your tenants, clearly defining what is provided and its initial condition. This clarity fosters responsible use and diligent care of your valuable property and its furnishings.
Security Deposit Justification: Peruvian legislation permits landlords to request a security deposit (garantía) typically equivalent to one or two months' rent. A detailed, jointly signed inventory is indispensable to legally justify any deductions from this deposit for damages beyond normal wear and tear, ensuring compliance and preventing arbitrary claims.
Insurance Claims: In the unfortunate event of theft, fire, or other insured incidents, a pre-tenancy inventory with robust photographic and videographic evidence is vital for a smooth, swift, and successful insurance claim process.
Property Value Preservation: By consistently documenting the condition of your property and its contents, you proactively address damages and wear, thereby maintaining the aesthetic appeal and functional value of your investment for the long term.

Step-by-Step Guide to Creating Your Inventory Checklist

This process demands precision and thoroughness. Do not underestimate or rush this critical step.

Step 1: Pre-Tenancy Preparation – The Foundation

Before any tenant steps foot into your Arequipa property, meticulous preparation is absolutely essential.

Thorough Cleaning and Maintenance:
- Ensure the property is immaculately clean. A pristine starting point makes it easier to identify pre-existing conditions and immediately conveys professionalism.
- Address all minor repairs: fix any leaky faucets, replace burnt-out light bulbs, and ensure all appliances are in perfect working order.
- Conduct a comprehensive pest inspection and treatment if necessary. Arequipa, with its diverse urban and natural environments, can occasionally be prone to certain household pests.
Comprehensive Documentation – Photography and Videography:
- Visual Evidence is Paramount: This is arguably the most crucial step. Utilize a high-resolution camera (a modern smartphone is often sufficient) to take clear, date-stamped photographs and a continuous video walkthrough of every room and every item within the property.
- Angle and Detail: Photograph each item from multiple angles. For items with any existing minor flaws (e.g., a small scratch on a table, a faded spot on a rug), take detailed close-up shots that clearly capture the imperfection.
- Serial Numbers: For all major appliances and electronics (refrigerator, stove, washing machine, television), photograph or meticulously note down the brand, model, and serial number. This is critical for insurance claims and potential recovery in case of theft.
- Condition Commentary: Verbally describe the condition of items during the video walkthrough, adding an extra layer of verifiable detail.
- Digital Storage: Store all photos and videos securely on reliable cloud storage and a physical backup drive. Organize them systematically by room for efficient retrieval.
Notarization (Highly Recommended for All Rentals, Especially High-Value Properties):
- While not every inventory annex to a rental contract is notarized, for all rental properties in Peru, especially those in desirable areas like Yanahuara, Cayma, or the historic center, it is strongly advisable to have your Contrato de Arrendamiento (and its attached inventory) notarized by a Notario Público in Arequipa.
- Peruvian Legal Weight: A notarized document carries significant legal weight in Peru. The notary public attests to the authenticity of the signatures and the date, making it exceedingly difficult for a tenant to later dispute the document's validity. This notarization is often a prerequisite for landlords wishing to utilize the expedited desalojo express (express eviction) process in cases of non-payment or breach of contract, providing a powerful layer of protection for your investment.

Step 2: Structuring Your Inventory Checklist

A well-organized checklist is easy to read, follow, and verify, minimizing misunderstandings.

Room-by-Room Breakdown: Create distinct sections for each room within the property (e.g., Living Room - Sala, Dining Room - Comedor, Kitchen - Cocina, Bedroom 1 - Dormitorio 1, Bathroom 1 - Baño 1, etc.). This systematic approach ensures nothing is overlooked and provides a logical flow for inspections.
Categorization within Rooms: Within each room section, further categorize items (e.g., Furniture - Muebles, Appliances - Electrodomésticos, Linens - Ropa de Cama/Baño, Decor - Decoración, Utensils - Menaje).
Detailed Item Descriptions: For each item, include the following columns for maximum clarity:
- Item Name: (e.g., "Sofá de tres cuerpos," "Refrigerador")
- Quantity: (e.g., "1," "4 platos")
- Brand/Model: (Essential for all appliances, electronics, and potentially high-value furniture)
- Serial Number: (Crucial for high-value electronics and major appliances)
- Color/Material: (e.g., "Marrón oscuro, cuero sintético")
- Condition: (e.g., "Excelente," "Buen estado," "Desgaste menor en pata frontal izquierda – ver foto #LR_Sofa_003")
- Photo/Video Reference: (e.g., "Ver foto #LR_Sofa_001, video minuto 0:35")
- Approximate Value (Optional but Recommended for Key Items): For very high-value items, noting an approximate replacement cost can be extremely useful for insurance purposes or in the resolution of disputes.

Step 3: Key Areas and Items to Include (A Detailed List)

This comprehensive list ensures you cover all typical furnished rental items. Adjust it based on your property's specific offerings and the level of furnishing.

General & Entryway

Keys: Number of sets for main door, bedrooms, mailbox, gate, storage areas.
Remote Controls: For gate, garage, air conditioning units, television, sound system.
Entryway Mat: Condition.
Coat Rack/Shoe Rack: Quantity, condition.

Living Room (Sala)

Furniture: Sofa(s) (type, capacity, material), armchairs, coffee table, side tables, console table.
Soft Furnishings: Rug(s), cushions (quantity), throws/blankets.
Electronics: Television (brand, model, serial), TV stand, soundbar/stereo system, DVD/Blu-ray player.
Lighting: Floor lamps, table lamps, ceiling fixtures (verify functionality).
Decor: Artwork/mirrors, decorative objects, vases.
Window Treatments: Curtains/blinds (type, condition, functionality).

Dining Room (Comedor)

Furniture: Dining table (material, size), dining chairs (quantity, material).
Storage: Buffet cabinet, display cabinet.
Decor: Tablecloths, placemats (quantity), centerpiece.
Window Treatments: Curtains/blinds (type, condition, functionality).

Kitchen (Cocina)

Major Appliances: Refrigerator/freezer (brand, model, serial), stove/oven (brand, model, serial), range hood, microwave oven.
Small Appliances: Blender, toaster, coffee maker, electric kettle, rice cooker, sandwich maker.
Cookware: Pots (various sizes), frying pans, baking dishes, casserole dishes.
Dishware: Plates (dinner, salad, soup), bowls, mugs, glasses (water, wine, beer).
Cutlery: Forks, knives, spoons (dessert, soup, tea) – specify quantity for sets.
Utensils: Cooking spoons, spatulas, ladle, whisk, can opener, bottle opener, peeler, grater, scissors, kitchen knife set.
Food Prep: Cutting boards, mixing bowls, colander.
Cleaning: Dish soap dispenser, dish drying rack, dish towels (quantity), trash can.
Safety: Fire extinguisher (ensure charged, visible expiry date), fire blanket (if provided).

Bedrooms (Dormitorios)

Bedding: Bed frame (size), mattress (size, condition), headboard.
Linens: Pillows (quantity), pillow protectors, mattress protector, bed sheets (sets, quantity, size), duvet/comforter, blankets.
Furniture: Nightstands/bedside tables (quantity), dresser/chest of drawers, wardrobe/closet (number of built-in shelves/drawers), desk, office chair.
Lighting: Bedside lamps, desk lamp, ceiling fixture (verify functionality).
Decor: Artwork/mirrors.
Window Treatments: Curtains/blinds (type, condition, functionality).
Storage: Hangers (quantity).

Bathrooms (Baños)

Fixtures: Toilet, sink, shower/bathtub (condition of tiles, grout, faucets).
Linens: Bath towels (quantity), hand towels (quantity), washcloths (quantity), bath mats (quantity).
Accessories: Shower curtain/glass enclosure (condition), soap dispenser, toilet paper holder, toilet brush, trash can.
Mirror: Wall mirror.

Laundry Area (Lavandería)

Appliances: Washing machine (brand, model, serial), dryer (if applicable, brand, model, serial).
Essentials: Laundry basket, iron, ironing board.
Cleaning Supplies: Designated storage for laundry detergent and other cleaning products.

Outdoor Areas (Patio, Terraza, Jardín - Jardín)

Furniture: Outdoor table, chairs (quantity), loungers.
BBQ Grill: (if provided, type, condition).
Plants/Pots: (if included, condition).
Lighting: Outdoor light fixtures (verify functionality).

Utilities & Infrastructure (Initial Readings & Functionality)

Electricity Meter Reading (SEAL): Date and precise reading.
Water Meter Reading (SEDAPAR): Date and precise reading.
Gas: Type (piped natural gas, e.g., Naturgy, if available in the area; or LPG tanks - balones de gas). If piped, initial reading if metered. If LPG, note quantity and condition of full balones.
Water Heater: Functionality (electric, gas, solar – verify heating capability).
Internet Router/Modem: (brand, model, serial, power adapter, cables).
Smoke/Carbon Monoxide Detectors: Note location, ensure functional and tested.
Light Bulbs: All functional throughout the property.

Step 4: Joint Inspection, Signing, and Storage

This is the official handover and agreement phase – a critical moment for establishing mutual understanding.

Joint Walkthrough: Schedule a specific time with the incoming tenant(s) to conduct a thorough walkthrough of the property, meticulously going through the inventory checklist item by item together.
Tenant Verification: Provide the tenant with ample time to inspect each item and verify its condition against the detailed checklist and your photographic/video evidence. Both parties must agree on the recorded condition.
Amendments: If the tenant identifies any discrepancies or conditions not adequately noted, immediately amend the checklist on the spot. All parties should initial these changes. Take new photos or video if necessary to document these adjustments.
Signatures and Dating: Once both parties are in full agreement, ensure both the landlord (or authorized agent) and all adult tenants sign and date every single page of the inventory document. This signifies mutual consent and acceptance.
Copies: Provide a complete, legible, signed copy of the inventory (along with the notarized rental contract) to the tenant for their records. Retain the original signed copy and a robust digital version for your own files.
Secure Storage: Store hard copies of these vital documents in a secure, fireproof location. Digital copies should be maintained on multiple backup systems (e.g., cloud storage, external hard drive) to prevent loss.

Localized Context and Warnings for Arequipa Property Owners

Notarized Rental Contracts & Express Eviction (Desalojo Express): In Peru, it is not merely advisable but highly recommended to notarize your Contrato de Arrendamiento (rental agreement) at a Notaría Pública. This is absolutely critical if you wish to benefit from the desalojo express (express eviction) process in cases of non-payment or contract breach. The inventory is typically an essential annex to this primary contract, and its joint notarization further strengthens its legal standing in conjunction with the main agreement.
Historic Properties in the Centro Histórico: If your furnished rental is situated within Arequipa's UNESCO-listed Historic Center, special and meticulous attention is required.
- Sillar Walls and Original Features: Document any and all existing chips, cracks, or discoloration on the iconic sillar (white volcanic stone) walls, colonial tiling, original wooden beams, or other historical architectural elements. These are sensitive and valuable features, and meticulously detailing their pre-existing state will prevent future disputes regarding tenant-induced damage.
- Conservation Rules: Ensure tenants are fully aware of and agree to any applicable local municipal rules or conservation guidelines regarding the alteration, decoration, or maintenance of historic elements within the property. The inventory should clearly reflect the current, permitted state of the property.
Peruvian Electrical Standards: Peru operates on a 220V electrical system. Ensure all appliances provided are compatible and in safe, certified working order. Document any adaptors or converters provided. Periodically check outlets and wiring for safety and functionality.
Water and Electricity Services (SEAL, SEDAPAR): Always meticulously document the initial meter readings for electricity (from SEAL - Sociedad Eléctrica del Sur S.A.A.) and water (from SEDAPAR - Servicio de Agua Potable y Alcantarillado de Arequipa S.A.) on the precise day the tenant takes possession. This prevents disputes over utility bills and ensures fair billing.
Seismic Activity: Arequipa is located in an active seismic zone. While not directly part of the inventory itself, for tenant safety, ensure any heavy furniture (wardrobes, bookshelves) are securely anchored to walls where structurally possible. Documenting these safety measures can also be a valuable feature for tenants.
Gas Supply: Clearly document the type of gas supply. If it's piped natural gas (e.g., provided by Naturgy in Arequipa, where available), note any initial meter readings. If LPG balones de gas (gas tanks) are provided, record the quantity, size, and condition of each balón.

Safety Checks to Include in Your Inventory Process

Beyond simply documenting items, ensure critical safety features are functional and compliant:

Smoke and Carbon Monoxide Detectors: Test them thoroughly to confirm they are in proper working order and have fresh batteries.
Fire Extinguisher: Check the pressure gauge to ensure it's in the green zone and verify the expiry date.
Gas Connections: Visually inspect all gas connections (for stoves, water heaters) for any signs of leaks or wear. If any doubt exists, call a certified professional immediately.
Electrical Appliances: Briefly test all major electrical appliances (refrigerator, stove, washing machine, water heater) to confirm they are functioning safely and correctly.
Water Heater: Confirm it is functioning correctly and providing hot water at a safe temperature.

Conclusion

A detailed inventory checklist is not merely a formality; it is an indispensable and strategic tool for safeguarding your real estate investment in Arequipa. By investing the necessary time and effort into creating a thorough, accurately documented, and, ideally, notarized inventory, you are robustly protecting your valuable assets, significantly minimizing potential disputes, and fostering a professional, legally sound landlord-tenant relationship. This level of due diligence is a hallmark of a successful and responsible rental strategy in Peru.

Legal Notice

⚠️ Legal Notice: Consult a Local Lawyer. This article provides general information and practical guidance and does not constitute legal advice. Property laws and regulations in Peru can be complex and are subject to frequent change. Always consult with a qualified local real estate lawyer in Arequipa to ensure your rental agreements, inventory checklists, and all property management practices comply fully with current Peruvian law and effectively protect your specific interests.

Ready to secure and optimize your Arequipa investment? For more expert advice and to explore prime rental properties, visit ArequipaRealEstate.com.