Property Inventory and Check-In Report for Landlords in England

Why the Inventory Decides Deposit Disputes

When a tenancy ends and there is a disagreement about damage — stained carpets, cracked tiles, missing fixtures — the deposit scheme's adjudicator looks at one thing above all else: the evidence from the start of the tenancy. If you have a dated, signed inventory with photographs taken on the day the tenant moved in, you can demonstrate the condition of the property at handover. Without it, the adjudicator has no baseline, and the presumption swings toward returning the deposit in full.

Deposit protection schemes (DPS, MyDeposits, TDS) consistently report that landlords lose the majority of disputes where no inventory exists. The inventory is not a statutory requirement — no Act of Parliament mandates one — but it is the single most important document for protecting your deposit claim.

What to Include

A property inventory records the condition and contents of the property at the point the tenant takes occupation. It covers:

Room-by-room condition — Walls (note any marks, cracks, or patch repairs), ceilings, flooring (carpet wear, tile chips, laminate scratches), doors (handles, hinges, surface condition), windows (locks, seals, glazing condition), light fittings, switches, and sockets.

Fixed installations — Boiler make and model with condition, bathroom suite (basin, toilet, bath or shower, taps), kitchen units and worktops, built-in appliances (oven, hob, extractor), radiators and thermostatic valves.

Furnished items (if you provide them) — Each piece of furniture described with its condition: sofa (fabric condition, cushion state), beds and mattresses, wardrobes, dining table and chairs, curtains or blinds. Note fire safety compliance tags on upholstered items.

Meter readings — Gas, electricity, and water meters. Record the reading, meter serial number, and location. This protects both parties against disputed utility bills.

Keys and security — Number of sets provided, types (front door, back door, window keys, garage fob), and condition of locks.

Garden and exterior (if applicable) — Lawn condition, fencing, gate, shed, patio, and any outdoor furniture or equipment.

Photographs: The Critical Evidence Layer

Written descriptions are subjective. Photographs are not. Take timestamped photos of every room from multiple angles, plus close-ups of any existing damage, wear marks, or areas likely to be disputed later. Include photos of meter readings, alarm positions, and the exterior.

Store the photographs alongside the written inventory in a format that preserves the original file metadata (date, time, device). A PDF compiled on the day with embedded photos and dated headers is the standard that deposit adjudicators expect.

The Check-In Process

The check-in happens on the day the tenant takes possession of the keys. The process:

1. Walk through the property room by room with the tenant
2. Review each item on the inventory together
3. Note any discrepancies the tenant identifies — if they spot a mark you missed, add it
4. Test smoke alarms and carbon monoxide alarms on the first day of the tenancy and record the results (the tenant does not need to be present for this statutory check)
5. Record meter readings together
6. Both parties sign and date the inventory

The signed inventory becomes the baseline document. If the tenant disagrees with anything, note their comment on the form. An inventory that records disagreements is stronger evidence than one that ignores them, because it shows the process was collaborative.

DIY vs. Professional Inventory

Self-managing landlords can create the inventory using a simple room-by-room template and a phone camera. Cost: your time. The quality depends entirely on how thorough and consistent you are.

Professional inventory clerks typically charge £80 to £200 depending on property size. They produce a standardised report with timestamped photographs, which carries weight with adjudicators because of its independence. Worth considering for furnished properties or high-value finishes where deposit disputes are more likely.

Check-Out at Tenancy End

The inventory only works if you repeat the process at check-out. Walk through the property using the original inventory as a reference, photograph the same areas, note any changes, and compare. Fair wear and tear — carpet fading over three years, minor scuff marks on walls — is the tenant's right and cannot be deducted from the deposit. Damage beyond normal use — a hole in the wall, a broken window, a burn mark on the worktop — is deductible if the inventory proves the damage was not present at check-in.

Where the Inventory Fits in the Pre-Tenancy Sequence

The inventory sits at the very end of the pre-tenancy process, on move-in day itself. By that point, you should have already completed mortgage consent, local licensing checks, safety certificates, deposit protection, and document delivery. The inventory is the final operational step before the tenancy is fully live.

For the complete sequenced compliance walkthrough, see the Becoming a Landlord in England guide.

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