Property Inventory for Landlords — Why It Matters and How to Do It Properly

Why an Inventory Matters

The inventory is the primary document used by deposit adjudicators when a landlord and tenant dispute deductions at the end of a tenancy. Without a detailed, agreed inventory:

• You cannot prove the condition of the property at the start of the tenancy
• Any deduction claim is likely to fail at adjudication
• You may be unable to recover costs even for genuine damage

Deposit adjudicators (the Deposit Protection Service, mydeposits, or the Tenancy Deposit Scheme) consistently rule in tenants’ favour when landlords cannot demonstrate the property’s condition at check-in.

What the Inventory Should Include

A comprehensive inventory covers:

• Every room in the property, including garden, garage, and outbuildings
• The condition of walls, ceilings, floors, and paintwork in each room
• Every item of furniture and appliance (for furnished properties)
• The condition of fixtures (taps, handles, blinds, curtains, shower heads)
• The condition of all white goods (fridge, washing machine, dishwasher)
• Meter readings (gas, electricity, water) at the start date
• Keys issued (number, type)
• Photographs of every room and any existing damage or wear
• Written notes on condition (e.g. “small mark on skirting board in hallway, pre-existing”)

Check-In Process

The inventory should be compiled immediately before the tenant moves in, ideally by an independent inventory clerk. The tenant should sign the check-in inventory, confirming they agree with its contents, within a short period (typically 5–7 days) of moving in.

If the tenant notes any disagreements, these should be recorded and the inventory updated. A signed check-in inventory is strong evidence.

Check-Out Process

At the end of the tenancy, a check-out report is produced comparing the current condition against the check-in inventory. It should note:

• Any damage beyond fair wear and tear
• Any cleaning that is required (compared to the standard at check-in)
• Any missing items
• Final meter readings

**Fair wear and tear:** Tenants are not liable for normal wear and tear — the gradual deterioration of items through ordinary use. A landlord cannot deduct for a carpet becoming worn after 5 years of normal use; they can deduct if the carpet has been stained or burnt.

Using Professional Inventory Clerks

Professional inventory clerks (often members of the Association of Professional Inventory Providers, APIP) produce detailed, timestamped reports with extensive photography. Their reports carry more weight at adjudication than a landlord-produced document.

Cost: typically £70–£150 for a check-in report, £60–£130 for a check-out report, depending on property size.

Dispute Process

If a tenant disputes deductions, the landlord must submit the check-in inventory, check-out report, and supporting evidence (quotations for cleaning/repairs) to the deposit scheme’s alternative dispute resolution service. The adjudicator makes a binding decision, typically within 30 days. There is no court involvement.