Inventories & Check-In Reports
At a Glance
An inventory (sometimes called a check-in report) records the condition and contents of a property at the start of your tenancy. It provides an agreed record of the property’s condition before you move in and is often the most important piece of evidence if there’s a dispute about your tenancy deposit at the end of your tenancy.
Taking the time to check and update your inventory before moving in could save you hundreds – or even thousands-of pounds later.
What Is an Inventory?
An inventory is a document that records the condition of the property and everything included with it when your tenancy begins.
It is usually prepared by:
- the landlord
- the letting agent
- or an independent inventory clerk
The inventory should be completed before or on the day you move in and should accurately describe the property’s condition.
It isn’t simply a list of furniture – it should record the condition of every room, fixture and fitting.
Why Is an Inventory Important?
At the end of your tenancy, your landlord may wish to make deductions from your deposit for damage or missing items.
To justify those deductions, they will usually need evidence showing:
- the property’s condition when you moved in
- its condition when you moved out
- that any deterioration goes beyond fair wear and tear
The inventory is often the key piece of evidence used by tenancy deposit schemes when deciding disputes.
Without a good inventory, it can be much harder for either party to prove their case.
What Should an Inventory Include?
A comprehensive inventory should contain:
Property Details
Property address
- Date of inspection
- Meter readings
- Keys provided
Every Room
Details of:
- Walls
- Ceilings
- Floors
- Carpets
- Doors
- Windows
- Light fittings
- Radiators
Furniture & Appliances
Including condition of:
- Beds
- Sofas
- Tables
- Chairs
- Wardrobes
- White goods
- TVs (if included)
Outside Areas
Where applicable:
- Garden
- Patio
- Shed
- Garage
- Fences
- Parking spaces
- Wheelie bins
The more detailed the inventory, the better it protects both you and your landlord.
Checking Your Inventory Before You Move In
- Read every page carefully.
- Check every room yourself.
- Record anything that's missing.
- Note any scratches, stains, marks or damage.
- Check that appliances actually work.
- Make sure meter readings are correct.
Take Your Own Photos & Videos
- Photograph every room.
- Photograph any existing damage.
- Photograph meter readings.
- Photograph inside appliances if they're dirty or damaged.
- Record a slow walkthrough video of the whole property.
Ensure your photos automatically save the date they were taken.
Store them somewhere safe until well after your tenancy has ended.
If there’s ever a dispute, these images can provide valuable supporting evidence.
What Happens at Check-Out?
When you leave the property, the landlord or inventory clerk will usually carry out a check-out inspection.
This compares the property’s condition against the original inventory.
The aim is to identify:
- damage
- missing items
- cleaning issues
- any changes since you moved in
Remember that landlords cannot expect a property to be returned in exactly the same condition after years of normal occupation. Fair wear and tear must always be taken into account.
What if There Isn't an Inventory?
Some tenancies begin without a formal inventory.
This doesn’t automatically mean your landlord can’t claim against your deposit, but it can make it much harder for them to prove the property’s original condition.
Likewise, if you later dispute deductions, you should keep your own photographs, emails and other evidence to support your position.
If your deposit is protected, the tenancy deposit scheme’s dispute service will consider all available evidence – not just an inventory.
Top Tips
- Never sign an inventory you haven't checked.
- Report missing items immediately.
- Photograph every room before unpacking.
- Keep copies of all emails.
- Save your inventory somewhere safe.
- Repeat the same photographs when you move out.
Frequently Asked Questions
Do I have to sign the inventory?
No. However, if you disagree with any part of it, you should explain why in writing and ask for it to be amended before signing.
Can I add my own comments?
Yes. In fact, you should.
If you notice marks, damage or missing items that aren’t recorded, add them to the inventory or email your landlord immediately.
What if I discover damage a few days after moving in?
Tell your landlord or letting agent as soon as possible.
Take photographs and keep copies of any emails or messages.
Can my landlord deduct money if there wasn’t an inventory?
Possibly, but they’ll still need evidence to support any deductions.
Without a detailed inventory, proving the property’s original condition can be much more difficult.
What is fair wear and tear?
Fair wear and tear refers to the gradual deterioration that naturally occurs through normal everyday use.
Your landlord cannot normally charge you for ordinary ageing of carpets, paintwork or furniture.
Key Takeaways
- An inventory records the property's condition when your tenancy begins.
- Always read it carefully before signing.
- Report any errors or missing damage immediately.
- Take your own dated photographs and videos before unpacking.
- A good inventory is one of the strongest forms of evidence if there's a dispute about your tenancy deposit.
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