Landlords guide to property inventories

A landlord inventory is a document that records the condition, contents, and cleanliness of items and areas in a rental property at the beginning of a tenancy. It includes a schedule of conditions, which notes the existing state of things like: 

Living areas: Such as sofas, chairs, tables, electrical equipment, curtains, carpets, and decorative items 

Kitchen: Such as white goods (refrigerator, washing machine, dishwasher), cooker, microwave, kitchen units, worktops, floor, and wall tiles 

Bedrooms: beds, mattresses, wardrobes, chest of drawers, bedside tables, mirrors, and light fittings 

Bathroom: bath, shower, toilet, sink, tiles, mirror, cabinets, and towel rails 

Hallways and corridors: flooring, walls, lighting, and any built-in storage 

Utilities: boiler, radiators, electrical sockets, light switches, and smoke/carbon monoxide detectors 

External areas: garden furniture, sheds, fencing, gates, and external lighting 

Structural elements: walls, ceilings, floors, windows, doors, and their frames 

Miscellaneous items: keys, meter readings, and any additional fixtures or fittings provided with the property

While not legally required, a well-prepared inventory and schedule of conditions is considered best practice in property management, protecting both landlord and tenant.¹ 

By establishing the property condition when a tenant moves in, inventories can provide evidence in case of disputes about damage or missing items at the end of the tenancy, helping to determine how much of the deposit should be returned. 

Landlords and tenants should sign and date the inventory to confirm they agree with its contents at the start of the tenancy.¹ This can be securely stored and referred to during mid-tenancy inspections and check-out inspections.

An effective inventory should be detailed and comprehensive. 

It might include: 

• The contents of each room, including the quantity and condition of all items 
• Written descriptions of existing damages, such as chipped, ripped, or marked items and areas of the property 
• Dated and timestamped photographs of each room, fixtures and fittings, including close-ups of any existing damage
• Meter readings for utilities, including clear pictures, at the start of the tenancy 
• Appliance model numbers and instruction manuals Evidence of safety checks, including gas safety certificates (external link), electrical instillation condition reports (external link), and fire safety risk assessments (external link) 
• Digital copies of all documents, ensuring the records are accessible throughout the tenancy. 

You can download a free inventory checklist at mydeposits (external link). 

You can find a comprehensive guide to property inventories at Tenancy Deposit Scheme (external link).

The inventory check-in typically takes place as close to the start of the tenancy as possible, before a tenant moves in and after all previous tenants’ belongings have been removed and any cleaning or maintenance has been completed. 

If possible, the Tenancy Deposit Scheme (external link) recommends that this is completed with the tenant present. 

Experienced landlords might choose to do the inventory themselves. 

However, newer landlords might benefit from seeking professional help to ensure a detailed and comprehensive inventory report. The National Residential Landlord Association (NRLA) lists various landlord inventory services (external link).

Landlords often refer to the inventory when conducting routine inspections, noting any new changes or damages.

The check-out report should take place at the end of the tenancy. It compares the property’s condition at the start and end of the tenancy.