End of tenancy inventory checks and cleaning: A landlord's guide

A smooth end to a tenancy helps you turn around your rental property faster and avoid unnecessary expenses. With the right approach, you can protect your property, minimise disputes, and be ready to welcome new tenants in no time.

But without a clear and structured process, things can quickly unravel. Expectations may be missed, costs can escalate, and relationships may become strained. The final days of a tenancy do not need to be stressful for you or your tenants.

In this guide, we’ll walk you through what to expect at the end of a tenancy, what landlords and tenants are each responsible for, and how to stay organised through inspections, cleaning, and deposit returns.

Who is responsible for what?

As the tenancy draws to a close, landlords and tenants are often focused on their next move. But during this handover period, misunderstandings and last-minute issues are common.

Set expectations early

Responsibility for things like cleanliness, damage, key handover, and deposit returns should be clearly explained at the beginning of the tenancy. These points should be covered in the tenancy agreement and highlighted during onboarding. Then, when notice is given, it is worth running through them again so everyone knows what comes next.

What tenants should do

Tenants are expected to return the property in the same condition it was in at the start of the tenancy, allowing for fair wear and tear. This usually means they will need to:

• Report any outstanding maintenance issues

• Remove all personal possessions

• Take out any rubbish

• Clean the property thoroughly

• Return borrowed items, like appliance manuals or keys

What landlords should do

As a landlord, your focus is on getting the property ready for its next tenant(s). This means:

• Inspecting the condition of the property

• Completing a check-out inventory

• Returning the tenant’s deposit within the legal timeframe

• Organising any necessary repairs to the property

• Preparing the property for marketing and viewings

Are tenants required to pay for professional cleaning?

No, you cannot include a professional cleaning charge in the tenancy agreement. This was made clear in the Tenant Fees Act 2019. You can, however, request that the property is returned to the same level of cleanliness as it was when the tenancy began.

If you arranged professional cleaning before the tenant moved in and can provide evidence of this, you can ask them to match that standard. But they do not have to use a professional service to do so.

Why the inventory check matters

The check-out inventory is your main piece of evidence when assessing the property’s condition at the end of a tenancy. If you recorded everything clearly at check-in, ideally with photographs, this makes it much easier to compare the property’s state at both ends of the tenancy.

During the check-out, walk through each room and assess all fixtures, fittings, appliances, and furniture. Use your original inventory as a reference point. If anything is missing, damaged, or unusually worn, take dated photographs and notes on what you find.

Common issues to look out for:

• Damaged furniture or appliances

• Stains or heavy marks on carpets, walls, doors and door frames

• Unauthorised changes to the property

• Unpleasant odours

• Missing items listed in the original inventory

Where possible, invite the tenant to join you during the inspection. It keeps the process transparent and can prevent surprises later.

Determining fair wear and tear

Some level of wear is to be expected, especially if tenants have been in the property for several years. This includes natural ageing from everyday use, such as worn carpet paths or faded paintwork.

Fair wear and tear is not something you can charge for, and judging it can sometimes be tricky. Consider:

• The age and quality of the item when the tenancy began

• The number of occupants

• How long the tenancy lasted

• Whether the item has been damaged or just worn over time

How to document the check-out process

Good record-keeping is essential. Take clear, dated photos of each room once the tenant has moved out and the property has been cleaned. Keep any receipts for cleaning or repairs, and make notes of anything that does not meet your expectations.

If you need to make deductions from the deposit, this evidence will help justify your decision and protect you in case of disputes.

Cleaning checklist for the end of a tenancy

Whether you are doing the cleaning yourself or checking that the tenant has done a good job, a structured approach will help ensure nothing gets missed. Work through each room one at a time.

Kitchen

• Clean and disinfect all worktops

• Scrub the sink and taps

• Empty and wipe cupboards and drawers

• Clean the oven, hob, and extractor fan

• Defrost and clean the fridge and freezer

• Mop the floor

• Wipe down tiles and splashbacks

• Clean bins and remove any rubbish

Living room, bedrooms, and hallways

• Dust all surfaces, skirting boards, and light fittings

• Remove spider webs

• Hoover carpets and under furniture

• Wipe inside wardrobes and storage spaces

• Clean windows and mirrors

Bathroom

• Clean the shower, bath, and tiles

• Disinfect the toilet

• Polish taps, mirrors, and glass

• Clean cupboards and wipe all surfaces

• Mop the floor

Making a deposit deduction

Most deposit deductions relate to cleaning, damage, or missing items. But landlords must follow strict rules. You can only deduct costs that are supported by evidence, and they must be fair.

Valid reasons for deductions:

• Damage beyond reasonable wear and tear

• Missing items listed in the inventory

• The property is not cleaned to an acceptable standard

• Repairs required due to negligence or unauthorised changes

What evidence you need:

• Signed check-in and check-out inventories

• Clear, dated photographs

• Receipts for cleaning or repairs

• Any relevant communication with the tenant

If you intend to make a deduction, explain the reason to the tenant and share the evidence. If they agree, you can proceed through the deposit protection scheme. If not, the scheme’s dispute resolution service will help resolve the issue.

Tips to avoid problems at the end of a tenancy

The best way to reduce issues is to be clear, consistent, and well organised. Here’s what we recommend:

• Create a detailed check-in inventory at the start

• Explain the end-of-tenancy process during onboarding

• Maintain regular contact throughout the tenancy

• Encourage tenants to report problems early

• Carry out routine inspections every few months

• Share a move-out checklist when tenants give notice

• Invite tenants to join you for the check-out inspection

• Keep a thorough record of all cleaning, maintenance, and communication

With a structured process in place, the end of a tenancy can be straightforward. By setting expectations early and approaching things professionally, you reduce the risk of disputes and help get your property ready for its next chapter.

Finally always remember to upload an documentation into your property management software. This is of course simple to do within August.

Disclaimer: This article is a guide and not intended to be relied upon as legal or professional advice, or as a substitute for it. August does not accept any liability for any errors, omissions or misstatements contained in this article. Always speak to a suitably qualified professional if you require specific advice or information.