How to create a property inventory for rental properties in the UK

A property inventory is a dated written and photographic record of the condition and contents of a rental property at the start of a tenancy, covering every room, fixture, fitting and furnishing, with notes on cleanliness, existing damage and the working order of appliances. It is the document a deposit scheme will ask for if you later want to make a deduction, because it is the benchmark the property’s end-of-tenancy condition is measured against. This guide covers how to build that document well: when to do it, how to photograph and describe condition, what to include room by room, and how to get the tenant to agree it.

This article is part of a three-part set. It covers creating the inventory document itself. For the inspection visits across a tenancy, including mid-tenancy checks and notice rules, see rental property inspections, and for the check-out comparison, cleaning standards and deposit deductions, see end of tenancy inventory checks and cleaning.

What a property inventory is and why it matters

A property inventory, recorded at the start of a tenancy as part of the check-in report, documents the condition of the property before the tenant moves in. Paired with a check-out report at the end, it is what lets you show whether damage happened during the tenancy, which is the basis for any deposit deduction. For deposits on assured tenancies the money must be held in a government-approved scheme, and when you propose a deduction the scheme expects evidence; its guidance is that without a clear inventory the adjudicator will usually find for the tenant, because you cannot prove the prior condition. A thorough inventory also sets expectations, which tends to mean the property is looked after, and it heads off the misunderstandings that turn into disputes at the end. In short, a detailed, photographed and tenant-agreed inventory is the single most useful document you can hold, and a thin one is close to worthless.

How to create the inventory, step by step

Schedule it at the right time and gather your kit

Timing decides whether the document is usable: complete the inventory after any pre-tenancy works are finished but before the tenant moves anything in, ideally the day before or the morning of the start date. Allow two to three hours for a two-bedroom flat and more for a larger or furnished home. You need a decent camera or phone, a torch for dark areas such as cupboards and lofts, a tape measure, a small object such as a coin or ruler to show scale in close-ups, and either a printed template or a tablet, and many landlords now run the whole thing on a tablet with inventory software that attaches each photo to the right room automatically.

Work through the property systematically

Start at the front door and move through the home in a consistent order, usually clockwise, so nothing is skipped. In each room record the overall condition with wide shots from opposite corners, then the walls, ceiling and floor, noting paint condition, marks, cracks, the flooring material and any stains or worn patches. Check the windows and doors for operation, locks, handles, frames and glass, and record every fixture and fitting, the light fittings, switches, sockets, radiators, curtain rails and built-in storage, with their condition and working order. For appliances, note the make, model and cleanliness and test each one before you describe it, and in a furnished property catalogue every item of furniture with its condition and any existing marks, photographed from more than one angle.

Write precise, objective descriptions

Vague notes lose disputes, so be specific. “Living room carpet marked” is useless; a usable entry reads more like “beige carpet, generally good with light traffic wear from door to window, plus a circular brown stain roughly eight centimetres across about 1.2 metres from the window, photographed with a coin for scale”. Use a consistent condition scale, for example excellent for as-new, good for minor wear appropriate to age, fair for noticeable wear that is still acceptable, and poor for items needing attention or replacement, and apply the same words throughout so the check-out comparison is like for like.

Photograph everything, and record the meters

Photographs are your strongest evidence, and a well-documented two-bedroom property typically runs to around a hundred images. Take several shots of each room from different angles in good light, keep the camera steady, and take close-ups of any existing damage with your scale object in frame. Photograph appliance serial and model numbers, and capture each utility meter showing both the meter and its reading, which prevents later disputes over bills and proves the systems were present and working. Record gas, electricity and water readings in the report alongside the room-by-room descriptions, a full set of key details, and a signature block for both parties, and many property management apps will generate a tidy PDF from the photos and notes you captured on site.

Review and agree it with the tenant at check-in

The inventory carries the most weight when both parties have agreed it, so give the tenant a copy before or at check-in, walk the key areas together, and allow them a short window, commonly seven days, to add written comments before you both sign the final version. A tenant who has taken part in the check-in is far more likely to accept responsibility for genuine damage later, which is the whole point of the exercise.

What to include: a room-by-room checklist

Every property differs, but a complete inventory covers the same ground. Outside, record the building condition, doors and windows, garden and boundaries, paths, external lighting, any shed or bin store and parking. In living areas, cover walls, ceiling, flooring, windows, radiators, light fittings, sockets, doors and any furniture, curtains or blinds. In the kitchen, record cupboards, worktops, sink, every appliance with its model number, the extractor and tiling, and any equipment if it is furnished. In bathrooms, cover the bath or shower, tiling and grouting, toilet, sink, mirrors, extractor and towel rails. In bedrooms, record walls, ceiling, flooring, wardrobes, any furniture, windows and radiators. Finally, cover the systems: the boiler and heating, the consumer unit, the meters with readings and photographs, and the smoke and carbon monoxide alarms. A starting template is available in our free landlord resources.

Common mistakes to avoid

The errors that cost landlords are predictable. Too little detail, so “carpet stained” with no location, size or colour. Too few or poor photographs, blurred or dark, with no close-ups of existing damage. Completing the inventory after the tenant has moved in, once belongings are in place and you can no longer prove what was pre-existing. Failing to test appliances, then trying to claim one was broken. Not getting the tenant to review and sign it. And storing the only copy somewhere fragile, rather than in secure cloud storage. If you carry out improvements mid-tenancy, such as a new carpet, update the inventory to match.

DIY, a professional clerk, or software

You have three routes. Doing it yourself costs only your time and gives you full control and knowledge of the property, but it is time-consuming and, because you are not independent, carries a little less weight in a dispute, so it suits landlords with one or two properties and an eye for detail. A professional inventory clerk brings independence, a trained eye and professional-quality reports, typically for around £80 to £150 on a two-bedroom property, which earns its place on larger portfolios, HMOs and higher-value furnished lets. Software sits between the two, giving you templates, automatic photo attachment, instant PDFs and cloud storage at DIY cost, and it is what makes a self-completed inventory credible. Whichever route you choose, the principles are the same: be thorough, be specific, photograph everything, and get both parties to sign.

Frequently asked questions

Is a property inventory a legal requirement?

There is no standalone legal duty to create an inventory, but it is effectively essential. To deduct from a protected deposit you must evidence the property’s condition at the start and end of the tenancy, and the inventory is that evidence, so without one a deposit scheme will usually return the deposit in full even where damage exists.

When should the inventory be done?

After any pre-tenancy work is finished and before the tenant moves anything in, ideally the day before or the morning of the start date. Once belongings are in the property you can no longer prove what condition it was in beforehand.

How many photographs do I need?

Enough to show every room from multiple angles plus close-ups of any existing damage, which for a two-bedroom property is usually around a hundred. Include meter readings and appliance serial numbers, and make sure every image is clear and well lit.

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.