Check-in report
A check-in report is a written and photographic record of a rental property's condition and contents at the moment a tenant takes occupation. Completed on or very close to the move-in date, it captures the state of every room, fixture, fitting, and item of furniture, including cleanliness levels, existing marks or damage, and utility meter readings. It is the primary piece of evidence used in tenancy deposit disputes to establish what the property looked like before the tenancy began.
The check-in report and the property inventory are closely related but distinct: the inventory is the standing document listing what the property contains and its condition; the check-in report is the formal record created at the point of move-in, which references and updates that inventory. At the end of the tenancy, it is compared directly against the check-out report to identify any changes for which a deposit deduction might be justified.
What a check-in report should include
A thorough check-in report typically covers:
The full property address and the date and time of inspection
Utility meter readings (gas, electricity, water where accessible)
A record of all keys issued and to whom
A room-by-room written description of walls, floors, ceilings, fixtures, fittings, and any furniture, noting condition and cleanliness
Dated, timestamped photographs corresponding to each section
Any existing damage or marks, however minor, noted explicitly
The more detailed the record, the stronger it is as evidence if a dispute arises. Adjudicators at deposit protection schemes consistently note that vague descriptions ("good condition") without photographic support are the most common reason landlords lose claims where damage has genuinely occurred.
Who prepares it and who pays
There is no statutory requirement in England for a check-in report to be prepared by an independent inventory clerk, but this is widely recommended practice because an independent report is treated as more credible by deposit scheme adjudicators than one prepared by the landlord alone.
Since the Tenant Fees Act 2019, landlords must bear the cost of check-in reports and inventories. Tenants cannot be charged for these, whether the report is prepared by the landlord, a letting agent, or a third-party inventory service.
From working with self-managing landlords across the UK, we find that the most common mistake is completing the check-in report without the tenant present. Tenants should be invited to attend, review the report, and either sign it or submit written comments within a short window, typically two to five days, after move-in. Any disagreement noted at that point becomes part of the record and cannot later be used as grounds for a deduction.
Why it matters for deposit protection
The Tenancy Deposit Scheme and its equivalent government-authorised schemes require any proposed deposit deduction to be supported by evidence. The check-in report is that evidence. Without a clear, detailed check-in report, a landlord cannot demonstrate to an adjudicator that a given item of damage or missing item was caused during the tenancy rather than existing beforehand. The check-out report has no evidentiary weight without a comparable check-in document to set the baseline.
Under the Renters' Rights Act 2025, deposit protection remains compulsory and the expanded private rented sector ombudsman and enforcement regime means that check-in documentation is likely to receive greater scrutiny in complaints and local authority investigations. Good records protect landlords and tenants alike.
August's document storage feature keeps signed check-in reports alongside tenancy agreements, safety certificates, and deposit confirmation in one place, with shared access for tenants.
For a room-by-room guide to conducting the check-in, including what to photograph and how to record meter readings, see how to create a property inventory.
For deposit disputes, what adjudicators look for in check-in evidence, and how to conduct an end-of-tenancy inspection, see the landlord guide to property inspections.
Frequently asked questions
Is a check-in report a legal requirement?
There is no specific law in England requiring landlords to produce a check-in report. However, the government's How to Rent guide advises tenants to agree an inventory or check-in report before moving in, and deposit protection scheme rules make a detailed check-in record the practical prerequisite for any deposit deduction. In practice, a landlord who does not produce one has almost no grounds to withhold any part of the deposit.
Can a tenant refuse to sign the check-in report?
A tenant can decline to sign, but this does not invalidate the report. Landlords should give tenants a reasonable window, typically two to five days after move-in, to review the report and raise any objections in writing. Any agreed amendments are incorporated. If no objections are raised within that period, the report is generally treated as accepted.
Who pays for an independent inventory clerk?
The landlord pays. Since the Tenant Fees Act 2019, landlords cannot pass the cost of check-in reports or inventories to tenants, directly or indirectly. This applies whether the landlord prepares the report themselves or engages a third-party inventory service.
What is the difference between a check-in report and a property inventory?
The inventory is the underlying document that lists the property's contents and their condition, and may be prepared ahead of the tenancy. The check-in report records the condition at the specific point the tenant moves in, references the inventory, and adds meter readings, key records, and dated photographs. The two terms are sometimes used interchangeably, but the check-in report is the time-stamped move-in record; the inventory is the standing asset schedule it is based on.
Disclaimer: This page is for general informational purposes only and does not constitute legal advice. Landlord and tenant law is subject to change. The information reflects the legal position in England as at May 2026. Always seek independent legal advice where needed.
