Property inventory

A property inventory is a written and photographic record of a rental property's contents, fixtures, fittings, and overall condition, compiled at the start of a tenancy and used as the primary comparison document when the tenancy ends. It establishes a documented baseline, agreed and signed by both landlord and tenant, that allows any changes during the tenancy to be assessed objectively. Deposit protection schemes operated under the Housing Act 2004, and their adjudicators, rely heavily on inventory evidence when determining whether proposed deductions for damage, missing items, or cleaning are justified.

Is a property inventory a legal requirement?

There is no single statute requiring landlords to produce an inventory, but the practical effect is the same: without one, a landlord has no baseline evidence with which to support a deposit deduction. The government-approved tenancy deposit schemes, including Deposit Protection Service, mydeposits, and the Tenancy Deposit Scheme, each advise that an inventory is the most important document in any deposit dispute. Adjudicators consistently find against landlords who cannot show the condition of the property at the start of the tenancy. For self-managing landlords, an inventory is as close to mandatory as a document can be without being so in statute.

What should a property inventory include?

A thorough inventory covers every room, working room by room through the property. For each space, it records the condition of walls, ceilings, floors, doors, and windows, along with all furniture, fixtures, appliances, and soft furnishings supplied by the landlord. It notes the cleanliness of each area, the working status of appliances and safety devices, and any pre-existing marks, stains, or damage. Gas and electricity meter readings are recorded at the start and, ideally, photographed. The NRLA recommends that time-stamped photographs be embedded in the report alongside written descriptions, and that the results of smoke and carbon monoxide alarm tests be included, given these are a legal requirement under the Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022.

From working with self-managing landlords across the UK, the items most often omitted from inventories are gardens, garages, and external areas, precisely the spaces that generate disproportionate disputes at check-out. A credible inventory records everything inside and outside the property.

Knowing the expected lifespan and replacement cost of each item also strengthens the landlord's position if a deduction is disputed. The  property inventory calculator estimates when fixtures, appliances, and furnishings will need replacing and how much to set aside each year, giving landlords a documented cost basis that adjudicators can assess against.

Inventory, check-in report, and schedule of condition: what is the difference?

These terms are used interchangeably in practice, but they refer to slightly different documents. An inventory is the broader record, it lists the contents of the property and their condition. A check-in report is the document produced at the start of the tenancy, which is then compared against a check-out report at the end. A schedule of condition is a related but distinct document that focuses on the condition of the property itself rather than listing contents, and is more commonly used in commercial property. In residential lettings, all three terms tend to describe variations of the same check-in document. Inventory and check-out fees charged by letting agents are one component of the total agency cost, see the property management fees calculator for a full breakdown.

Who prepares the inventory and who pays?

The landlord is responsible for the cost of producing the inventory. Under the Tenant Fees Act 2019, landlords and agents in England are prohibited from charging tenants for inventory preparation, and equivalent restrictions apply in Scotland and Wales. The landlord may produce the inventory personally, commission their letting agent, or engage an independent inventory clerk. An independent clerk adds impartiality, which can be valuable if the document is later challenged in adjudication. The inventory should be completed before the tenant moves in so that it reflects the property's condition at the precise point the tenancy begins.

Landlords using August consistently tell us that producing the inventory the day before move-in, rather than on the day itself, reduces the pressure on all parties and results in a more accurate and detailed document.

Signing and agreeing the inventory

Once completed, the inventory should be provided to the tenant at or shortly after check-in. Industry practice is to allow tenants up to seven days to review the document, add any comments about items they believe have been recorded inaccurately, and then sign to confirm their agreement. Both parties should retain a signed copy. If a tenant refuses to sign, the landlord should note the date the document was provided and retain evidence of delivery. An unsigned inventory is still admissible evidence in a deposit dispute, though a signed one carries greater weight.

What happens if there is no inventory?

Without an inventory, a landlord cannot demonstrate what condition the property was in at the start of the tenancy. Adjudicators cannot award deposit deductions for damage they cannot compare against a baseline. In practice, a missing inventory means the deposit is typically returned to the tenant in full, regardless of the actual state of the property at check-out. No level of photographic evidence produced after the fact substitutes for a contemporaneous, agreed record.

For a full walkthrough of what to photograph and how to structure the document, see our guide to creating a property inventory. August includes ready-to-use inventory sheet templates as part of its free landlord resources, covering check-in and check-out. August's compliance checklist also prompts landlords to complete and store the inventory before the tenancy start date.

Frequently asked questions

Does an inventory apply to unfurnished properties? 

Yes. Even where the landlord provides no furniture, an inventory should record the condition of walls, floors, fixtures, appliances, and any items included in the letting, such as white goods or carpets. The deposit protection schemes make no distinction between furnished and unfurnished properties when assessing disputes.

Can a tenant dispute the inventory after signing it? 

A tenant can raise concerns at any point, but the signed inventory is the baseline document for adjudication. If a tenant disagrees with a particular entry at check-in, they should note their objection in writing on the inventory before signing. Comments added after the fact, and especially after the tenancy ends, carry significantly less weight.

Is a professional inventory clerk required? 

No, but an independently produced inventory is generally regarded as more reliable in adjudication because it removes any suggestion of bias. The cost is the landlord's responsibility under the Tenant Fees Act 2019.

How long should inventory records be kept? 

At least six years from the end of the tenancy, which aligns with the standard limitation period for contract disputes in England and Wales.