Inventory
1 template
Free
Inventory and schedule of condition template
England
Wales
Scotland
Northern Ireland
Fillable PDF
Complete on screen or print and sign
Recorded at check-in and check-out
Checked October 2026
Before you use it
Why this matters: if there’s a dispute about the deposit, the scheme’s adjudicator will compare the check-in and check-out records. A clear, factual inventory with photos is important evidence for both landlord and tenant, alongside the tenancy agreement, correspondence, invoices and other records.
Record twice
In and out
Same items, same scales, compared side by side.
Evidence
Photos
Date-stamped and referenced against each item.
Condition and cleanliness
Separately
Record both. Allow fair wear and tear for deterioration. Cleaning is judged against check-in.
What the inventory template covers
1
Property and tenancy: who and when
2
Photos and evidence: how the photos are kept
3
How to complete: the scales and codes to use
4
Meters: take readings and photos on both days
5
Keys and access: what was handed over and returned
6
Smoke and carbon monoxide alarms: test each one on both days
7
Documents supplied: where applicable, as requirements differ across the UK
8
Heating, hot water and energy: fixtures and services in the property
9
Appliances: supplied with the property
10
Furniture and furnishings: list each item supplied, if furnished
11
Entrance and hall: condition and cleanliness
12
Living room: condition and cleanliness
13
Dining room: if applicable
14
Kitchen: condition and cleanliness
15
Bedroom 1: condition and cleanliness
16
Bedroom 2: if applicable
17
Bedroom 3: if applicable
18
Bathroom: condition and cleanliness
19
Second bathroom or WC: if applicable
20
Check-out changes and notes
21
Garden and exterior: if applicable
22
Sign-off: at check-in and at check-out
Condition and cleanliness scales
The template uses a short code for each item, so check-in and check-out can be compared at a glance. Condition and cleanliness are recorded separately.
Condition: N new, G good, F fair, P poor, VP very poor, NA not applicable, NI not inspected.
Cleanliness: VC very clean, C clean, MD marked or dusty, D dirty, VD very dirty.
The cleanliness grades describe what you can see, not who cleaned it. A landlord cannot insist on professional cleaning at the end of a tenancy, only that the property is returned as clean as it was at the start.
Fair wear and tear
Fair wear and tear is the deterioration you would expect from normal use over time, such as faded paint or a worn carpet in a hallway. It can’t be charged to the tenant. It applies to condition, not cleanliness, and the age of each item and the length of the tenancy are taken into account before any deposit deduction. Our guide to wear and tear in a rental property gives examples.
How to complete an inventory
Complete it before the tenant moves in, with the property cleaned and any repairs done.
Take date-stamped photos of every room and item, named to match the template, for example KIT-01-IN for the first kitchen photo at check-in.
Describe what you see, not what caused it: colour, material, size and the location of any mark.
Ask the tenant to review it and report any errors in writing, ideally within seven days, and attach their comments.
At check-out, record the same items with the same scales and note what has changed.
Our guide to creating a property inventory covers each step in more detail, and the end of tenancy inventory guide covers check-out.
Why the inventory decides deposit disputes
If a tenant disputes a deduction, the deposit scheme’s adjudicator compares the check-in and check-out records. A clear, factual inventory with photos is the main evidence, alongside the tenancy agreement, invoices and correspondence. Without one, it is very hard to show that damage happened during the tenancy. See our guide to handling deposit disputes fairly.
Save the completed inventory and its photos against the tenancy in August’s document storage, so the evidence is in one place when the tenancy ends. Between check-in and check-out, our property inspection checklist records the condition at each routine visit.
DIY or professional inventory
The template is designed for landlords doing their own inventory. For a large or high-value furnished property, an independent inventory clerk can carry more weight in a dispute. Our property inventory calculator helps you size the job, and our roundup of inventory services for landlords compares providers.
Frequently asked questions
Is an inventory a legal requirement?
In Wales, usually yes. The standard occupation contract requires one within 14 days of the occupation date unless that term is changed. In England, Scotland and Northern Ireland it isn’t required by law, but without one you will struggle to justify any deposit deduction.
What is the difference between an inventory and a schedule of condition?
An inventory lists what is in the property; a schedule of condition describes the state of the property and each item. Most landlords combine the two, as our template does.
Does the tenant have to sign the inventory?
It is best practice, but not essential. A signature acknowledges the record and any comments. It isn’t agreement to any future deduction. If the tenant won’t sign, record that and keep proof you gave them the inventory.
What is a check-in report?
A check-in report is the inventory completed at the start of the tenancy. The check-out report records the same items at the end; our template holds both.
Templates checked against legislation in October 2026. They are provided for general information and are not legal advice.
