Key takeaways
- In a deposit dispute, it's up to you to prove the damage. Without a check-in inventory, that's very hard.
- Record condition and cleanliness, not just a list of items.
- Ask the tenant to review, comment and sign within a week of moving in.
- At check-out, compare like for like and allow for fair wear and tear.
What a good inventory includes
- 1
Condition of every room
Walls, ceilings, floors, doors, windows and fittings, with notes on marks or wear.
- 2
Furniture and appliances
Make, colour and condition. Note any manuals left.
- 3
Cleanliness
Oven, fridge, bathroom and carpets especially. 'Professionally cleaned' only if it was.
- 4
Meter readings
Gas, electricity and water, with photos of each meter.
- 5
Keys and fobs
How many, and what each opens.
- 6
Safety items
Smoke and CO alarms tested and working.
Good evidence vs weak evidence
| Good | Weak | |
|---|---|---|
| Photos | Dated, by room, with close-ups of marks | A few wide shots |
| Descriptions | 'Two 1cm marks on left wall by door' | 'Good condition' |
| Tenant input | Signed, with their comments | Never sent to tenant |
| Check-out | Same order and angles as check-in | Done from memory |
Keep inventories with the property. Upload inventories, check-out reports and inspection notes to each property in Simple Landlord so the evidence is ready if you need it.
Get early accessThe inventory journey
Before move-in
Clean, repair and compile the inventory with photos.
Move-in day
Walk round with the tenant if possible. Hand over keys and take meter readings.
Within 7 days
Tenant reviews, adds comments and signs. Update the record.
During tenancy
Periodic inspections with 24 hours' written notice. Note issues and repairs.
Move-out
Check-out report in the same format. Compare and propose any deductions with evidence.
Fair wear and tear, roughly
Usually wear and tear
Light scuffs, faded curtains, slightly worn carpet in walkways.
Usually damage
Burns, stains, broken fittings, holes in walls, pet damage.
Think about age
You can't charge for a new carpet if the old one was ten years old.
FAQs
Is an inventory a legal requirement?+
No, but deposit schemes rely heavily on it when deciding disputes. Without one you're likely to lose.
Should I use an independent inventory clerk?+
It isn't required, but an independent report is often given more weight and saves you time.
Can I charge the tenant for the inventory?+
No. Inventory and check-out fees are banned under the Tenant Fees Act.
Are videos better than photos?+
Video is a useful extra, but still take stills of anything specific. They're easier to compare.
What if the tenant never signs?+
Keep proof you sent it and gave them a chance to comment. That still carries weight.
Written and reviewed by the Simple Landlord Editorial Team
Last reviewed 22 October 2026. This guide is general information, not legal or tax advice.
Sources
Keep inventories with the property
Upload inventories, check-out reports and inspection notes to each property in Simple Landlord so the evidence is ready if you need it.
