Inventory and Condition Report
The document that decides every deposit dispute.
Free, no sign-up. 7 sections. Edit it to fit your own transaction.
Almost every deposit dispute is decided on the inventory. Where there is a detailed, dated, photographed record signed by both parties at check-in, the outcome is usually straightforward. Where there is not, the tenant generally prevails, because the landlord cannot prove the condition the property started in.
It takes an hour to do properly and protects both sides. A tenant with a signed inventory cannot be charged for damage that was already there, and a landlord with one can evidence what changed.
Header details
Property address
Tenant name(s)
Landlord or agent name
Date and time of inspection
Whether this is a check-in or check-out report
Who was present at the inspection
For every room, record
Use the same six headings in each room so nothing is skipped.
Walls and ceiling: condition, marks, holes, decoration
Floor covering: type, condition, stains, wear
Windows, sills, blinds and curtains: condition and operation
Doors, frames, handles and locks: condition and operation
Light fittings, switches and sockets: number and condition
Heating: type, condition, and whether tested as working
Kitchen — additional items
Every appliance: make, model, condition, tested working
Worktops, splashbacks and sink: condition including chips and scratches
Units and drawers: number, condition, all opening and closing
Extractor: present, clean, working
Contents left for the tenant: crockery, utensils, listed and counted
Bathrooms — additional items
Bath, shower, basin and toilet: condition, chips, sealant
Shower screen or curtain and its condition
Tiling and grout condition, any mould present
Extractor fan present and working
Water pressure and hot water confirmed
Whole property
Meter readings for every utility, with serial numbers
Number of keys, fobs and remotes handed over
Smoke and carbon monoxide alarms: present, tested, dated
Heating system and any service record
Outside space, boundaries, sheds and their contents
Cleanliness standard at handover, described specifically
Photographs
Wide shot of every room from the doorway
Close-up of every existing mark, chip, stain or defect noted
Every meter with the reading and serial number legible
All appliances, including the interior of oven and fridge
Every photograph dated, and stored with the report
Signatures
Tenant signature and date, confirming the report is agreed
Landlord or agent signature and date
Note of any item the tenant disputes, recorded rather than argued
Confirmation that the tenant received a copy and the photographs
Complete it with the tenant present
An inventory signed at the doorway without inspection is worth very little in a dispute. Walking through the property together, noting what the tenant points out, produces a document both sides accept later — and it is much harder to challenge than one prepared alone.
Photographs are the evidence, not the words
"Minor scuff to wall" is arguable; a dated photograph is not. Take more than you think you need, including of things that are in perfect condition, since proving something was undamaged is as useful as proving it was.
Repeat it identically at check-out
Use the same document, the same room order and the same headings. A check-out that matches the check-in line for line makes any change obvious, and it is what a deposit adjudicator wants to see. Note fair wear and tear as such rather than as damage.
Common questions
Is an inventory legally required?
Rarely required outright, but in practice it decides disputes. Many deposit schemes will not award a deduction without evidence of the condition at check-in, which in effect makes it necessary if you ever want to claim.
What counts as fair wear and tear?
Deterioration from normal use over the length of the tenancy — carpet flattening in walkways, minor scuffs, faded paint. Burns, tears, holes and staining are damage. The distinction turns on the tenancy length and the number of occupants.
Should I use an independent inventory clerk?
For higher-value properties or where you expect disputes, an independent report carries more weight than one prepared by the landlord. For a straightforward let, a thorough report with dated photographs and both signatures is usually enough.
Related templates
Letting, inventory, rent reviews and tenancy records.
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