Why do landlords need an inventory?
An inventory and check-in report records the contents and condition of a property at the start of a tenancy, usually with dated photos. Compared with the check-out report, it is the main evidence in a deposit dispute. Without one, landlords struggle to justify deductions for damage beyond fair wear and tear.
Read more in our guide: Selling a portfolio with tenants
A good inventory includes
| Item | Detail |
|---|---|
| Room by room | Walls, floors, ceilings, fixtures, fittings, furniture |
| Condition | Clear descriptions: marks, wear, cleanliness |
| Photos or video | Dated and matched to the written entries |
| Meter readings and keys | Recorded at check-in and check-out |
| Safety items | Smoke and CO alarms tested and noted |
| Signatures | Tenant's acknowledgement and a period to comment |
Why it matters
When a tenancy ends, the deposit scheme's adjudicator starts from the position that the deposit belongs to the tenant. The landlord must prove the damage and its cost. A detailed check-in report, compared with a check-out report, is usually decisive. See tenancy deposit protection.
Fair wear and tear
Landlords cannot charge for normal deterioration from everyday use, such as light scuffs or carpets worn in walkways. The longer the tenancy, the more wear is expected. Adjudicators also apportion costs, so a ten-year-old carpet damaged by a tenant will rarely be charged at full replacement cost.
Who prepares and pays
Since the Tenant Fees Act 2019, landlords cannot charge tenants for inventories or check-in. Independent inventory clerks are worth the cost on furnished, high-value or HMO lets. With periodic tenancies and more pets, mid-term inspections and updated reports are increasingly common.
Inventories on a sale
On a tenanted sale, the buyer inherits the deposit and any future dispute. Without the original check-in report they cannot make deductions, so buyers ask for it with the tenancy file. Include inventories in the handover.
Official Sources and Further Reading
General information for landlords in England, checked against official sources in October 2026. It is not tax, legal or financial advice: speak to a qualified accountant or solicitor about your own circumstances.
Frequently Asked Questions
An inventory and check-in report records the contents and condition of a property at the start of a tenancy, usually with dated photos. Compared with the check-out report, it is the main evidence in a deposit dispute. Without one, landlords struggle to justify deductions for damage beyond fair wear and tear.
No, but without one it is very hard to win a deposit dispute.
Yes, ideally, with a few days to note anything missed. Keep evidence they received it.
Dated photos help, but a written description tied to each photo is much stronger evidence.
Thinking About Selling Your Portfolio?
Ask for a no-obligation portfolio appraisal, or call us to talk through your options in confidence.