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Property Inventory Template UK: What to Include and How to Use It

An inventory is the single most useful document in a deposit dispute. It records what's in the property and the condition everything is in on the day the tenancy starts. At the end, you compare against it. No inventory, and the adjudicator has little to go on.

An inventory isn't a legal requirement in England, but gov.uk's How to Rent guide tells tenants to check it, agree it and keep a copy, so your tenant will expect one.

What a good inventory includes

  1. Property details: address, date, who carried out the inventory, who attended.
  2. Meter readings: gas, electricity, water, with photos and serial numbers.
  3. Keys: each key and fob listed and counted.
  4. Safety items: smoke and CO alarms, tested on day one, plus fire blanket and extinguisher if supplied.
  5. Room by room: every surface, fitting and furnishing, with a condition and cleanliness note.
  6. Photos: referenced against items, dated.
  7. Declaration: space for the tenant to agree or comment, with a deadline (seven days is common) to return amendments.

Copyable template

PROPERTY INVENTORY & CHECK-IN REPORT
Address: ___________________   Date: ________
Completed by: ______________  Tenant(s) present: Y / N

METERS
Gas: ______ (serial ______)  Electric: ______ (serial ______)  Water: ______

KEYS
Front door x__  Back door x__  Window keys x__  Fobs x__

SAFETY
Smoke alarm(s) location/tested: __________   CO alarm(s) location/tested: __________

ROOM: __________ (repeat per room)
Item            | Condition (describe)          | Clean? | Photo ref
Walls           |                               |        |
Ceiling         |                               |        |
Floor/carpet    |                               |        |
Windows/blinds  |                               |        |
Doors/handles   |                               |        |
Lights/sockets  |                               |        |
Radiator        |                               |        |
Furniture       |                               |        |

TENANT DECLARATION
I agree this inventory is accurate, subject to comments returned by: ________
Signed (tenant): ________  Signed (landlord): ________

Writing condition notes that work

Using the inventory at check-out

At move-out, walk the property in the same order using the same headings and photo angles. For each difference, decide whether it's damage or fair wear and tear, which depends on the length of tenancy, the age of the item and the number of occupants. Propose any deductions in writing with evidence.

Remember the deposit must have been protected in a government-approved scheme within 30 days, with prescribed information given to the tenant (gov.uk). If you disagree with the tenant, the scheme's free dispute service decides using the evidence you both provide.

Keep it with your other records

Your inventory belongs with the property's compliance documents: the gas safety record, EICR and EPC you gave the tenant. If you ever need to show what you did and when, it helps to have them all in one place.

Templates vs an inventory app

A Word or PDF template works fine for one property. As you add properties, the admin grows: typing up notes, matching photos to rooms, emailing copies. An inventory or inspection app does that structure for you.

Get Landlord HQ on the App Store.

Disclosure: we make Landlord HQ for iPhone. You walk each room logging condition, photos and notes, choose move-in, interim or move-out, and it creates a timestamped PDF report you can email to the tenant from the app. Your certificates sit in the same app with expiry reminders at 60 and 30 days. App Store.

FAQ

Is a property inventory a legal requirement in the UK?
No, but it's strongly recommended, and without one you'll struggle to justify deposit deductions.

Who should carry out the inventory?
You, your agent or an independent inventory clerk. Independent clerks cost more but add impartiality.

Should the tenant sign the inventory?
Yes, ideally. Give them a set time to review and comment, and keep their comments with the report.

What's the difference between an inventory and a check-in report?
The inventory lists contents and condition; the check-in report confirms it on move-in day, with meters and keys. Many landlords combine them.

Sources

Get Landlord HQ on the App Store