Check-In Inventory for Landlords: How to Do It Yourself (UK)
In a deposit dispute, the landlord has to prove that a deduction is fair. Without a check-in inventory, that's very hard. The good news: you can create a strong one yourself.
What a good inventory includes
- The property address, tenancy start date, and who carried out the check-in
- Every room, with walls, ceilings, floors, doors, windows, fittings and furniture
- A condition rating and notes for each item
- Dated photos – wide shots and close-ups of any existing marks
- Meter readings, keys handed over, and smoke and CO alarms tested
- The tenant's agreement, or any comments they make
Get the tenant's agreement
An inventory is far stronger when the tenant has seen it and agreed. Send it on day one and give them 7 days to comment. Keep their reply.
At check-out
Retake the same photos from the same spots and compare item by item. Only claim for damage beyond fair wear and tear, and apportion the cost by the item's age – adjudicators won't allow "new for old".
Do it on your phone
Move-In Shield for landlords guides you room by room, stamps every photo with the date and time, and creates a professional PDF. The tenant can confirm online that they agree, and anyone – including the adjudicator – can verify the PDF hasn't been changed. £19.99 one-off for 5 properties, no subscription.
Questions
*General information, not legal advice.*
Do I legally need an inventory?
It isn't a legal requirement, but without one it's very difficult to justify any deposit deduction in a dispute.
Can I charge the tenant for the check-out report?
In England, the Tenant Fees Act 2019 bans charging tenants for check-out reports and most other fees.
How detailed should the photos be?
Detailed enough that someone who has never visited can see the condition: a wide shot of each item and close-ups of any marks.
This guide is general information, not legal, tax or immigration advice. Always check the official GOV.UK guidance before you act.