Inventory
An inventory (often called a check-in report) is a detailed written record of the contents and condition of a property at the very start of a tenancy. It lists everything from furniture and appliances to the state of the fixtures and fittings.
About property inventory
An inventory (often called a check-in report) is a detailed written record of the contents and condition of a property at the very start of a tenancy. It lists everything from furniture and appliances to the state of the fixtures and fittings.
The inventory is prepared before you move in and typically includes:
- A room-by-room list: Every item in every room, including furniture and white goods.
- Condition of items: Notes on whether items are new, used, or have existing marks.
- Overall property condition: A description of the walls, floors, ceilings, and paintwork.
- Supporting evidence: High-quality photos or videos to provide a visual record.
Once the report is shared, the tenant should carefully check it, add any comments or corrections, and then sign it once both parties agree. At the end of the tenancy, this report is used as a benchmark to compare the property's condition. It is the primary evidence used to decide if any deposit deductions are justified.
How it protects you
An inventory protects both parties. It helps the landlord if there is genuine damage or missing items, but it also protects the tenant from being blamed for damage that was already there.
Common Misunderstandings
- "The inventory is just boring paperwork": It is actually the most important document you have if a dispute arises over cleaning or damage at the end of your stay.
- "If I don’t sign it, it doesn't count": A landlord can still use an unsigned inventory as evidence in a dispute. It is always in the tenant’s best interest to review it, suggest amendments, and sign a version they agree with.
- "The inventory allows the landlord to charge for wear and tear": No. While the inventory tracks changes, "fair wear and tear" (the natural ageing of a property) cannot be deducted from your deposit.
- "The inventory is the same as contents insurance": Absolutely not. The inventory is a record, not a policy. Tenants and landlords should still arrange their own appropriate insurance.
Frequently Asked Questions
- What exactly does an inventory include? It lists all appliances, furniture, and fixtures room by room. It also describes the condition of "structural" elements like floors, walls, windows, doors, and even gardens or balconies.
- Who prepares the inventory? It can be prepared by the landlord or letting agent, but many use an independent inventory clerk to ensure the process is neutral and professional.
- Should the tenant be present during the check-in? It isn’t legally required, but it is highly recommended. Being there allows you to point out issues and ensure they are recorded accurately on the spot.
- How is it used when I move out? The property is inspected again (a "check-out report"), and the condition is compared to the original inventory. If there is damage beyond fair wear and tear, or if items are missing, the landlord may use the inventory as evidence to claim money from your deposit.
- Is an inventory legally mandatory? While not always a legal requirement to create one, deposit protection schemes almost always require an inventory to settle disputes. Without one, it is incredibly difficult for a landlord to prove damage or for a tenant to prove innocence.
- What should I do if I disagree with the inventory? You should immediately note the discrepancies, take your own photos, and send your comments to the landlord or agent in writing. Ask them to formally attach your comments to the final report.