How to Use This Checklist
Click each checkbox to mark items as complete. Your progress is automatically saved to your browser. Use this checklist to verify every requirement before, during, and after creating your inventory.
✅ Preparing Your Inventory
1. Create a new inventory: Ensure you document everything needed for deposit protection before the tenant moves in
2. Review an existing inventory: Audit your current inventory against all 67 compliance points before both parties sign
3. Prepare for check-out: Use this as a reference when comparing end-of-tenancy condition against move-in records
⚠️ Why Inventories Matter for Deposit Protection
📋 Evidence Requirement: Without a signed inventory, deposit protection schemes (DPS, TDS, MyDeposits) typically rule in the tenant's favour in disputes.
⚖️ Legal Standing: A properly signed inventory is accepted as primary evidence in deposit adjudication under the Housing Act 2004.
🎯 Timing is Critical: Complete BEFORE the tenant takes possession - ideally on the same day as key handover but before they move anything in.
💼 Both Parties Sign: Give the tenant 7 days to raise any disagreements. If they don't respond, the inventory is deemed accepted.
🚫 Without an Inventory You Risk?Real example: Landlord claims £800 carpet damage. No inventory exists showing carpet condition at move-in. Adjudicator awards tenant full deposit return - landlord cannot prove carpet wasn't already damaged. This happens thousands of times per year.
Deposit disputes lost: Average UK deposit is £1,000-£2,000 - you could lose this entirely. No deductions possible: Even obvious damage may not be deductible without baseline evidence. "It was like that": Tenants can claim any damage was pre-existing and you can't prove otherwise. Professional cleaning: £150-£400 that you can't claim back without recorded cleanliness standards.
🔵 Understanding Importance Levels
🔴 Critical: Should have — essential for deposit protection and adjudication
🟡 Important: Should have — significantly strengthens your evidence
🔵 Recommended: Nice to have — best practice for comprehensive documentation
Full Property Address
Record the complete property address including postcode. This identifies exactly which property the inventory relates to and must match the tenancy agreement address.
🔴 Critical
Landlord Name and Contact Details
Include the landlord's full legal name, address, phone number, and email. If using an agent, include both landlord and agent details for clarity.
🔴 Critical
Tenant Name(s)
List all tenant names exactly as they appear on the tenancy agreement. All named tenants should ideally sign the inventory as acknowledgment of the recorded condition.
🔴 Critical
Tenancy Start Date?The inventory must be completed ON or BEFORE the tenancy start date. If you do the inventory a week after they move in, you can't prove any damage wasn't caused by the tenant during that first week. Same day as key handover is ideal.
Record the exact tenancy start date. The inventory should be completed on or before this date - never after the tenant has taken possession as they could have caused damage.
🔴 Critical
Inventory Date and Time
Record the exact date and time the inventory was completed. This proves the inventory was done before the tenant moved in and establishes the baseline condition at a specific moment.
🔴 Critical
Electricity Meter Reading?Take a photo of the meter with the reading visible. For Economy 7 meters, record BOTH day and night readings separately - they're usually labelled "Low" and "Normal" or show as two separate numbers.
Record the electricity meter reading at check-in. Note the meter location and serial number. For dual-rate meters (Economy 7), record both day and night readings separately.
🟡 Important
Gas Meter Reading
Record the gas meter reading at check-in. Note the meter location and serial number. If the property has no gas supply, record "N/A - all electric property" to avoid confusion.
🟡 Important
Water Meter Reading (if applicable)
If the property has a water meter, record the reading. Note the meter location (often outside). If unmetered, record "Unmetered water supply - rateable value basis."
🔵 Recommended
Stopcock Location?In an emergency (burst pipe, leak), the tenant needs to turn off the water fast. Common locations: under kitchen sink, in airing cupboard, under stairs, outside in a covered pit near the front boundary. Show the tenant where it is at check-in.
Record where the main water stopcock is located so the tenant can turn off water in an emergency. Common locations include under the kitchen sink, in a cupboard, or outside.
🔵 Recommended
Fuse Box/Consumer Unit Location
Record the location of the fuse box or consumer unit. Note if it has RCD protection. The tenant needs to know where this is to reset tripped circuits.
🔵 Recommended
Front Door Keys?Count them carefully: "2 x Yale keys, 2 x mortice keys". If tenant returns fewer keys at check-out, you can deduct for lock replacement (typically £80-150 for new locks). Some landlords photograph the keys together as evidence.
Record the number of front door keys provided. Note the type (Yale, mortice, etc.) and any identifying marks. This establishes how many keys should be returned at check-out.
🔴 Critical
Back Door/Other Entry Keys
Record keys for any other external doors: back door, side door, patio door, garage door. Note the number and type of each. Missing keys at check-out may justify deposit deduction.
🟡 Important
Window Keys
Record keys for any lockable windows (common on ground floor windows for security). Note which windows they operate and how many keys provided.
🔵 Recommended
Security Fobs/Entry Codes
For flats or properties with communal access, record any security fobs, entry codes, or intercom details provided. Note fob serial numbers if visible.
🟡 Important
Mailbox/Meter Cupboard Keys
Record keys for communal mailboxes, meter cupboards, or storage areas. Include bin store keys for flats. Note the location each key operates.
🔵 Recommended
🔓 52 More Compliance Points Locked
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Smoke Alarm Test?Required on EVERY floor under the Smoke and Carbon Monoxide Alarm Regulations 2015. Press the test button - it should beep loudly. Note the location of each alarm and confirm they work. Failing to provide working alarms can result in £5,000 fine.
Record that smoke alarms have been tested and are working. Note the location of each alarm (required on each floor). Under the Smoke and Carbon Monoxide Alarm Regulations, working alarms are mandatory.
🔴 Critical
Carbon Monoxide Alarm Test
Record that CO alarms have been tested and are working. Required in rooms with gas appliances or solid fuel burning appliances. Note locations and test date.
🔴 Critical
Gas Safety Certificate Reference?Legally required BEFORE the tenant moves in. The CP12 certificate must be valid (less than 12 months old). You must give a copy to the tenant within 28 days of the check. Keep records for 2 years. Without this, you cannot rely on certain grounds for a valid Section 8 possession claim and may breach the Decent Homes Standard (extension to the PRS is being phased in under the Renters' Rights Act 2025).
Note that a valid Gas Safety Certificate (CP12) is in place. Record the certificate date and when it expires. Legally required annually for all gas appliances in rental properties.
🔴 Critical
EICR Reference
Note that a valid Electrical Installation Condition Report (EICR) is in place. Record the certificate date and next inspection due date. Required for all new tenancies since 2021.
🔴 Critical
EPC Rating Reference
Note the property's EPC rating and certificate date. Minimum E rating required for rental properties. Include the EPC reference number for the tenant's records.
🟡 Important
⚡
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Condition Rating System Used?Define your ratings: NEW = never used, as purchased. GOOD = minor wear consistent with age, no damage. FAIR = visible wear, minor marks, still functional. POOR = significant wear, needs attention soon. DAMAGED = requires repair/replacement. Use consistently throughout.
Use a consistent rating system throughout: New, Good, Fair, Poor, or Damaged. Define what each means in your inventory so there's no ambiguity about condition descriptions.
🔴 Critical
Specific Descriptions Not Vague Terms?BAD: "Good condition" - means nothing. GOOD: "Small paint scuff behind door, 2cm diameter, white paint showing through magnolia." BAD: "Some marks on wall." GOOD: "3 small picture hook holes above fireplace, plastered but visible." Specific = evidence.
Avoid vague descriptions like "good condition." Instead use specific descriptions: "Small mark on wall behind door, 2cm diameter, paint scuff." Specificity prevents disputes.
🔴 Critical
Photo Reference Column
Include space to reference dated photographs for each area. Photos combined with written descriptions provide the strongest evidence. Note photo filenames or numbers against each item.
🟡 Important
Notes/Comments Column
Include space for additional notes on each item. This allows recording of specific details, existing damage, or anything unusual that doesn't fit standard fields.
🟡 Important
Room-by-Room Structure
Organise the inventory room by room for systematic documentation. This ensures nothing is missed and makes check-out comparison straightforward. Include hallways, landings, and cupboards.
🟡 Important
Cleanliness Rating Per Room?CRITICAL for end of tenancy claims. "Professionally cleaned" = tenant must return it professionally cleaned (£150-400). "Domestic clean" = tenant must return it to same standard. Without this recorded, you can't claim cleaning costs from deposit.
Record the cleanliness standard of each room: professionally cleaned, domestic clean, needs cleaning. This establishes what standard the tenant should return the property to.
🔴 Critical
Walls and Ceilings Condition
Record wall and ceiling condition: paint colour, any marks, scuffs, cracks, damp patches, or wallpaper condition. Note which walls have issues and describe specifically.
🔴 Critical
Floor/Carpet Condition
Record floor type (carpet, laminate, tiles, etc.) and condition. Note any stains, wear patterns, loose areas, or damage. For carpet, note colour and any existing marks.
🔴 Critical
Windows and Doors Condition
Record condition of windows (frames, glass, handles, locks) and doors (hinges, handles, locks working). Note any cracks, chips, or operation issues.
🟡 Important
Light Fixtures and Switches
Record type and condition of light fixtures (ceiling, wall lights, lamps). Confirm all bulbs are working. Note condition of light switches and any dimmer controls.
🟡 Important
Furniture Items (if furnished)
List each furniture item: sofa, armchairs, coffee table, TV stand, etc. Record make if known, colour, and condition of each item. Note any existing damage or wear.
🔴 Critical
Curtains/Blinds
Record curtains or blinds: type, colour, condition. Note whether fittings (poles, tracks, brackets) are included and their condition. Check blinds operate correctly.
🟡 Important
Walls, Ceiling and Floor
Record wall, ceiling, and floor condition for each bedroom. Note paint colours, any marks, carpet/flooring type and condition. Be specific about any existing damage.
🔴 Critical
Bed and Mattress (if furnished)?Fire safety: All mattresses in rental properties must have fire safety labels (BS 7177). Record the label is present. Note mattress condition - stains, sagging, tears. Mattress replacement costs £200-500 so document thoroughly.
Record bed frame type, size, and condition. Note mattress condition including any stains, sagging, or damage. Check fire safety labels are present on mattress (legally required).
🔴 Critical
Wardrobe/Storage Furniture
Record wardrobes, chests of drawers, bedside tables. Note type (freestanding or fitted), condition of doors, drawers, handles, rails. Check doors close properly.
🟡 Important
Windows, Doors and Locks
Record window condition and that locks work (bedroom windows should have working locks). Note door condition and that internal locks work if fitted.
🟡 Important
Lighting and Electrics
Record ceiling light, bedside lights if provided, and condition of sockets. Note number and location of sockets, and confirm all are working.
🔵 Recommended
Curtains/Blinds
Record bedroom curtains or blinds: type, colour, condition, whether blackout. Note fittings condition. Bedroom window coverings should provide adequate privacy.
🟡 Important
Kitchen Units and Doors
Record condition of all base units, wall units, and drawer units. Note door condition, handle condition, hinges working, any chips or damage to surfaces. Check all doors close properly.
🔴 Critical
Worktops and Splashbacks
Record worktop material and condition: scratches, burns, chips, stains. Note splashback condition including grouting and sealant around sink area.
🔴 Critical
Sink and Taps
Record sink type, condition (scratches, stains, chips), and that both taps work with no drips. Note condition of plug and overflow. Check waste drains freely.
🟡 Important
Cooker/Hob and Extractor?Oven cleaning is a common deposit dispute. Record: "Oven interior: professionally cleaned, no grease residue." Take photos inside the oven. Professional oven cleaning costs £50-80, so this documentation is worth it.
Record make, model, and condition of cooker/oven and hob. Note cleanliness inside oven, condition of hob rings/burners. Check extractor fan works if present.
🔴 Critical
Fridge/Freezer
Record make, model, and condition if fridge/freezer is provided. Note interior cleanliness, shelves present and intact, door seals condition, freezer ice buildup.
🟡 Important
Washing Machine/Dishwasher
If provided, record make, model, and condition. Note cleanliness of drum/interior, door seal condition, that it runs through a cycle. Include dryer if provided.
🟡 Important
Floor Condition
Record kitchen floor type (tiles, vinyl, laminate) and condition. Kitchen floors show wear near sink and cooker - note any existing damage, lifting, or staining.
🟡 Important
⚡
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Complete inventory template — room-by-room documentation, condition ratings, photo columns.
Fill in your details in minutes and you're done.
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Bath/Shower Condition
Record bath type (acrylic, steel, cast iron) and condition: scratches, chips, stains, limescale. For showers, note enclosure condition, door/screen operation, showerhead condition.
🔴 Critical
Toilet Condition
Record toilet condition: seat intact, cistern working, no cracks, flushes properly, no leaks. Note any limescale staining or chips. Check seat hinges are secure.
🟡 Important
Basin and Taps
Record basin type and condition: chips, cracks, stains. Check taps work without dripping, plug present, waste drains freely. Note pedestal condition if applicable.
🟡 Important
Tiles and Grouting?Silicone sealant around bath/shower is a common issue. If it's already black with mould or peeling, note it clearly - "Silicone around bath showing mould staining, needs replacement." Then you can't blame tenant for same condition at checkout.
Record wall and floor tile condition: cracked tiles, loose tiles, grout condition. Check silicone sealant around bath, shower, and basin - this often needs replacing.
🔴 Critical
Extractor Fan
Check bathroom extractor fan works (required in bathrooms without windows). Note if it operates on light switch, separate switch, or automatically. Record any noise issues.
🟡 Important
Mirror and Cabinet
Record condition of bathroom mirror (spots, chips), cabinet if present (doors, shelves, hinges). Note towel rails, toilet roll holder, and any other fixtures.
🔵 Recommended
Walls, Ceiling and Floor
Record non-tiled wall/ceiling condition (paint, damp, mould). Note floor condition around toilet base and bath edge where water damage often occurs.
🟡 Important
Garden/Lawn Condition?Take photos of the garden on a clear day. Record: "Lawn recently mowed, borders weeded, no overgrowth." At check-out, if garden is overgrown, you can claim for restoration. Without baseline photos, tenant says "it was always like that."
Record garden condition: lawn recently mowed, borders weeded, general tidiness. This establishes the standard the tenant should maintain or return it to. Take dated photos.
🟡 Important
Fences and Boundaries
Record fence condition: panels intact, posts secure, any damage or rot. Note which boundaries the tenant is responsible for (check tenancy agreement). Include gates.
🟡 Important
Patio/Decking/Paths
Record condition of any paved areas, decking, or paths. Note any cracked slabs, loose stones, moss/algae, or rotting deck boards.
🔵 Recommended
Shed/Outbuildings
If the property includes a shed or outbuilding, record condition: door, roof, floor, windows. Note any contents included (lawnmower, garden tools, etc.) with condition.
🔵 Recommended
External Lighting/Sockets
Record any external lighting (security lights, garden lights) and outdoor sockets. Note condition and confirm they work.
🔵 Recommended
Any Pre-Existing Damage
Create a summary list of all pre-existing damage noted throughout the inventory. This provides a quick reference and ensures nothing is unfairly attributed to the tenant later.
🔴 Critical
Instruction Manuals/Documents Left
List any instruction manuals, appliance guides, or documents left at the property. Include boiler manual, appliance instructions, alarm codes, and any other useful information.
🔵 Recommended
Items Excluded from Tenancy
If any items in the property are not included in the tenancy (landlord's stored items, items to be removed), list them clearly to avoid confusion about what the tenant can use.
🔵 Recommended
Check-Out Comparison Section
Include a section or column for recording condition at check-out alongside check-in condition. This enables direct comparison and identification of any changes during the tenancy.
🟡 Important
Hallways and Stairs
Don't forget communal areas within the property: entrance hall, landings, stairs. Record flooring condition, walls, handrails, and any damage. These areas often get overlooked.
🟡 Important
Landlord/Agent Signature?Sign on the day of the inventory. Your signature confirms you created this record and stand by its accuracy. If using an agent, they can sign on your behalf. Keep your signed copy safe - you'll need it years later if there's a dispute.
Space for the landlord or their agent to sign and date the inventory. The signature confirms the recorded condition is accurate as of the inventory date.
🔴 Critical
Tenant Signature?A tenant-signed inventory is MUCH stronger evidence. Unsigned inventory: Adjudicator may give less weight. Signed inventory: Tenant has acknowledged the condition. If tenant refuses to sign, give them 7 days to submit written disagreements - silence = acceptance.
Space for the tenant to sign and date the inventory. A tenant-signed inventory is significantly stronger evidence than an unsigned one. All named tenants should ideally sign.
🔴 Critical
7-Day Review Period Noted
Include a statement that the tenant has 7 days to raise any disagreements with the inventory. If no response is received, the inventory is deemed accepted as accurate.
🟡 Important
Copy Provided to Tenant
Confirm a copy of the signed inventory has been provided to the tenant. They need this for their records and to check against at the end of their tenancy.
🟡 Important
Photos Dated and Stored
Confirm all supporting photographs are dated (timestamp or newspaper in shot) and stored safely where you can access them at check-out. Digital storage with backup recommended.
🟡 Important
⚡
Instant Download
You've Done the Research. Now Finish It.
Complete inventory template — room-by-room documentation, condition ratings, photo columns.
Fill in your details in minutes and you're done.
£10 — Own It Forever
Create Your Inventory Now
→
✅ 30-day money-back guarantee*
Preview before you buy • Lifetime updates • No subscription
Next Steps
Now that you've reviewed the compliance checklist, you have two options:
✅ Use Our Ready-Made Template
Create your inventory with our professionally drafted template. Covers all 67 compliance points with systematic room-by-room documentation, condition rating systems, photo reference columns, and check-out comparison sections. Available in both Smart Interview (guided) and Classic Editor (direct editing) modes for just £10. Preview the full template with watermark before you buy. Get the template →
📝 Create Your Own Inventory
Use this checklist as your guide, but remember vague descriptions lose disputes. "Good condition" means nothing to an adjudicator — you need specific descriptions like "2cm paint scuff behind door." Without systematic documentation and tenant signature, your evidence may be dismissed in deposit disputes.
🔗
Official Government Resources
Frequently Asked Questions
General information about property inventories in England & Wales
Is an inventory legally required?
No, inventories are not legally required, but they are essential evidence for deposit disputes. Without an inventory, deposit protection schemes typically rule in the tenant's favour because you cannot prove the original condition of the property.
When should the inventory be completed?
The inventory should be completed on or before the tenancy start date, ideally on the same day as key handover but before the tenant moves anything in. Never complete an inventory after the tenant has taken possession.
Does the tenant have to sign the inventory?
The tenant is not legally required to sign, but a signed inventory is much stronger evidence. If the tenant refuses to sign, give them 7 days to submit written disagreements. If they don't respond, the inventory is deemed accepted.
Should I include photographs?
Yes, dated photographs combined with written descriptions provide the strongest evidence. Take photos of every room, any existing damage, meter readings, and garden condition. Include a dated newspaper in shot or use timestamped digital photos.
Do I need a professional inventory clerk?
No, for standard residential lettings. Our template is based on UK landlord best practice and includes all required documentation. Professional inventory clerks (£80-150) are mainly used for high-value properties or where disputes are expected.
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Disclaimer: This checklist is for general informational purposes only and does not constitute legal advice. While we strive to keep information accurate and up to date, the law is complex and subject to change. Every situation is unique. This checklist applies to residential tenancies in England and Wales. Last updated: May 2026.
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