How to Do an Inventory Check In: Room-by-Room Template

An inventory check-in happens on the day your tenant moves in. You walk through the property together, confirm the condition of every room, record meter readings, and photograph damage or wear. Most deposit disputes arise because landlords skip this step or rely on vague notes. A detailed check-in protects both parties: tenants know they won't be charged for pre-existing marks, and you have evidence if something breaks during the tenancy.

Why the Check-In Matters for Deposit Protection

When you protect the tenant's deposit in an approved scheme (TDS, MyDeposits, or DPS), the scheme adjudicator compares the move-in condition to the move-out condition. If you claim £200 for a stained carpet at the end of the tenancy but your inventory says "carpet: good condition" with no photos, the claim will fail. The tenant keeps the money.

Deposit schemes require evidence. A signed inventory with dated photographs is the strongest proof. If you use a professional inventory clerk, their report costs £100–£200 but carries more weight in disputes because it's impartial. If you do it yourself, the tenant must agree and sign the document, or it holds no value.

The check-in also sets expectations. If the bathroom grouting is stained on move-in day, you note it. The tenant won't be charged for it later. If you miss it, they can argue the stain was already there when they arrived.

Before the Tenant Arrives: Prepare Your Template

Download or create a room-by-room inventory template. Each room needs its own section. For every item or surface, you'll record condition using consistent language: new, excellent, good, fair, worn, or damaged. Avoid vague terms like "fine" or "okay" — these cause arguments later.

Your template should include:

• Property address and tenant names
• Date and time of check-in
• A section for each room (kitchen, bathroom, bedrooms, living areas, hallways, garden)
• Meter readings (gas, electric, water if metered)
• Alarm tests (smoke, CO)
• Keys and remotes handed over (number of each)
• Signatures: yours and the tenant's

Print two copies. One stays with you, one goes to the tenant. If you're managing multiple tenancies, consider adding the check-in inventory to your landlord compliance pack alongside gas certificates and deposit protection confirmations.

Room-by-Room: What to Record

Start at the front door and work systematically. Don't rush. Each room takes 5–10 minutes if you're thorough. The tenant should be present and can point out anything you've missed. This collaboration reduces disputes because both parties agree on the starting condition.

Kitchen: Check cupboard doors (hinges, handles), worktops (chips, stains), appliances (oven cleanliness, hob condition, fridge seals), sink (scratches, limescale), flooring (tiles cracked, lino lifting), walls (grease marks, paint condition). Test the boiler — note the model and confirm it fires up. Record the oven's interior condition with a photo; this is the most common end-of-tenancy dispute item.

Bathroom: Grouting (mould, discolouration), sealant (lifting, black spots), taps (limescale, drips), toilet (seat secure, bowl stains), shower screen or curtain (mould, tears), extractor fan (working, dust buildup), flooring (water damage, loose tiles). Bathroom wear happens fast. If the sealant is already yellowed on move-in, write "sealant: discoloured, no leaks" and photograph it.

Bedrooms and living areas: Walls (scuffs, holes, paint chips), carpets (stains, burns, worn patches), curtains or blinds (tears, missing hooks, operation), windows (cracks, condensation, locks working), radiators (scratches, leaks), light fittings (bulbs working, shades intact), doors (handles loose, frames chipped). Open every wardrobe and cupboard. Check behind furniture if you're leaving any.

Hallways and stairs: Carpet wear on treads, banister condition, smoke alarms tested (press the button, note the beep), front door locks (number of keys, deadlock working), letterbox, door chain or viewer.

Garden or outside space: Fence condition (panels missing, posts leaning), gate latch, paving (weeds, cracks), lawn (overgrown, bare patches), shed or outbuilding (roof, door lock), bins (number provided, condition). If the garden is overgrown on move-in, note it. You can't later claim for an untidy garden unless it deteriorates beyond the starting point.

Photographing Everything (and Why It Matters)

Take wide-angle shots of each room from multiple corners, then close-ups of any damage, wear, or marks. Modern phones timestamp photos automatically. If you're using a camera without date stamps, write the date on a piece of paper and include it in the first photo of each room.

Photograph:

• Every wall (include light switches, sockets, marks)
• Floors (whole room, then close-ups of stains or damage)
• Appliances (oven interior, hob, fridge seals, washing machine drum)
• Bathroom grout, sealant, and any existing mould
• Windows (inside and out if accessible)
• Furniture you're leaving (sofas, beds, tables — photograph scratches, fabric condition)
• Meter readings (photograph the display showing numbers and date)

Store photos in a folder labelled with the property address and move-in date. Back them up to cloud storage or email them to yourself. If you reach a deposit dispute 12 months later, you need to produce these images quickly.

Meter Readings, Alarms, and Utilities

Record the gas meter reading, electricity meter (note if it's Economy 7 with separate day/night readings), and water meter if your property has one. Photograph each display. You'll send these readings to the energy supplier so the tenant isn't billed for your usage before they moved in.

Test every smoke alarm and carbon monoxide alarm. Press the test button and note the result in your inventory. If any alarm doesn't beep, replace the battery or the unit immediately. Faulty alarms are a criminal offence and expose you to unlimited fines under the Smoke and Carbon Monoxide Alarm Regulations 2022. Note the alarm locations: you need one in every circulation space (hallway, landing) and every room with a solid-fuel appliance (fireplace, wood burner). CO alarms are required in any room with a fixed combustion appliance (gas boiler, gas fire).

Check the boiler pressure gauge (usually a dial on the front). If it reads below 1 bar, top up the system using the filling loop. Note the pressure reading on your inventory. A dropping pressure gauge can indicate a slow leak, which you need to fix before the tenant reports no heating.

The Tenant Signs (Or the Document Is Worthless)

At the end of the check-in, both you and the tenant sign and date the inventory. If the tenant disagrees with any entry, amend it before signing. For example, if you wrote "carpet: good" but the tenant points out a stain you missed, change it to "carpet: good, small red stain near door" and initial the change.

The tenant's signature confirms they agree the property condition is accurately recorded. Without it, deposit schemes treat the inventory as one-sided evidence. If the tenant refuses to sign, ask why. If they believe something is inaccurately described, correct it. If they simply refuse without reason, note the date and time you attempted to get their signature and send them a copy anyway by email with a message like "Please review and confirm, or let me know any changes needed." Keep that email.

Give the tenant a copy immediately. Don't wait. They may want to add their own notes or take their own photos in the first few days. This isn't a problem — it shows they're engaged and reduces disputes later.

What Happens If You Skip the Check-In

If you don't do an inventory check-in, you can still make deposit deductions at the end of the tenancy, but your evidence is weaker. The tenant can claim any damage was pre-existing, and you have no dated proof to counter it. Deposit schemes adjudicators will usually side with the tenant in the absence of clear evidence.

Example: Your tenant moves out and the kitchen worktop has a burn mark. You claim £150 from the deposit. The tenant says the burn was there when they moved in. You have no check-in inventory and no photos. The adjudicator returns the £150 to the tenant. You pay for the repair yourself.

Even if you win some claims without an inventory, the process takes longer and causes stress. A 30-minute check-in on move-in day prevents this. Professional landlords and letting agents never skip it.

Professional Inventory Clerks vs DIY

You can hire an independent inventory clerk (member of AIIC or APIP) to conduct the check-in. They charge £100–£250 depending on property size and location. The clerk produces a typed, photographed report and emails it to you and the tenant within 48 hours. Because they're impartial, their report carries more weight in deposit disputes.

DIY inventories cost nothing but take more time. If you manage one or two properties, doing it yourself is fine as long as you're thorough and the tenant signs. If you manage more than five properties or if your tenants are overseas students or professionals unfamiliar with UK tenancy law, a professional report reduces the risk of misunderstandings.

Some letting agents include a professional inventory in their setup fee. If you're using an agent, check whether the inventory is done by an independent clerk or by the agent's staff. Independent is better for disputes.

Linking Check-In to Your Other Obligations

The check-in is part of your move-in day checklist. On the same day, you should also complete Right to Rent checks, hand over the gas safety certificate, electrical installation condition report (EICR), energy performance certificate (EPC), and the government's How to Rent guide. Many landlords bundle all these documents into a welcome pack along with a signed copy of the inventory.

If you're managing an HMO, your check-in also includes confirming fire door closers work, checking the fire blanket and extinguisher locations, and photographing emergency lighting. These aren't optional extras — they're licensing conditions.

How Often to Update the Inventory

If the tenancy runs for 12 months or more, consider a mid-term inspection (also called an interim inspection). You visit every 3–6 months, take fresh photos, and note any new damage or maintenance issues. This isn't required by law, but it helps you spot problems early (damp, leaks, pest infestations) and gives you updated evidence if the tenancy lasts several years.

At the end of the tenancy, you conduct a check-out inspection. This mirrors the check-in: same template, same room-by-room approach, same level of detail. You compare the check-out condition to the check-in condition. Any deterioration beyond fair wear and tear justifies a deposit deduction. Fair wear and tear means normal aging (carpet slightly flattened, paint lightly scuffed). It does not include holes in walls, broken appliances, or stains.

Common Mistakes and How to Avoid Them

Mistake 1: Using vague language. Writing "walls: fine" doesn't help. Six months later, "fine" is meaningless. Use measurable terms: "walls: painted magnolia, no marks, small chip beside light switch (photographed)."

Mistake 2: Skipping the garden. Landlords often focus on indoors and ignore outside spaces. If the garden is overgrown or the fence is damaged on move-in, note it. Otherwise, you'll be accused of demanding the tenant leave a garden in better condition than they received it.

Mistake 3: Not photographing appliances. Ovens and hobs deteriorate fast. Photograph the interior of the oven, the condition of hob burners, and the fridge seals. These are high-dispute items.

Mistake 4: Letting the tenant move in before the check-in. If the tenant has already moved belongings in, it's harder to see the walls, floors, and cupboards. Schedule the check-in for the morning of move-in day, before the removal van arrives.

Mistake 5: Not keeping a copy. Give the tenant their signed copy and keep yours somewhere safe. If you lose it, you have no evidence. Scan it and store the digital version in the same folder as your Right to Rent documents and gas certificate.

What to Do If You Forgot the Check-In

If the tenant has already moved in and you didn't do a check-in, arrange one as soon as possible. Explain to the tenant that you need to record the property condition to protect both parties. They may have rearranged furniture or unpacked, but you can still photograph around their belongings. Note the date clearly: "Inventory completed [X] days after move-in due to oversight." It's not ideal, but it's better than nothing.

If weeks have passed, the inventory loses credibility because the tenant has been living there. You can still create one, but note that some wear or minor damage may have occurred. Be honest: "Small scuff on hallway wall — unclear if present on move-in." This transparency helps if you later make a deposit claim.

Using the Inventory at the End of the Tenancy

When the tenant serves notice, schedule the check-out inspection. Take the original check-in inventory and walk through the property again, room by room. Photograph everything. Compare the current condition to the check-in notes and photos.

If you find damage beyond fair wear and tear (broken tiles, hole in the door, missing curtain rail), note it and photograph it. Obtain repair quotes from tradespeople. You'll send these quotes to the tenant along with your deposit deduction proposal within 10 days of the tenancy ending. If the tenant disputes the deduction, you submit the check-in inventory, check-out inventory, photos, and quotes to the deposit scheme. The adjudicator compares the evidence and decides.

Most disputes are resolved in the landlord's favour when the check-in inventory is thorough and signed by both parties. The minority of disputes that go against landlords usually involve missing or poor-quality check-in evidence.

This is general information, not legal advice. Landlord law changes — check GOV.UK or a property solicitor for your situation.