When a new tenancy begins, excitement is high for both landlord and tenant. But without the right paperwork in place, that excitement can quickly turn into stress and disputes. One of the most important documents in any rental is the tenancy inventory.
An inventory sets the standard for the condition of a property at the start of the tenancy and protects both parties should disagreements arise later. In this guide, we’ll explain what an inventory is, why it matters for landlords and tenants, what it should include, and how to avoid the most common problems.
What Is a Tenancy Inventory?
A tenancy inventory (sometimes called a “schedule of condition” or “check-in report”) is a detailed document that records:
- The condition of the property
- The fixtures and fittings
- Furniture and appliances (if provided)
It’s usually supported by photographs or video evidence and signed by both landlord/agent and tenant at the start of the tenancy. This document forms the baseline for comparison when the tenancy ends.
See also: Understanding Fair Wear and Tear in UK Rental Properties — a related guide explaining what landlords can and cannot charge tenants for.
Why Inventories Matter for Landlords
Landlords face financial and legal risks if there’s no clear record of their property’s condition. A properly prepared inventory helps landlords to:
Protect Deposits
If a tenant causes damage or leaves the property in poor condition, the landlord can use the inventory to justify deductions from the deposit. Without it, claims are difficult to prove. For more information see the official UK Government guidance on tenancy deposit protection.
Avoid Disputes
The majority of deposit disputes are about cleanliness, damage, or missing items. An inventory provides impartial evidence that can be used in a tenancy deposit scheme adjudication.
Stay Legally Compliant
While the law doesn’t force landlords to provide an inventory, deposit protection schemes strongly recommend it. In practice, it’s essential for compliance and fair treatment of tenants.
Maintain Professional Standards
Providing a clear, professional inventory demonstrates that the landlord takes their responsibilities seriously — building trust with tenants from day one.
Why Inventories Matter for Tenants
Inventories aren’t just for landlords — they also protect tenants.
Ensure Fair Treatment
Tenants cannot be held responsible for existing wear and tear if it is clearly documented at check-in.
Protect the Deposit
A detailed, signed inventory ensures tenants get their deposit back in full at the end of the tenancy (provided no new damage is caused).
Peace of Mind
By having everything documented up front, tenants know exactly what is expected when they move out — reducing stress and uncertainty.
What Should a Tenancy Inventory Include?
A thorough inventory should cover every room and space in the property, including hallways, gardens, and outbuildings. It should record:
- Walls, ceilings, and floors – condition, marks, stains, or damage
- Windows and doors – working order and cleanliness
- Fixtures and fittings – light fittings, sockets, switches, radiators
- Furniture and appliances – condition and whether working
- Kitchens and bathrooms – taps, cupboards, tiles, and sanitaryware
- Outdoor areas – fences, sheds, lawns, paving
Including time-stamped photos or video is strongly advised. Both landlord and tenant should sign the inventory to confirm agreement.
For more on how inventories, see the TDS – Understanding property inventories, check-in and check-outs.
Common Problems & How to Avoid Them
Even with an inventory, issues can arise. Here’s how to avoid the most common problems:
- Disputes about cleanliness – Include specific detail (e.g. “oven cleaned and grease-free”).
- Missing signatures – Always ensure both parties sign and date the document.
- Insufficient evidence – Support the inventory with photos or video.
- Wear and tear vs. damage – Landlords cannot charge tenants for fair wear and tear, only for actual damage.
Professional vs. DIY Inventories
Some landlords choose to create their own inventories, but professional inventories have clear advantages:
- Impartiality – Independent clerks provide unbiased evidence, which is vital in disputes.
- Detail – Professionals know exactly what to include and how to phrase it.
- Time-saving – Preparing a thorough inventory is time-consuming; outsourcing saves effort.
That said, a DIY inventory is better than none at all — provided it is detailed, signed, and supported by photos.
FAQs
No, landlords are not legally required to provide an inventory. However, without one, it’s extremely difficult to claim deductions from a tenant’s deposit. Tenancy deposit schemes strongly recommend an inventory as best practice.
A tenancy inventory should cover all fixtures, fittings, furniture, and the overall condition of the property, room by room. It should include photographs or video evidence and be signed by both landlord and tenant.
Yes. Tenants should carefully review the inventory at check-in. If they disagree with something, they should raise it immediately and ensure any changes are confirmed in writing.
In the absence of an inventory, deposit disputes usually favour the tenant. Landlords are unlikely to succeed in making deductions without clear evidence of the property’s condition at the start of the tenancy.
Fleming Lettings can guide landlords through inventories as part of tenancy setup. However, please note that we do not assist with licensing paperwork.
Conclusion
A well-prepared tenancy inventory is one of the most powerful tools landlords and tenants have to protect themselves. It ensures fairness, avoids disputes, and provides peace of mind for both sides. Whether prepared professionally or in detail by the landlord, an inventory sets the tone for a smooth tenancy.
If you’re a landlord looking for expert property management, or a tenant seeking guidance on your rental, contact Fleming Lettings today to see how we can help. Our number is 01902 212415, and our email address is enquiries@fleminglettings.co.uk.
