What an inventory is and why it matters
An inventory records what is in the property and the condition of every room on the day the tenancy starts. Done with the tenant and signed by both of you, it is also your check-in report.
The deposit is the tenant's money until you prove otherwise. If you later want to deduct from it, you must show evidence for every deduction, and a signed, dated check-in inventory with photos is the key evidence the deposit schemes look for.
What to record
- Every room, including hallways, stairs, the garden and any outbuildings.
- Walls, ceilings, floors, doors and windows, not just furniture and appliances.
- Condition and cleanliness separately, because a clean room can still be damaged.
- Gas, electricity and water meter readings, and where the stopcock and fuse box are.
- Every key, fob and remote you hand over.
How to describe condition
Be precise. Write "2cm scuff to the left of the door, at waist height", not "some marks". Note the age of items where you know it, because adjudicators take age and quality into account.
Take a wide photo of each room and close-ups of any marks, with the date visible. Number the photos and write the numbers in the Photo refs column so the report and the photos line up.
Safety checks on the first day
Every storey with living accommodation needs a smoke alarm, and any room used as living accommodation with a fixed combustion appliance (other than a gas cooker) needs a carbon monoxide alarm. Check every alarm works on the day a new tenancy begins, and repair or replace a faulty one as soon as reasonably practicable once you are told. The report has a row for each alarm.
Signing and the tenant's copy
No law requires the tenant to sign the inventory, but a signed copy is your strongest evidence. If they won't sign, keep proof you sent it and invited comments.
Giving the tenant 7 days to comment in writing is good practice, not a legal requirement. It gives them a fair chance to point out anything missed, which makes the report harder to dispute later.
Who pays for the inventory
You can't charge a tenant for an inventory, check-in or check-out. They aren't on the Tenant Fees Act's list of permitted payments, and anything not on that list is banned. A first breach can mean a penalty of up to £5,000, and a repeat within 5 years up to £30,000 or prosecution.
Rooms and items covered
Every room has blank rows for anything not listed, and an "Other room" page covers extra rooms. Copy a bedroom page for larger properties.
- Entrance and hallway: front door and locks, door entry or bell, stairs and banisters, walls, ceiling, flooring, lights and switches, sockets, radiator, smoke alarm.
- Living room: door, walls, ceiling, flooring, windows and sills, curtains or blinds, lights and switches, sockets, radiator, fireplace, sofa and chairs, tables, shelving.
- Kitchen: door, walls, ceiling, flooring, windows and sills, worktops, cupboards and drawers, sink and taps, oven and hob, extractor, fridge or freezer, washing machine, lights and switches, sockets, radiator.
- Bedroom 1: door, walls, ceiling, flooring, windows and sills, curtains or blinds, lights and switches, sockets, radiator, bed and mattress, wardrobe, chest of drawers.
- Bedroom 2: door, walls, ceiling, flooring, windows and sills, curtains or blinds, lights and switches, sockets, radiator, bed and mattress, wardrobe, chest of drawers.
- Bedroom 3: door, walls, ceiling, flooring, windows and sills, curtains or blinds, lights and switches, sockets, radiator, bed and mattress, wardrobe, chest of drawers.
- Bathroom: door, walls and tiling, ceiling, flooring, window, bath or shower, shower screen or curtain, toilet, basin and taps, sealant, extractor fan, mirror or cabinet, lights, radiator or towel rail.
- Garden and outside: gates and fences, lawn and borders, patio and paths, shed or outbuildings, bins, outside lights.
Frequently asked questions
- Do I need an inventory if the property is unfurnished?
- Yes. It still records the condition of the decoration, flooring, fixtures and any appliances, which is what most deposit disputes are about.
- Can I charge the tenant for the inventory?
- No. Inventories, check-ins and check-outs aren't permitted payments under the Tenant Fees Act, so you can't charge the tenant for them.
- What if the tenant won't sign the inventory?
- No law requires them to sign. Send them a copy, invite comments within 7 days and keep proof you sent it, such as the email or proof of postage.
- How many photos should I take?
- Enough to show the condition of every item: a wide shot of each room plus close-ups of any marks or damage, with the date visible and each photo numbered.
Sources
Checked on 12 October 2026.
- Fees you can charge as part of a tenancy (GOV.UK)
- Tenant Fees Act 2019, Schedule 1: permitted payments (legislation.gov.uk)
- Tenant Fees Act 2019, section 8: financial penalties (legislation.gov.uk)
- Tenant Fees Act 2019, section 12: offences and repeat breaches (legislation.gov.uk)
- Smoke and Carbon Monoxide Alarm (England) Regulations 2015, regulation 4 (legislation.gov.uk)
- Common dispute questions (Deposit Protection Service)
- Deposits, disputes and damages guide (mydeposits)