Is a landlord inventory a legal requirement?

No, but without one you will struggle to make any deposit deduction stick. Deposit scheme adjudicators start from the position that the landlord must prove the damage, and the inventory is the evidence.

What should a landlord inventory include?

Every room with its fixtures, flooring, walls, windows and appliances, described by condition and supported by dated photographs, plus meter readings, keys handed over, and smoke and carbon monoxide alarm tests.

What is a schedule of condition?

It is the condition half of the document. An inventory lists what is there, a schedule of condition records the state it is in. Most modern templates combine the two, which is what adjudicators expect to see.

Does the tenant have to sign the inventory?

They cannot be forced to, but you should give them a clear window to review, comment and sign. If they do not respond, keep the record showing when it was sent and what you asked for.

Can I charge the tenant for fair wear and tear?

No. Adjudicators apportion for the age and expected life of an item, so a carpet already five years into a ten year life will not be replaced at the tenant's cost even if it is marked.

Do I need an independent inventory clerk?

Not necessarily. A thorough, dated, photographed and signed inventory prepared by the landlord is accepted. An independent clerk mainly helps on higher value properties or where a dispute is likely.

How long should I keep the inventory?

For the whole tenancy and for at least a year after it ends, alongside the deposit certificate and prescribed information, in case of a later claim.

Landlord guide · UK

Landlord inventory template: what to include and why it matters

Almost every deposit dispute comes down to one question: what did the property look like on day one? If the answer lives in a landlord's memory, the tenant keeps the money. A proper inventory takes an hour or two at the start of a tenancy and is the single highest value piece of paperwork you will produce, ahead of the agreement itself for practical purposes.

What an inventory is for

Deposit scheme adjudicators do not visit the property. They read documents. The inventory is the baseline they compare the checkout report against, and where there is no baseline there is no deduction, however obvious the damage looks to you.

It also protects tenants, which is worth saying to them when you send it. A tenant who has signed an inventory noting the existing scuff on the hallway wall is not going to be charged for it, and that reassurance is why most tenants sign promptly.

What to include, room by room

Walls, ceilings and paintwork, noting marks, cracks and previous repairs.
Flooring type and condition, with close ups of any existing wear or staining.
Windows, sills, blinds and curtains, including whether window keys are present.
Kitchen units, worktops, sink and every appliance with make, model and condition.
Bathroom sanitaryware, sealant, tiling and extractor fan operation.
Furniture, with fire safety labels photographed on upholstered items.
Smoke alarms and carbon monoxide alarms, tested on the day with the result recorded.
Meter readings, meter locations and serial numbers.
Keys, fobs and remote controls, counted and photographed together.
Garden, garage, shed, bins and any outbuildings.

Preparing it step by step

1
Work room by room, in a fixed order
Start at the front door and move consistently through the property. A predictable order means nothing is missed and the document is easy to follow months later.
2
Describe condition, not just contents
'Carpet, beige' proves nothing. 'Beige carpet, light wear at doorway, small stain 10cm near radiator' is what an adjudicator can compare against at checkout.
3
Photograph everything with a visible date
Wide shot of each room plus close ups of any existing damage, meters and appliance serial numbers. Keep the original files, since metadata carries the date.
4
Record meter readings and keys
Electricity, gas and water readings, plus the number of each key, fob and window key handed over. These are the small items that cause the biggest checkout arguments.
5
Get it signed by every tenant
Send the inventory at the start of the tenancy, ask each tenant to sign or comment within a set number of days, and store the signed copy. An unsigned inventory is worth far less at adjudication.
6
Repeat the exercise at checkout
Use the same document and the same order, noting the condition of each item against the original entry. Fair wear and tear is not damage, and the comparison is what shows the difference.

Photographs without dates are weak evidence. Keep the original image files rather than pasting compressed copies into a document, and store them with the tenancy record so they are still retrievable years later.

Checkout, deductions and disputes

At checkout, walk the same route with the original document open. Note each difference plainly and take matching photographs from the same angles. Then price only what is genuinely attributable to the tenant, allowing for the age of the item.

Put the proposed deductions to the tenant in writing with the evidence attached, before you approach the scheme. A large share of disputes settle at that point simply because the tenant can see the comparison for themselves.

How RentDocs.co.uk helps

Upload the inventory and its photographs against the property and the tenancy, not a random folder.
Send it to tenants for e-signature and keep the signed copy with an audit trail.
Store deposit certificates and prescribed information alongside it, ready for any dispute.
Log exactly what was sent to each tenant and when.
Reminders for alarm tests and certificate renewals so the record stays current.

Keep the inventory with everything else about the tenancy

RentDocs.co.uk stores inventories, photographs, certificates and signed agreements per property for £5 a month, with a free account to try on one tenancy.

Start free See pricing

Frequently asked questions

Is a landlord inventory a legal requirement?: No, but without one you will struggle to make any deposit deduction stick. Deposit scheme adjudicators start from the position that the landlord must prove the damage, and the inventory is the evidence.
What should a landlord inventory include?: Every room with its fixtures, flooring, walls, windows and appliances, described by condition and supported by dated photographs, plus meter readings, keys handed over, and smoke and carbon monoxide alarm tests.
What is a schedule of condition?: It is the condition half of the document. An inventory lists what is there, a schedule of condition records the state it is in. Most modern templates combine the two, which is what adjudicators expect to see.
Does the tenant have to sign the inventory?: They cannot be forced to, but you should give them a clear window to review, comment and sign. If they do not respond, keep the record showing when it was sent and what you asked for.
Can I charge the tenant for fair wear and tear?: No. Adjudicators apportion for the age and expected life of an item, so a carpet already five years into a ten year life will not be replaced at the tenant's cost even if it is marked.
Do I need an independent inventory clerk?: Not necessarily. A thorough, dated, photographed and signed inventory prepared by the landlord is accepted. An independent clerk mainly helps on higher value properties or where a dispute is likely.
How long should I keep the inventory?: For the whole tenancy and for at least a year after it ends, alongside the deposit certificate and prescribed information, in case of a later claim.

Keep reading

This guide is general information about inventories and deposit deductions in the UK and is not legal advice. Follow your deposit scheme's own evidence guidance when raising a dispute.