Move-in inventory best practice for landlords
A detailed, signed inventory taken at check-in is the single most effective protection against disputed deposit deductions later.
5 min read · Updated 2 August 2026
Overview
A detailed, signed inventory taken at check-in is the single most effective protection against disputed deposit deductions later.
What to include
Room-by-room condition, meter readings, key counts, and the condition of furniture, fixtures and decoration.
Photographic evidence
Dated, timestamped photos of each room and any existing damage or wear, cross-referenced to the written inventory.
Getting tenant sign-off
Ask the tenant to review and sign the inventory within a short window of moving in, noting any disagreements in writing.
Using it at check-out
Compare the check-out report directly against this document; deductions are far easier to justify with a clear before-and-after record.
Frequently asked questions
Is an inventory a legal requirement?
No, but without one it is extremely difficult to justify deposit deductions in an adjudication.
Should the tenant sign the inventory?
Yes. Give the tenant a reasonable window to comment or amend, then keep the signed version with time-stamped photographs.
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This guide is general information for UK landlords and letting agents, not legal advice. Rules differ across England, Wales, Scotland and Northern Ireland — check your local requirements or take advice before acting.