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 27 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.
The RentDocs landlord update
Plain-English UK compliance changes, Renters' Rights Act 2025 updates and new guides — no spam, unsubscribe any time.
This guide is general information for UK landlords and letting agents, not legal advice. Rules differ across England, Wales, Scotland and Northern Ireland, so check your local requirements or take advice before acting.