What is a property inventory? A plain guide for 2026

General information for England as at October 2026, not legal advice. Rules on deposits and tenancies differ in Wales, Scotland and Northern Ireland; check gov.uk or a qualified adviser for your situation.

A property inventory is a written, photographed record of a rented home's contents and condition, room by room, made at the start of a tenancy and signed by the landlord and tenant. It is compared with the property at the end (the check-out) to show what has changed, which is how deposit deductions are agreed or decided. It isn't a legal requirement, but without one it is very hard for either side to prove anything about the deposit.

What is an inventory for a rental property?

Think of it as a snapshot of the home on the day the tenancy starts. It records what is there (furniture, appliances, fixtures and fittings), what condition it's in, how clean it is, and anything already marked or broken. Photos back up every line, and the meter readings, keys and alarm checks are recorded at the same time.

At the end of the tenancy the same home is checked against that snapshot. If a carpet that was "good, clean, no marks" now has a large burn, the inventory shows it was new damage. If the scuff on the hallway wall was already noted on day one, the tenant can't be charged for it.

Inventory vs schedule of condition: what's the difference?

People use the words loosely, but strictly:

• Inventory: a list of what is in the property, such as "2-seater sofa, grey fabric" or "4 kitchen chairs".
• Schedule of condition: a description of the condition of everything, including the building itself: walls, ceilings, floors, doors, windows, kitchen units, bathroom fittings.

An unfurnished home has little to list but still needs a full schedule of condition. In practice a good "inventory report" is both, and that's what landlords, agents and deposit schemes expect. Our guide to furnished vs unfurnished inventories explains how the two differ.

What's included in a property inventory?

1. Property details: address, date, type of report (check-in, check-out or inspection) and who was present.
2. The outside: the front of the property, garden, paths, fences, bins and any outbuildings.
3. Each room: every item from the ceiling down to the floor, with its condition, a short description, any marks or damage, how clean it is, and whether it works.
4. Photos: clear, dated photos of each item and general views of each room. See how to photograph a rental property.
5. Meter readings: gas, electricity and water, with a photo of each meter.
6. Keys: how many of each key, fob and remote were handed over.
7. Safety checks: smoke and carbon monoxide alarms tested and working.
8. Signatures: both sides sign to confirm it's accurate, ideally after the tenant has had a few days to check it and add comments.

If you'd rather work on paper, the free inventory template gives you a printable form with every room listed.

Why is an inventory important?

When a tenancy ends and the landlord wants to deduct money from the deposit, the deposit belongs to the tenant until it's agreed otherwise. If the two sides can't agree, the deposit protection scheme's free dispute service decides, based on the evidence. It's up to the landlord to show that the property was in a better state at the start and that the tenant caused the change beyond fair wear and tear. Without a check-in record that is very hard to do.

The inventory helps tenants just as much. It proves what was already worn, stained or broken when they moved in, so they aren't charged for it. Read more about fair wear and tear vs damage.

In England, deposits on assured tenancies must be protected in a government-approved scheme within 30 days of being received. See tenancy deposit protection on gov.uk.

Who does the inventory?

• An inventory clerk hired by the landlord or agent. See how much an inventory costs.
• The letting agent, as part of a managed service.
• The landlord, doing it themselves.
• The tenant, either sent a link by the landlord to do the check-in, or making their own record to protect their deposit.

There's no rule that a professional has to do it. What matters is that it's detailed, photographed, dated and checked by both sides. In England tenants can't be charged for an inventory: the Tenant Fees Act 2019 bans it, and Wales and Scotland have similar bans.

Do you need an inventory?

No law says you must have one, but if you're a landlord taking a deposit, you really should. If you're a tenant and your landlord hasn't provided one, make your own on moving day, take dated photos of everything, and send it to the landlord or agent so there's a record they received it.

How to make an inventory on your phone

DIY Inventory turns this into a guided walk-round. It works in any phone browser with nothing to install. Each room gets its own photo checklist, at least 8 photos per room, and the date and time are burned into every photo. You record each item's condition (new, good, fair or poor), its description, marks, cleanliness and whether it works, then the meters, keys and alarms. Sign it on screen with a declaration and send the other party a link to check, comment on and sign it. The PDF is ready the moment it's signed, with every photo linking to full size. Free to start, £30 per report. Start an inventory.

Questions

Updated 27 October 2026