What to record on move-in day, how to word it so it stands up in a deposit dispute, and how to use it at check-out.
Updated 12 October 2026
The short version
- A check-in inventory records the condition and contents of the property on the day the tenant moves in.
- In a deposit dispute, the landlord has to prove any deduction. A signed check-in report with dated photos is the main evidence.
- Describe condition and cleanliness separately, room by room, and be specific: "small 2cm stain by the window", not "good".
- Give the tenant a copy to check, comment on and sign. Compare against it line by line at check-out.
Why it matters
The deposit is the tenant's money. If you want to keep some of it, the scheme's adjudicator will expect you to show what the property was like at the start, what it's like now, and that the difference is more than fair wear and tear. Without a check-in report, that's very hard to do, however obvious the damage.
The deposit schemes say signed check-in and check-out reports are among the most useful evidence, and that a report which isn't signed, independent or backed by photos is unlikely to carry much weight.
Inventory checklist: what to include
| Section | What to record |
|---|---|
| The basics | Address, date, who was there, and the documents you handed over: gas safety record, EICR, EPC and the deposit's prescribed information |
| Meters and keys | Gas, electricity and water readings with photos, and every key and fob by number |
| Safety | Smoke and carbon monoxide alarms tested and working on the day |
| Each room | Walls and ceilings, floors, doors and windows, fixtures and fittings, then furniture and appliances. Note condition and cleanliness separately |
| Kitchen and bathroom | Inside the oven, hob, fridge and freezer; sealant, grout, taps and extractor fans |
| Outside | Garden, paths, fences, bins, sheds and anything left for the tenant to use |
How to write it so it holds up
Vague words like "good" or "fair" mean different things to different people. Write what you can see:
| Vague | Useful |
|---|---|
| Carpet: good | Beige carpet, clean, small 2cm stain by window |
| Walls fine | White paint, two picture hooks on chimney breast, 10cm scuff by door handle |
| Oven clean | Oven professionally cleaned on 1 October, receipt attached |
| Sofa OK | Grey three-seat sofa, no stains, slight wear on left arm |
Take a wide photo of each wall and floor, then close-ups of every mark. Make sure the photos are date-stamped, and number them to match the lines of the report. A slow video walk-through is a useful backup.
Getting it signed
Do the report after the final clean and as close to move-in as you can. Go through it with the tenant on the day if possible, then give them a copy and ask them to add any comments and sign it within a set time, often 7 days. There's no legal deadline, but agreeing one up front helps. If they don't return it, keep a record of when you sent it. A report signed by everyone is much stronger evidence than one only you have seen.
Inspections during the tenancy
You can inspect the property at reasonable times, giving the tenant at least 24 hours' notice in writing. Note anything that needs repair, and anything the tenant has caused, with dated photos. Regular inspections catch problems early and give you evidence part way through a long tenancy.
Check-out and deductions
At the end, go through the property in the same order as the check-in report and compare it line by line. Adjudicators allow for fair wear and tear, taking account of how long the tenancy lasted, how many people lived there and the age of each item. A carpet worn after five years with a family is wear and tear; a burn mark isn't. Any deduction should be reasonable and in proportion to the damage. Once you've agreed the amount, the deposit must be returned within 10 days. See our tenancy deposit rules for how disputes work.
Doing it yourself or using a clerk
You can do the report yourself, as long as it's thorough, signed and backed by photos. An independent inventory clerk carries more weight in a dispute and saves you time. Prices start at about £145 for a one-bed inventory and check-in, rising to around £205 for four bedrooms, with a check-out from £85. In England you can't charge the tenant for any of it.
Questions landlords ask
Is a check-in inventory a legal requirement?
No, but without one it's very hard to justify keeping any of the deposit. In a dispute the landlord has to prove the deduction, and a signed check-in report with dated photos is the main evidence.
Who pays for the inventory and check-in?
The landlord. Since the Tenant Fees Act 2019, landlords and agents in England can't charge tenants for inventories, check-ins or check-outs.
How long does a tenant have to sign the inventory?
There's no legal deadline. Many landlords ask for comments and a signature within 7 days, agreed at the start. If the tenant doesn't return it, keep a record of when you sent it.
Can I do my own inventory report?
Yes. Make it detailed, room by room, with date-stamped photos, and get it signed. An independent clerk's report carries more weight, but a thorough landlord's report is far better than none.