Free Landlord Inventory Template UK 2026

About This Template

This inventory template gives you a room-by-room record of the condition and contents of your rental property at the start of a tenancy (the check-in) and a matching column to record the state at the end (the check-out). It is the single most important piece of evidence you will have if the tenant later disputes a deposit deduction.

Deposits taken on assured tenancies must be protected in one of the three government-approved schemes — the Deposit Protection Service, MyDeposits, or the Tenancy Deposit Scheme (TDS) — within 30 days of you receiving the money, and the tenant must be given the prescribed information. When a deduction is contested, the scheme's free adjudication decides who keeps the disputed amount. The adjudicator never visits the property; they decide purely on the documents both sides supply. No signed check-in inventory almost always means the disputed money goes back to the tenant. See the tenancy deposit protection guide for the full scheme rules.

What a Good Inventory Must Cover

A defensible inventory records far more than "good / bad" per room. At minimum it should capture:

• Every room, including hallways, stairs, loft access, garden, garage, and any outbuildings — not just the obvious living spaces.
• Fixtures and surfaces — walls, ceilings, flooring, skirting, doors, windows, blinds/curtains, light fittings, sockets.
• A condition rating per item (e.g. new / good / fair / poor / damaged) plus a written description of any existing marks, chips, scuffs, or stains. "Small 2cm scuff to left of door frame" beats "minor damage".
• Contents and appliances — quantity, make/model where relevant, and working order of white goods, boiler, and alarms.
• Cleanliness standard at check-in — the level the tenant must return the property to. You cannot charge for cleaning to a higher standard than it started.
• Meter readings for gas, electricity, and water, with the meter serial numbers.
• Keys, fobs, and remotes issued, by number.
• Smoke and carbon monoxide alarms — present, tested, and working on the day of check-in.
• Dated photographs of every room and every pre-existing defect, numbered to match the written entries.

How to Complete the Check-In

1. Do it before the tenant moves a single box in. Once their belongings are in, you cannot cleanly record the property's true starting condition.
2. Work room by room, top to bottom. Describe condition in plain, specific language and rate each item. Photograph as you go, taking the photo number into the written entry.
3. Record the meter readings and key handover on the day, with the date and time.
4. Walk the property with the tenant if you can. Invite them to add their own comments — agreed notes are far harder to dispute later.
5. Both parties sign and date every page. Give the tenant a signed copy and keep yours, along with the photo set, somewhere you will still find it in two or three years.

How to Complete the Check-Out

1. Use the same document. Go through the identical list and fill in the check-out column against each original entry, so any change is visible side by side.
2. Take fresh dated photographs from the same angles as the check-in shots. A before/after pair is the most persuasive evidence an adjudicator can see.
3. Take the closing meter readings and confirm all keys are returned.
4. Separate damage from fair wear and tear. You can deduct for damage, missing items, and cleaning below the check-in standard — never for the normal ageing expected over the tenancy.
5. Agree the figure in writing if you can. Deposits must be returned within 10 days of you both agreeing how much each side gets back; only genuinely disputed amounts stay held by the scheme pending adjudication.

Common Mistakes That Lose Deposit Disputes

1. No signed inventory at all. The most common and most fatal error. Without it you have no agreed baseline.
2. Vague descriptions. "Carpet — fair" tells an adjudicator nothing. Record the specific marks and their location.
3. Undated or unsigned photos. An image the tenant could argue was taken at any time proves little. Date-stamp them and tie them to numbered entries.
4. Claiming for wear and tear. Trying to deduct for faded paint or worn carpet after a long tenancy gets thrown out and can sour the whole claim.
5. No check-out comparison. A perfect check-in is useless if you cannot show the condition at the end against it.
6. Missing the deposit deadlines. Failing to protect the deposit within 30 days or serve the prescribed information can expose you to a penalty of up to three times the deposit and can block a possession claim — see the deposit guide.

What's Included in the Download

• Room-by-room checklist (kitchen, bathroom, bedrooms, living areas, hallway, exterior, outbuildings)
• Condition rating scale (new, good, fair, poor, damaged) with a description column
• Contents list with quantity and description columns
• Meter readings section (gas, electric, water) with serial-number fields
• Key and fob register
• Smoke and CO alarm check row
• Photo reference log (numbered to match inventory items)
• Tenant and landlord signature blocks with dates
• Check-out comparison column for end-of-tenancy

FAQs

Is a property inventory a legal requirement?
No statute forces one, but it is essential in practice. Deposits must be protected in an approved scheme (DPS, MyDeposits, or TDS) within 30 days, and if a deduction is disputed the adjudicator decides on the documents alone. With no signed check-in inventory, the disputed money usually goes back to the tenant.

Who should compile the inventory — me or the tenant?
You (or an independent clerk) compile it, but the tenant must get a real chance to check, comment, and sign before move-in. A document the tenant never saw carries little weight in adjudication.

How long do I have to give the tenant a copy?
Best practice is at or within a few days of check-in, alongside the deposit prescribed information you must serve within 30 days of receiving the deposit. Keep your own signed copy and the dated photos for years.

Can I deduct for fair wear and tear?
No. Schemes never allow deductions for the normal ageing expected over the tenancy. You can deduct only for damage beyond reasonable wear, cleaning below the check-in standard, missing items, or unpaid rent.

Do photos on their own count as an inventory?
No — they are strong supporting evidence but not a substitute for a written, signed inventory. Number your photos to match the written entries so an adjudicator can cross-reference them.

Need the rest of the paperwork? The full landlord document pack bundles this inventory with the other templates a self-managing landlord needs. For the wider picture of running a tenancy without an agent, see the self-managing landlord guide.

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