An inventory is evidence of the starting condition. Its usefulness depends on accurate descriptions and identifiable photographs, not the number of pages.
Record the starting point
- Describe condition and cleanliness separately, including existing marks, wear and defects.
- Identify supplied items and their age or purchase evidence where available.
- Take clear overview and close-up photographs that can be matched to the description.
Complete the handover
- Record keys, meter readings and any agreed outstanding work.
- Give the tenant a usable copy and a reasonable route to report omissions or errors.
- Preserve the original and append agreed corrections with dates.
Keep it current
- Record replacement items, authorised alterations and relevant repairs during the letting.
- At checkout, compare the same locations and items rather than relying on unrelated photographs.
- Restrict images of personal belongings and store the record securely.
Make later comparison possible
A useful inventory records condition and cleanliness separately, with enough context to identify the room and item.
- Take an overview and a close photograph of material defects. Record location, condition, age where known, meter readings and keys issued. Keep original dated files.
- Give the tenant the inventory through an accessible route and a clear opportunity to record corrections. Keep their response alongside the original record instead of overwriting the disagreement.
- At check-out, use the same room and item descriptions. Account for repairs or replacements during occupation so an old check-in photograph is not used to claim damage to a different item.
Example: the oven is described as clean
A fictional inventory uses a standard clean label but the tenant supplies dated photographs of residue at handover. Review and correct the description where supported. A later cleaning claim must use the actual starting condition.
What to do
- Inspect and record each relevant room and item.
- Give the tenant the record and invite factual corrections.
- Preserve the agreed record and later changes.
Evidence to keep
- Dated inventory, photographs, meter readings and key record.
- Tenant comments, corrections and delivery or acknowledgement.
Sources and guidance
- Deposit protection schemes and landlordsUK Government · checked 20 October 2026
- Taking a deposit as a private landlordScottish Government · checked 20 October 2026
- Standard occupation contracts: guidance on the termsWelsh Government · checked 20 October 2026
- Deposit dispute resolution and evidenceDeposit Protection Service: England and Wales scheme process · checked 20 October 2026