Landlord Inventory: Protect Your Property & Deposits with the Ultimate Inventory Guide

Landlords are legally obliged to protect their property and must do everything reasonably possible to ensure that it is in a good state of repair and fit for human habitation. This includes preparing a property inventory at the start of each tenancy.

A property inventory is a document which details the contents and condition of a property, room by room. It should be prepared before the tenant moves in, and signed by both parties to confirm that it is an accurate representation of the property's condition.

The inventory should be as comprehensive as possible, listing all furniture, fixtures and fittings, and any appliances which are included in the tenancy. It should also note any damage or defects, no matter how small.

The Evidence You'll Need to Show  To Prove and Inventory

The UK's mandatory deposit schemes are run by the government, providing suggestions for lessors about what type of evidence may be needed from tenants regarding a property inventory.

• A professional, detailed inventory list of everything in the home.
• A tenant’s signature on the check-in inventory list.
• A tenancy agreement that explicitly refers to the property inventory.
• Paperwork (including receipts, pieces of communication, quotes, any charges that may have been incurred and any relevant invoices.)
• (Required) Understanding from all parties of what the legal requirements are.
• (Strongly Advised) Visual aids like pictures or videos
• To avoid future conflict, defining words such as clean, dirty, working , and broken.
• The tenant is responsible for _____, and not responsible for ______.
• All appliances and fittings will have their brand names, serial numbers, and other relevant information noted.
• The check-out inventory procedure will be thoroughly discussed with the tenants.

What Is A Property Inventory?

A property inventory is a document which details the contents and condition of a property, room by room. It should be prepared before the tenant moves in, and signed by both parties to confirm that it is an accurate representation of the property's condition.

The inventory should be as comprehensive as possible, listing all furniture, fixtures and fittings, and any appliances which are included in the tenancy. It should also note any damage or defects, no matter how small.

Why Is A Property Inventory Important?

A property inventory is important because it provides evidence of the condition of the property at the start of the tenancy. This can be used if there is a dispute at the end of the tenancy about damage or missing items.

If a property inventory is not prepared, it can be difficult to prove what condition the property was in at the start of the tenancy. This can lead to unfair deductions from the tenant's deposit, or even claims for compensation from the landlord.

How To Prepare A Property Inventory

Preparing a property inventory is not difficult, but it is important to be as thorough as possible. A good way to start is to walk through the property with a camera, taking photos of each room and any damage or defects that you find.

Once you have your photos, you can begin preparing your inventory. Start by listing all of the rooms in the property, and then detailing the contents of each room. Include everything from furniture and fixtures to small items such as knick-knacks and ornaments.

For each item, make a note of its condition. Was it in good condition at the start of the tenancy? Is there any damage? If so, how severe is the damage?

Once you have listed all of the contents of the property, you should go through each room again and check for any damage to the property itself. This could include things like cracked walls, a leaky roof or a damaged floor. Again, make a note of any damage that you find and take photos where possible.

Once you have finished your inventory, it is important to go through it with the tenant before they move in. This will ensure that both parties are in agreement about the condition of the property and its contents.

It is also a good idea to take dated photos of each room, with a clear view of the property's contents. These can be used as evidence if there is a dispute at the end of the tenancy.

Making Your Property Inventory Legal

In order for your property inventory to be legally binding, it must be signed by both parties before the tenant moves in. It is also a good idea to have the inventory witnessed by an independent third party, such as a friend or family member.

Once the inventory has been signed, it should be kept in a safe place for the duration of the tenancy. This will ensure that it can be referred to if there is any dispute about the property's condition at the end of the tenancy.

Do you have to make a property inventory?

No, you are not legally required to prepare a property inventory. However, it is highly recommended that you do so in order to protect your interests and avoid any disputes with your tenant.

Should a Landlord get professional help with inventory?

While you are not legally required to use a professional inventory service, it is always advisable to get expert help when preparing your property inventory. A professional inventory company will have the experience and expertise to ensure that your inventory is accurate and legally binding.

Should I create an Inventory for an Unfurnished property?

Yes, you should prepare an inventory for all properties, regardless of whether they are furnished or unfurnished. This will provide evidence of the property's condition at the start of the tenancy and can be used to resolve any disputes that may arise at the end of the tenancy.

The final Inventory check-out report at the end of tenancy

At the end of the tenancy, you will need to carry out a final inspection of the property with the tenant. This should be done in the presence of an independent third party, such as a friend or family member.

The purpose of the final inspection is to check that the property and its contents are in the same condition as they were at the start of the tenancy. If any damage has been caused, or any items are missing, this should be noted on the inventory.

Once the inspection is complete, you will need to sign the inventory to confirm that it is accurate. This will then be used as evidence if there is a dispute about the property's condition at the end of the tenancy.

What happens if items listed in the inventory have been damaged?

If any of the items listed in the inventory have been damaged during the tenancy, you may be able to claim compensation from the tenant. In order to do this, you will need to prove that the damage was caused by the tenant and that it was not pre-existing.

To do this, you will need to refer to the photos that were taken at the start of the tenancy and compare them to the condition of the property at the end of the tenancy. If there is a significant difference between the two, you may be able to claim compensation from the tenant.

What if an inventory item is missing from property?

If, at the end of a tenancy, any items in the inventory are missing from the property, you may be able to claim compensation from the tenant. To do this, you will need to show that the tenant is responsible for the missing item and that it was not pre-existing.

To see if you qualify for this, look at the pictures from when they first moved in and compare them to now. If there is a huge difference, you might be able to get money back from the tenant.

What if the landlord and/or tenant cannot agree on damages related to the property inventory?

If the landlord and tenant cannot agree on the damages related to the property inventory, they may need to go to court to resolve the issue and/or make a Tenant Deposit Claim. These will look at all of the evidence, including the inventory, and decide who is liable for the damages.

A property inventory is a vital document which details the contents and condition of a property at the start of a tenancy. It should be prepared before the tenant moves in, and signed by both parties to confirm that it is an accurate representation of the property's condition.

If a property inventory is not prepared, it can be difficult to prove what condition the property was in at the start of the tenancy. This can lead to unfair deductions from the tenant's deposit, or even