What to include in an inventory report and how to complete this at check-in
The check-in inventory report includes a detailed list of items and the property's condition
A robust check-in inventory is a comprehensive list of the property’s contents and areas, with a schedule of condition for each.
There should be a detailed description of the condition of each room in the property and its fixtures - that’s everything from the paint on the living room ceiling to the shower head in the bathroom - as well as the standard of cleanliness throughout.
Often, a scale of ‘standard’ terms is used - for instance, from ‘brand new’ to ‘very poor condition’ – while some inventory clerks use a ‘traffic light’ system, rating the condition either green, amber or red, which can be more ambiguous and open to interpretation.
Along with a written description and rating, the inventory should include good quality photographs, which should be time and date stamped, and ideally embedded in the report.
A robust check-in inventory is a comprehensive list of the property’s contents and areas, with a schedule of condition for each. There should be a detailed description of the condition of each room in the property and its fixtures - that’s everything from the paint on the living room ceiling to the shower head in the bathroom - as well as the standard of cleanliness throughout.
A general description of the condition of the exterior including garden (front and rear) and any facilities, e.g. garden furniture, a shed or a garage
Whether electrical appliances, bathroom fixtures and lights are working
The result of the legally required smoke and CO alarm tests
Gas and electricity meter readings - with photographs
Details of all keys supplied to the tenant
There is no specific format that has to be followed, but you can find inventory templates online, and Total Landlord’s partner, mydeposits, has a free inventory checklist for landlords, agents and tenants to follow to make sure you have covered every area.
There are also companies, that provide software to help landlords produce professional inventories, inspection reports and more. For most landlords, the best solution is to use an independent inventory clerk, who will have their own professional inventory system. mydeposits is partnered with No Letting Go – to find out more visit the partnership page and read their joint guide to inventories.
The check-in inventory should ideally be made a few days before the tenant moves in but after the property has been cleaned and prepared.
This leaves adequate time for the inventory to be checked by the landlord, if compiled by a letting agent or either the landlord or agent, if prepared by a third-party.
Whoever is carrying out the inventory should start with the front door and walk through the property, noting every area, fitting and item and rating its condition:
Door, including the handle and closures
Ceiling and light fittings
Curtains or blinds and their fittings
Walls and any hangings
Skirting
Floor
Sockets and light switches
Fittings
Furniture
They should then take a photograph, or video, of each room or area as a whole, then any items you’ve provided – e.g. bed, fridge, shower, furniture, décor, carpets – and any specific places where there is already wear and tear or some damage.
And finally, take a walk around the exterior, making a note of the condition of outbuildings, garden furniture, etc., and taking photographs.
Importantly, ask or make sure that the photographs have a date and time stamp – this is much easier today, as smartphones do it automatically.
Bear in mind that the more detailed the inventory, the easier it is to prove damage.
For more information and tips on how different rooms and areas of a property should be checked, see this mydeposits checklist.
