Before check-in — preparation and documents to have ready
Prepare the completed inventory before check-in day, ideally by an AIIC-accredited independent clerk. Also have ready: the signed tenancy agreement; the current How to Rent guide; the EPC; and the current gas safety certificate.
- Completed inventory: walk through before check-in day to verify accuracy; have the version that will be signed by the tenant ready in print or digital format
- How to Rent guide: must be the current version from gov.uk at date of tenancy commencement; serving an out-of-date version breaches the landlord's compliance duty
- EPC: minimum grade E for post-April 2020 lets; must be given before the tenancy begins
- Gas safety certificate: must be given to the tenant before they move in (or within 28 days of the annual check)
At check-in — walk-through, inventory sign-off, meter readings, and key handover
Check-in is the formal handover of the property. Walk through every room with the tenant and the inventory, allowing them to note any discrepancies. Record meter readings for every meter. Issue and obtain signature for the key handover schedule.
- Walk-through: compare every item, fixture, and fitting against the inventory; note discrepancies; tenant initials any amendments; this creates the tenant's chance to record pre-existing defects
- Tenant countersignature on the inventory: tenant and landlord/clerk sign and date; both parties keep a copy; digital signature via a recognised platform is valid
- Meter readings: read every gas, electricity, and water meter; photograph the display; notify suppliers of tenancy start and meter readings
- Key handover receipt: list every key/fob/access device by type and quantity; tenant signs; missing keys at check-out justify a deduction for lock replacement where security requires it
Deposit receipt and the 30-day prescribed information deadline
Protect the deposit in DPS, TDS, or MyDeposits within 30 days of receipt. Simultaneously serve prescribed information on the tenant and any relevant person who paid the deposit. Keep evidence of service.
- 30-day protection deadline: runs from date deposit received, not tenancy start date; late or non-protection exposes landlord to 1-3x deposit penalty
- Prescribed information: use the scheme's pre-formatted form; serve on tenant and any guarantor or third party who paid the deposit
- Evidence of service: signed receipt, email delivery receipt, certificate of posting, or scheme online confirmation — essential if tenant later denies receipt
- Deposit cap: maximum 5 weeks' rent (annual rent below £50,000) or 6 weeks' rent (annual rent above £50,000) under Tenant Fees Act 2019; verify before protection
If the tenant refuses to sign the inventory — options and evidential weight
Allow up to 5 working days for the tenant to review and return the inventory signed. If refused, document the refusal in writing. Supplement the unsigned inventory with timestamped photographs. Digital check-in platforms allow the tenant to conduct their own remote check-in, creating a contemporaneous timestamped record.
- Allow 5 working days post-move-in for tenant to review and return inventory with reasonable amendments
- If tenant still refuses: send a written record noting the inventory was presented, the tenant declined to sign, and it stands as the landlord's record of condition
- Evidential weight: unsigned inventory + timestamped photographs carries substantial weight at adjudication; countersigned inventory is stronger but not the only route
- Digital check-in platforms (InventoryBase, NoLetGo, Inventory Hive): allow remote self-conducted check-in by the tenant; creates timestamped, tenancy-linked photographic and written record even without a physical walkthrough