A property inventory is the landlord's primary defence in a deposit dispute. Without a detailed, contemporaneous check-in report, supported by photographs and signed by the tenant, deposit scheme adjudicators will almost invariably find in the tenant's favour, regardless of the actual damage. This guide explains how to create an inventory that will withstand scrutiny.
What the inventory must record
- Every room and area: hall, bedrooms, living room, kitchen, bathrooms, garden, outbuildings
- Condition of surfaces: walls, ceilings, floors, doors, windows, noting any existing marks, chips, stains with precise location
- All fixtures, fittings, and appliances provided by the landlord, with condition noted for each
- Cleanliness standard at move-in: 'professionally cleaned', 'clean and tidy', or 'fair'
- Meter readings: electricity, gas, water at move-in date
- Keys issued: number and type of each key
Photographs, the most important evidence
- Photograph every room from multiple angles before the tenancy starts
- Close-up photographs of any existing damage with the date visible
- Upload to timestamped cloud storage immediately after the check-in
- A video walkthrough is excellent supplementary evidence
Fair wear and tear
Deposit scheme adjudicators apply 'fair wear and tear', normal deterioration through everyday use. Landlords cannot deduct for this. Length of tenancy and age of items both affect the calculation. Minor wall scuffs, carpet flattening in high-traffic areas, and faded paintwork are fair wear. Burns, stains, pet damage, and missing items are not.
The check-out comparison
- Carry out the check-out within 24 to 48 hours of the tenant vacating, with the tenant present if possible
- Compare each item and area line-by-line against the check-in inventory
- Obtain contractor quotes for any cleaning or repair claims before raising deductions
- Notify the tenant of proposed deductions within 10 days, providing evidence for each