The check-in procedure is the operational counterpart to the check-out procedure (which is covered separately at `landlord-check-out-procedure-uk`). At check-out, the landlord compares the current condition of the property against the baseline recorded at check-in — and any deterioration beyond fair wear and tear that is evidenced by the check-in record can be the basis for a deposit deduction. Without a check-in record, the adjudicator (DPS, TDS, or MyDeposits) will typically find in the tenant's favour on any disputed deduction, because the landlord cannot prove what the property's condition was at the start of the tenancy.
Check-in is not just about the inventory. It also encompasses meter readings (which determine who is responsible for energy consumption from the start of the tenancy and prevent disputes about outstanding bills), key handover (a record of which keys were issued, how many of each, and whether any were for communal areas), and the deposit compliance paperwork. The 30-day deadline to serve prescribed information on the deposit scheme scheme is particularly important — it runs from the day the deposit is received, not from the start of the tenancy.
Before check-in — preparation and documents to have ready
The check-in process begins before the tenant arrives. Preparation is essential to ensure a smooth and legally compliant handover:
- Completed and signed inventory: The inventory should be prepared before the tenancy begins — ideally by an AIIC-accredited independent inventory clerk (see `landlord-property-inventory-uk`). The inventory should have been reviewed and any corrections made before check-in day. It should be printed (or available digitally) in the version that will be signed by the tenant. If the landlord is conducting the check-in themselves, they should have already walked through the property against the inventory to verify it is accurate
- Tenancy agreement and associated documents: Have signed copies of the tenancy agreement ready to hand to the tenant. Post-RRA 2025, the tenancy agreement confirms the periodic tenancy terms, the rent amount, the rent day, and the parties. The tenant should receive their copy at or before check-in
- How to Rent guide: The government's How to Rent guide must be given to the tenant at or before the start of the tenancy. The correct version is the most current version available from gov.uk at the date of tenancy commencement. Serving an out-of-date How to Rent guide invalidates any subsequent Section 21 notice (under pre-RRA 2025 law); post-RRA 2025 it remains a compliance requirement and breach of the landlord's duty
- Energy Performance Certificate: The EPC (minimum grade E for post-April 2020 lets) must be given to the tenant before the tenancy begins. Keep a record of service
- Gas Safety Certificate: A copy of the current gas safety record must be given to the tenant before they move in (or within 28 days of the annual check, whichever is applicable). Keep a copy and record of service
At check-in — what must happen on move-in day
Check-in is the formal process of handing the property to the tenant in the condition recorded in the inventory. The following steps should be completed at or immediately after the moment of handover:
- Walk-through with the tenant: Walk through every room of the property with the tenant and the inventory, comparing the condition of each item, fixture, and fitting against the description in the inventory. Any discrepancies should be noted on the inventory and initialled by both parties. Give the tenant the opportunity to add their own observations — tenants who feel they have had a fair opportunity to record pre-existing defects are less likely to dispute deductions at the end of the tenancy
- Tenant countersignature on the inventory: At the conclusion of the walk-through, the tenant should sign and date the inventory acknowledging that it accurately represents the condition of the property at the start of the tenancy. The landlord or inventory clerk also signs. Both parties keep a copy. A digital signature (via a platform such as InventoryBase or NoLetGo) is valid provided both parties have access and can verify the signed document
- Meter readings: Read every meter in the property — gas, electricity, and water (if separately metered) — and record the readings on the inventory or a separate meter reading schedule. Photograph the meter display. Notify the energy supplier and water company of the start of the tenancy and the meter readings. Failure to take and record meter readings at check-in creates a risk of disputes about outstanding utility bills at the end of the tenancy
- Key handover receipt: Provide the tenant with a written key handover schedule listing every key issued — front door keys (quantity), back door keys, communal entrance keys, garage or shed keys, window keys, and any other access devices (key fobs, access codes). The tenant should sign and date the key receipt. At check-out, the tenant must return every key listed. Missing keys at check-out justify a deduction for replacement locks (where security requires it)
Deposit receipt and the 30-day prescribed information deadline
Where a deposit is taken from the tenant, the landlord has a 30-day window in which to protect the deposit in a government-approved scheme and serve prescribed information on the tenant. This clock starts from the date the deposit is RECEIVED — not from the tenancy start date:
- Protect the deposit within 30 days: The deposit must be protected in one of the three government-approved schemes — DPS (Deposit Protection Service), TDS (Tenancy Deposit Scheme), or MyDeposits — within 30 calendar days of receiving it. Late protection (or failure to protect) exposes the landlord to a penalty of 1-3 times the deposit amount awarded to the tenant. Post-RRA 2025, unprotected deposits also prevent the landlord from enforcing certain lease obligations
- Serve prescribed information within 30 days: Simultaneously with (or immediately after) protecting the deposit, the landlord must serve the tenant with the prescribed information — the formal notification of where the deposit is held, the deposit amount, the scheme's dispute resolution process, and the landlord's contact details. Most schemes provide a pre-formatted prescribed information form. The prescribed information must be served on the tenant and on any relevant person (such as a guarantor) who paid the deposit
- Evidence of service: Keep evidence that prescribed information was served within 30 days — a signed receipt from the tenant, an email delivery receipt, a certificate of posting, or a screenshot of the scheme's online service confirmation. If the tenant later denies receiving the prescribed information, the landlord needs evidence to disprove this
- Deposit cap — 5 weeks' rent maximum: Under the Tenant Fees Act 2019, the maximum deposit for a tenancy with an annual rent below £50,000 is 5 weeks' rent (calculated as monthly rent × 12 ÷ 52 × 5). A deposit taken above this cap is a prohibited payment and must be repaid. Verify the deposit amount at check-in against the cap before protection
If the tenant refuses to sign the inventory — what to do
Tenants sometimes refuse to sign the check-in inventory — either because they have concerns about the property's condition, or because they want to make amendments but are not present at check-in. This is a practical challenge that landlords should be prepared for:
- Give the tenant time to review: Allow the tenant up to 5 working days after move-in to review the inventory and return it signed (with any annotations). This is an industry-accepted practice. If the tenant returns the inventory with reasonable amendments, the landlord should consider whether the amendments are accurate and, if so, accept them. If the amendments are disputed, make a joint inspection
- Document the refusal: If the tenant refuses to sign after reasonable opportunity has been given, document the refusal in writing — send an email noting that the inventory was presented at check-in, that the tenant declined to sign, and that the inventory is therefore the landlord's record of condition. Keep a copy
- At adjudication — the unsigned inventory: An inventory that was not signed by the tenant carries less evidential weight at adjudication than a countersigned inventory. However, an unsigned inventory supported by timestamped photographs taken at check-in is still valuable evidence. The adjudicator will assess the overall weight of the evidence — including whether it appears to be a genuine, contemporaneous record
- Remote check-in and digital platforms: Where check-in is conducted remotely (e.g. for managed properties), digital check-in platforms (InventoryBase, NoLetGo, Inventory Hive) allow the tenant to complete a digital check-in report on their phone, adding their own comments and photographs, and signing digitally. This creates a contemporaneous, timestamped record even without a physical walkthrough
Frequently asked questions
What must a landlord do on check-in day?+
Walk through the property with the tenant and the inventory; have the tenant countersign the inventory; take and record meter readings (gas, electricity, water); issue a key handover receipt listing all keys given; provide the tenancy agreement and required documents (How to Rent guide, EPC, gas safety record). These steps create the evidential baseline for any deposit deductions at the end of the tenancy.
How long does a landlord have to protect a deposit and serve prescribed information?+
30 calendar days from the date the deposit is RECEIVED — not from the tenancy start date. Both the deposit protection and the prescribed information must be completed within this 30-day window. Late protection exposes the landlord to a penalty of 1-3 times the deposit amount.
What happens if the tenant refuses to sign the inventory at check-in?+
Allow the tenant up to 5 working days after move-in to review and return the inventory signed (with reasonable amendments). If they still refuse, document the refusal in writing. An unsigned inventory supported by timestamped photographs still has evidential value at adjudication, though a countersigned inventory is stronger evidence.
What is the maximum deposit a landlord can take in England?+
Under the Tenant Fees Act 2019, the maximum deposit is 5 weeks' rent for tenancies with an annual rent below £50,000. For tenancies with annual rent above £50,000, the maximum is 6 weeks' rent. A deposit above the applicable cap is a prohibited payment and must be refunded.