Property inventory & check-in report: the complete UK guide
What a rental inventory is, whether it is required, what to put in it, how deposit protection works and how to get your deposit back at the end of the tenancy.
In short: An inventory and check-in report is not a legal requirement in the UK, but it is the single most important piece of evidence in a deposit dispute. The deposit itself must be protected in a government-approved scheme within 30 days. A good inventory is detailed, photographed, dated and signed by both parties — record every room, the meter readings, the keys and the smoke and carbon monoxide alarms. At check-out, the property is compared against it; landlords can deduct for damage but not for fair wear and tear. With KeySwap you can create one yourself in about five minutes, from £9.
What is an inventory and check-in report?
An inventory — sometimes called a schedule of condition — is a detailed written record of the contents and condition of a rented property at the start of a tenancy. It describes the walls, ceilings, floors, paintwork, carpets, curtains, furniture, appliances and fittings, along with their cleanliness and any existing marks or defects. The check-in report is the moment this record is agreed: both landlord and tenant confirm that it reflects the property on the day the keys change hands.
The point is simple. At the end of the tenancy a check-out report is compared against the original check-in record to see what, if anything, has changed beyond normal use. Without that starting baseline, neither side can prove the condition the property was in when the tenant moved in. You can see exactly how a finished document looks in our inventory example.
Is an inventory required by law?
No — an inventory is not a statutory requirement, but it is strongly recommended and is treated as the key evidence whenever a deposit dispute reaches adjudication. What the law does require relates to the deposit itself.
Under the Housing Act 2004, any deposit taken on an assured tenancy must be protected in one of three government-approved schemes — the Deposit Protection Service (DPS), MyDeposits or the Tenancy Deposit Scheme (TDS) — within 30 days of receipt. The landlord must also give the tenant the prescribed information within the same 30 days. If a landlord fails to do this, a court can order them to pay the tenant between one and three times the deposit. We cover the detail on our is an inventory required page.
The deposit is also capped by the Tenant Fees Act 2019: five weeks' rent where the annual rent is under £50,000, or six weeks' rent at £50,000 or above. (Note: the Renters' Rights Act 2025 abolished Section 21 "no-fault" evictions from 1 May 2026 and converted existing tenancies to assured periodic tenancies — so deposit protection now stands on its own footing rather than being linked to the old eviction route.)
What should you include in the inventory?
A strong inventory is thorough and specific. Vague entries such as "kitchen — good condition" are almost worthless in a dispute; "kitchen — laminate worktop, two light scratches near the sink, photographed" is what wins. Work room by room and don't forget the practical readings that are easy to overlook. Our full inventory checklist walks through every room.
- Each room: walls, ceilings, floors, paintwork, doors, windows, carpets and curtains, plus their cleanliness.
- Furniture and appliances: make, condition and any existing damage; note what is and isn't included.
- Meter readings: record and photograph the gas, electricity and (if metered) water readings so the tenant only pays for their own usage.
- Safety: a working smoke alarm on each storey and a carbon monoxide alarm in any room with a fixed combustion appliance — the landlord's legal duty in England since 1 October 2022.
- Keys: how many sets of keys, fobs and entry cards are handed over.
- Photos: clear, dated photographs of every room and of any pre-existing defect.
How much does an inventory cost, and who pays?
You can prepare an inventory yourself for free, or pay an independent inventory clerk. Because the Tenant Fees Act 2019 bans most fees to tenants in England, inventory and check-out charges cannot be passed to the tenant — they are paid by the landlord or letting agent. The figures below are indicative and vary by location and property size; see our cost page for the full breakdown.
| Option | Indicative cost | Who pays |
|---|---|---|
| Do it yourself | Free (or from £9 with KeySwap) | Whoever creates it |
| Clerk — check-in (furnished) | ~£90 (studio) to £140 (5-bed) | Landlord / agent |
| Clerk — check-out | ~£60 to £85 | Landlord / agent |
Check-out and getting your deposit back
At the end of the tenancy the check-out report records the property's condition and is compared, line by line, against the check-in inventory. Once you and your landlord agree how much of the deposit should be returned, it must be repaid within 10 days. If you can't agree, every approved scheme offers free dispute resolution (ADR), and the disputed amount stays protected until the case is decided. The full process is on our check-out and deposit page.
The crucial distinction is between fair wear and tear, which a landlord cannot deduct for, and damage, which they can. On top of that, the betterment principle means a landlord cannot charge you to put something in a better condition than it was at the start — for example, the full cost of a brand-new carpet to replace a part-worn one.
| Fair wear and tear (not deductible) | Damage (deductible) |
|---|---|
| Light scuffs and minor marks on walls | Large holes, deep gouges or unauthorised paint colours |
| Carpet tread marks and gradual thinning | Burns, rips or large stains on the carpet |
| Faded paintwork over a long tenancy | Broken appliances, fittings or missing items |
What happens without an inventory?
Without a check-in inventory there is no agreed record of how the property looked at the start, so a landlord has almost nothing to prove damage with. In deposit adjudication the burden of proof sits with the landlord, so missing or weak evidence usually means deductions are reduced or refused and the deposit goes back to the tenant. It cuts both ways: tenants can be wrongly accused, and landlords can lose legitimate claims. Read more on our no inventory page.
Create your inventory in 5 minutes
No clerk needed. Sound evidence, with photos and signatures. From £9.
🏠 Start nowCommon mistakes to avoid
- Being too vague. "Good condition" proves nothing — describe and photograph each item.
- Skipping the meter readings. Without them you can be billed for someone else's usage.
- Not signing or dating it. An unsigned, undated inventory carries far less weight in ADR.
- Tenant not keeping a copy. Review the document, note any disagreement before signing and keep your own signed copy and dated photos.
Further reading
This guide is the hub — explore each topic in depth:
- Is an inventory required? — the legal position and deposit protection rules.
- Inventory checklist — a room-by-room list, plus meters, keys and alarms.
- Inventory example — what a finished report looks like.
- Cost — DIY versus clerk fees, and who pays.
- Check-out & deposit — the 10-day return, ADR and betterment.
- No inventory — what happens when there's no record.
- Create an inventory — start your own report with KeySwap.
Frequently asked questions
Is an inventory a legal requirement in the UK?
No. An inventory and check-in report is not a statutory requirement, but it is strongly recommended because it is the key evidence in any deposit dispute. What the law does require is that the deposit is protected in a government-approved scheme within 30 days, with the prescribed information given to the tenant.
Who should prepare the inventory?
The landlord, the letting agent or an independent inventory clerk can prepare it. The strongest evidence is an inventory that is detailed, photographed, dated and signed by both parties. As a tenant you should review it, note any disagreements before signing, take your own dated photos and keep a signed copy.
Can my landlord charge me for the inventory or check-out?
No. Under the Tenant Fees Act 2019 most fees to tenants are banned in England, so inventory and check-out costs cannot be charged to you. These are paid by the landlord or letting agent. The deposit itself is also capped at five weeks' rent where the annual rent is under £50,000.
How long does my landlord have to return my deposit?
Once you and your landlord agree how much should be returned, the deposit must be repaid within 10 days. If you cannot agree, you can use the deposit scheme's free dispute resolution (ADR) service, and the disputed amount stays protected until the case is decided.
What is the difference between fair wear and tear and damage?
Fair wear and tear is the gradual deterioration that comes from normal, reasonable use, such as light scuffs or carpet tread marks; your landlord cannot deduct for it. Damage is harm, breakage or missing items beyond that, evidenced by comparing the check-out report with the check-in report. Even then, the betterment principle means a landlord cannot charge to put an item in a better condition than it was at the start.
What happens if there is no inventory?
Without an inventory there is no agreed record of the property's condition at the start of the tenancy, so it becomes very hard for a landlord to prove damage. In dispute resolution the burden of proof is on the landlord, and missing or weak evidence usually means deductions are reduced or refused and the deposit is returned to the tenant.