Inventory Report Compilation Guide

An inventory report (also called "schedule of condition") is the document compiled before a UK tenancy that records the property's condition and contents. Professional inventory services typically cost £80–£250 for check-in inventory, with check-out reports £80-£200, and mid-term inspections £40-£120. Most landlords find it the single most cost-effective protection against deposit disputes.

Without a properly compiled inventory, landlords routinely lose deposit disputes — the burden of proof for damage at check-out sits with the landlord, and "the tenant moved in like that" is impossible to argue without baseline documentation.

Typical UK inventory costs

What's typically in a check-in inventory

• Property details — address, type, dates of inspection.
• Room-by-room walkthrough — every room described in detail.
• Surfaces — walls, floors, ceilings, doors, windows, frames.
• Fixtures and fittings — kitchen units, bathroom suite, lighting, sockets, switches.
• Furniture and appliances — make, model, condition.
• Soft furnishings — carpets, curtains, rugs (with notes on stains, wear).
• Garden or outdoor space — condition, any garden furniture or shed contents.
• Meter readings — gas, electric, water at start of tenancy.
• Smoke and CO alarm tests — verifying compliance and working condition.
• Photos — typically 100-400 photos for a typical 2-3 bed property.
• Tenant signature — agreeing the report accurately reflects condition at move-in.

The mid-term inspection

An optional mid-tenancy visit (typically 6 months in, then yearly) to:

• Verify the property is being kept in reasonable condition.
• Identify maintenance issues before they escalate.
• Check no unauthorised occupants or pets.
• Document any tenant-reported issues.
• Provide tenant with the chance to raise concerns.

£40-£100 per visit; recommended at least annually for any tenancy.

Check-out report

The end-of-tenancy comparison document, comparing condition at move-out against the original check-in. The check-out clerk:

• Walks through the property with check-in inventory in hand.
• Notes any new damage, marks, missing items, cleaning issues.
• Photos any specific issues.
• Records final meter readings.
• Records cleanliness condition with sample photos.
• Provides the report within 48-72 hours typically.

This document is the basis for any deposit deductions and is the primary evidence in deposit disputes.

Things people often miss

• Photo timestamps and metadata — every photo should carry the date and time. Modern inventory apps embed this automatically; manual photos with smartphones do too. Don't strip metadata when sharing with tenants.
• Tenant attendance — best practice is for tenants to attend check-in and check-out. They sign agreement at the time, eliminating later disputes.
• Independent vs landlord-compiled — landlord-compiled inventories are admissible but carry less weight in disputes than independent professional inventories. Worth the £80-£250 spend on independence.
• Cleaning standards — note actual cleanliness at check-in (e.g., "carpet shampooed", "kitchen professionally cleaned"). Tenant only obliged to return to the same standard, not better.
• Furnished vs unfurnished — furniture must be detailed (make, model, condition) at check-in for any deduction at check-out to stand up. Generic "1 sofa" isn't sufficient.
• Wear and tear allowance — judges and adjudicators apply reasonable wear and tear in tenant favour. A 10-year-old carpet at check-in shouldn't return brand-new at check-out; minor scuffs are normal.

Frequently asked questions

Is an inventory legally required?

Not legally required, but strongly recommended. Without one, deposit disputes almost always go in favour of the tenant because the landlord can't prove pre-existing condition. Modern Tenancy Deposit Schemes (DPS, MyDeposits, TDS) treat absence of inventory as a strong tenant defence.

Should I use an inventory clerk or do it myself?

Independent professional clerks ~£80-£250 carry materially more weight in disputes than self-compiled. For 1-2 properties, the £150 spend is typically saved many times over in fewer disputes. For 5+ properties, building an in-house process with apps may be more economical.

How often should I do mid-term inspections?

Typically every 6-12 months. Tenancy agreements should specify frequency and notice (24 hours notice is the standard legal minimum for routine inspections). More frequent inspections look intrusive and damage tenant relationships.

What if the tenant disputes the check-out report?

Reach informal agreement first. If unresolved, the deposit scheme provides free Alternative Dispute Resolution (ADR). Adjudicators look for evidence — independent inventory + photos + receipts for repairs almost always wins. No documentation almost always loses.

Are inventory apps OK for DIY inventories?

Yes — apps like Inventory Hive, Imfuna, and similar generate professional-looking reports with timestamped photos. Adjudicators accept them. The advantage of independent clerks is impartiality, not just the document quality.

Can I use the same inventory for back-to-back tenancies?

No — each new tenancy needs a fresh check-in inventory documenting condition at start. Reusing old inventories means you can't prove changes that happened between tenancies vs during them.

Want a local pro to handle this? An independent inventory clerk is the right call for any landlord property. The £80-£250 fee at check-in is consistently the best-value spend in landlord property management — pays for itself many times over in protected deposit deductions.