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The Essential Guide to Inventories
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1. What is an Inventory?
An inventory is a written record of the contents and condition of a rented property at the start of a tenancy.
It should record any furniture and other items provided by the landlord. However, a good inventory will also describe:
- The condition and cleanliness of the property
- Walls, ceilings, floors and carpets
- Doors, windows and locks
- Kitchen and bathroom fittings
- Appliances
- Gardens, sheds and other outside areas
- Keys provided
- Meter readings
A good inventory will also give details of the condition of the items (eg ‘large scratch on the right front chair leg, about two inches long’) and details of the property (eg ‘Lounge walls freshly painted white, with no visible marks.’).
An inventory containing detailed information about the condition of the property and its contents is sometimes called a schedule of condition or check-in report.
2. Why an inventory is important
An inventory provides evidence of the condition of the property at the start of your tenancy.
It can then be compared with the condition of the property when you leave. This will be important if your landlord claims that something is missing, damaged or dirtier than it was when you moved in.
For example, if the inventory records a new blue rug in the lounge and the rug is missing at the end of the tenancy, the landlord may be able to claim compensation from you.
However, this does not necessarily mean that the landlord will be entitled to the full cost of a brand-new rug. An allowance must normally be made for the rug’s age, condition and expected lifespan. Your landlord cannot use a deposit deduction to replace an old item with a new one at your expense.
Nor can a landlord charge you for fair wear and tear—the deterioration that occurs through ordinary use over time.
3. What you need to do
If your landlord or agent provides an inventory, you should be given an opportunity to check it and confirm whether it is accurate.
Sometimes this is done during a meeting at the property with the landlord, agent or inventory clerk. Alternatively, you may be sent the inventory and asked to return a signed copy within a specified time.
Check it carefully before signing it. In particular, check:
- Every room, including cupboards and storage areas
- The condition and cleanliness of carpets, walls and furniture
- Whether appliances work
- Whether all damage, stains and marks are recorded
- Whether the photographs accurately show the condition of the property
- Meter readings and the number of keys provided
Only sign the inventory if you are satisfied that it is accurate, or after your corrections have been added.
For example, if the blue rug in the lounge is not new and has a large stain in the middle – this needs to be noted on the inventory.
Otherwise, at the end of the tenancy, you will be blamed for this and your landlord may require you to pay for a replacement rug.
If you discover discrepancies during an inspection at the property, ask for the inventory to be amended. Ideally, any alterations should be dated and initialled by you and the landlord, agent or inventory clerk.
If they refuse to amend it, you should refuse to sign the inventory as accurate. Write down your corrections, take photographs and send everything to the landlord or agent by email.
Keep a copy of the inventory, your corrections and the email you sent.
4. Photographs and videos
Photographs and videos can provide valuable additional evidence, particularly where something is damaged, stained or dirty.
Take both:
- General photographs showing the whole room
- Close-up photographs showing particular damage or problems
Make sure it is clear which room and item each photograph shows. Retain the original files, as these may contain information about when they were taken.
A video can also be useful. Move slowly around each room and describe what you are recording. Open cupboards, test appliances and show any damage clearly.
Photographs and videos are normally most helpful when they support a detailed written description. They should not replace a written inventory altogether.
5. If you discover damage later
You may discover problems after the initial inspection which were not recorded in the inventory.
For example:
- A stain may have been concealed by furniture
- An appliance may not work properly
- A window may not open
- Damage inside a cupboard may not have been visible
- A problem may only become apparent when the heating is used
Tell the landlord or agent in writing as soon as possible. Describe the problem clearly and provide photographs or a video where appropriate.
Keep a copy of your email or letter and any reply. This will help you show that the problem was present at the beginning of the tenancy and was not caused by you.
You should report the problem even if the time originally allowed for returning the inventory has expired.
6. If the inventory is inadequate
An inventory should be detailed, clear and accurate. If your landlord has not provided one, or you consider that the inventory is inadequate, you can prepare your own record.
If you do this:
- Prepare it as soon as possible after moving in
- Do it before unpacking or moving furniture, if possible
- Describe the condition and cleanliness of every room
- Record all damage, marks, stains and missing items
- Include photographs or a clearly narrated video
- Record meter readings and keys
- Ask an independent person to inspect the property and confirm that your record is accurate, if possible
If the property contains expensive furniture or fittings, it may be worth employing an independent inventory clerk yourself.
Send your inventory, photographs and corrections to the landlord or agent promptly. Ask them to confirm receipt and keep evidence showing when you sent them.
Even if the landlord does not agree with your inventory, your email and supporting evidence may be useful if there is a dispute later.
7. Cleanliness
Cleaning is one of the most common reasons for proposed deductions from tenancy deposits.
However, your landlord must be able to show that the property was left less clean than it was at the beginning of the tenancy.
For example, if the property was only domestically clean when you moved in, the landlord cannot normally require you to pay to have it professionally cleaned when you leave. What matters is the difference between its condition at check-in and check-out.
If an inventory says that the property is clean, check that this is true. Pay particular attention to:
- Ovens and hobs
- Fridges and freezers
- Kitchen cupboards
- Bathrooms and toilets
- Carpets
- Windows
- Areas behind and underneath furniture
If the description is inaccurate, ask for it to be changed. Take your own photographs before doing any cleaning yourself and send them to the landlord or agent.
8. When you move out
Before leaving, compare the property with the original inventory.
Try to:
- Return furniture and other items to their original positions
- Remove all your belongings and rubbish
- Clean the property to the same standard as at the start
- Photograph each room after cleaning and removing your possessions
- Record final meter readings
- Return all the keys and obtain proof that you did so
If a check-out inspection is arranged, attend it if you can. If you disagree with anything recorded during the inspection, explain why and put your objections in writing promptly.
Remember that you are not responsible for fair wear and tear. Whether deterioration is fair will depend on matters such as the length of the tenancy, the number of occupants, the item’s age and its condition when you moved in.
9. And finally
Checking an inventory is something that can easily be overlooked during the hustle and bustle of moving into a new home.
However, it is one of the most important things you can do at the start of your tenancy. A few hours spent checking the property, taking photographs and reporting discrepancies could prevent a lengthy dispute—and save you money—when you eventually move out.
Never sign an inventory without checking it carefully. Make sure it accurately records the condition and cleanliness of your new home, and keep your copy somewhere safe throughout the tenancy.
The emphasis on signed reports, dated photographs, correspondence and comparisons between check-in and check-out is consistent with current guidance from the Deposit Protection Service and the Tenancy Deposit Scheme.
There is often a lot going on at the start of the tenancy, and you may feel a bit confused by it all, but it is really important that you make sure that any inventory you sign is accurate. Otherwise you may pay for this later!
This is the end of this article.
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