Why You Should Always Have a Property Inventory

A property inventory is one of the most important documents at the start of a tenancy. It protects both landlords and tenants by recording the property’s condition and contents before anyone moves in.

Without one, you may find it difficult to make successful claims for damage, cleaning, or missing items when the tenancy ends.

What an Inventory Is

An inventory is a written and photographic record showing the condition and contents of a property at check-in and check-out.

It normally includes:

• A full list of fixtures, fittings, and furnishings

• Clear descriptions of condition (e.g. “brand new,” “lightly marked”)

• Dated photographs

• Tenant and landlord signatures

• A corresponding check-out report at the end of tenancy

Independent inventories — prepared by a third-party clerk — carry more weight in deposit disputes because they are neutral and verifiable.

Why Inventories Matter

At the end of a tenancy, the deposit remains the tenant’s money until the landlord can prove, on the balance of probabilities, that they’ve suffered a loss.

This means the landlord must show clear evidence that:

1. The tenant breached the tenancy agreement

2. The property has deteriorated beyond fair wear and tear

3. The landlord has incurred or will incur a cost as a result

Without a signed check-in and check-out inventory, the claim is unlikely to succeed.

The Tenancy Deposit Scheme (TDS) states:

“In most cases, signed check-in and check-out inventory reports are essential.

Without them, the landlord’s claim for damages is highly likely to fail.”

Example Scenarios

1. No Inventory — Claim Rejected

A landlord claimed £450 for carpet damage and missing items. There was no signed inventory.

The tenant disputed the deduction.

TDS decision: claim rejected. The adjudicator said there was no evidence of the property’s condition at the start of the tenancy.

2. Incomplete Evidence — Claim Rejected

A landlord submitted photos taken on their phone but with no dates or tenant signature.

TDS decision: claim rejected. The photos could not be verified or compared to the check-in condition.

3. Detailed Inventory — Partial Claim Accepted

A landlord claimed £250 for redecorating after a two-year tenancy.

The tenant argued fair wear and tear.

Because the check-in report showed newly painted walls, the TDS awarded £100 for partial redecoration.

What Counts as Fair Wear and Tear

Adjudicators use the legal definition of fair wear and tear:

“Reasonable use of the premises by the tenant and the ordinary operation of natural forces.”

That means you can’t claim the full cost of replacement if the item was already part-used or old.

For example, if a carpet is five years old with a ten-year lifespan, and it’s ruined after two years of tenancy, a reasonable claim would be:

(Remaining life ÷ total life) × replacement cost = £200

What Adjudicators Look For

When a deposit dispute is reviewed, the adjudicator checks:

• The tenant’s obligations under the tenancy agreement

• The property’s condition at check-in and check-out

• Evidence of loss (invoices, quotes, or receipts)

• Allowances for fair wear and tear

Adjudicators do not contact landlords for missing evidence. If something isn’t documented, it won’t be considered.

Best Practice for Landlords

To protect your position in any deposit dispute:

• Use a professional inventory clerk at both check-in and check-out

• Invite tenants to attend inspections and sign reports

• Take date-stamped photographs and store them digitally

• Use consistent room names and formats across reports

• Keep copies of invoices, quotes, and correspondence

Summary

Key Takeaway

An inventory isn’t optional.

It’s a legal record that protects both landlord and tenant, helps resolve disputes fairly, and saves time and money in the long run.

If you’re managing your property with us, we can arrange a professional, independant property inventory for you. It’s one of the simplest ways to protect your investment and avoid future deposit disputes.