Landlord Check-In Inventory Checklist (England, 2026)

When a tenancy ends and there’s a disagreement about the deposit, the person with the best evidence usually wins. A good check-in inventory is that evidence. This guide explains what a landlord inventory should include, how to do one properly, and a room-by-room checklist you can follow. It covers England; Wales, Scotland and Northern Ireland have their own rules.

Why a check-in inventory matters

• Deposit disputes come down to evidence. If you want to deduct money for damage or cleaning, you need to show what the property was like at the start, and what changed.
• It protects tenants too. A clear record stops them being blamed for problems that were already there.
• It saves arguments. When both sides have seen and signed the same record, there’s far less to argue about at check-out.

Deposit rules every landlord should know

• Protect the deposit within 30 days in a government-approved tenancy deposit scheme, and give the tenant the prescribed information within the same 30 days.
• Deposit cap: five weeks’ rent for most tenancies, or six weeks’ rent if the annual rent is £50,000 or more.
• Getting it wrong is expensive. A court can order you to pay the tenant 1 to 3 times the deposit, and it can affect your ability to get the property back.
• At the end of the tenancy, once you’ve agreed the amount with the tenant, the deposit should be returned within 10 days. Any disputed amount goes to the scheme’s free dispute service.

The Renters’ Rights Act 2025 changed a lot from 1 May 2026. Most tenancies are now rolling (periodic), Section 21 “no-fault” evictions have ended, and rent in advance is limited. The requirement to protect deposits properly hasn’t gone away, and a good inventory matters as much as ever. Check GOV.UK for the latest rules.

How to do a check-in inventory properly

1. Do it on or just before move-in day, when the property is clean and empty of the tenant’s belongings.
2. Go room by room in the same order every time, and list every item and surface.
3. Describe condition clearly. Use plain words like “Good”, “Fair” or “Poor”, plus specifics: “2 small scuffs left of door, 5cm”.
4. Record cleanliness separately from condition. A carpet can be in good condition but dirty.
5. Take date-stamped photos or video of every room and any marks or damage. Give each photo a reference so it matches a line in the inventory.
6. Record meter readings and keys handed over.
7. Let the tenant check it. Give them a few days to add comments, then both sign and keep a copy.

Room-by-room inventory checklist

Every room

• Walls and ceilings: marks, holes, cracks, damp
• Floors and carpets: stains, burns, wear, scratches
• Doors, handles and locks
• Windows, sills, catches and keys; curtains, blinds and rails
• Light fittings and bulbs, switches and sockets
• Radiators and heaters
• Smoke and carbon monoxide alarms (test them and note the result)

Kitchen

• Cupboards, doors, hinges and worktops
• Sink, taps and drainer
• Oven, hob, extractor and grill (inside and out: these are a common cleaning dispute)
• Fridge, freezer, washing machine and dishwasher (note make and model)
• Tiles, splashback and grout

Bathroom

• Bath, shower, screen or curtain, tray and seals
• Toilet, seat and cistern
• Basin, taps, mirror and cabinet
• Tiles, grout, sealant and extractor fan
• Any mould or limescale

Bedrooms and living areas

• Furniture (beds, mattresses, wardrobes, sofas): condition and any stains
• Built-in storage

Outside

• Garden, lawn, borders, fences and gates
• Bins, shed and garage
• Paths, patio and outside lights

Handover details

• Electricity, gas and water meter readings, with photos of each meter
• Number of keys, fobs and remotes given
• Locations of the stopcock, fuse box and meters
• Instruction manuals and safety certificates provided

At check-out: compare like with like

• Use the same inventory and go through it in the same order.
• Record the condition at check-out next to the check-in condition, with new photos.
• Allow for fair wear and tear. You can’t charge for normal ageing (light carpet wear, faded paint) only for damage or cleaning beyond what was there at the start.
• Back up any deduction with quotes, invoices or receipts.

An easier way to keep your inventory

Our Rental Property Inventory Command Centre is a spreadsheet for Excel and Google Sheets that does all of the above in one file:

• 100 editable lines across 10 preset room areas, with item, quantity, cleanliness, and check-in and check-out condition.
• Anything marked Poor, Damaged or Missing at check-out is flagged automatically.
• A photo evidence register (P01–P100) matched to every inventory line.
• Handover & Meters tab for meter readings, keys and signatures at check-in and check-out.
• Dashboard showing items needing attention and replacement value at risk.
• £9.99 one-off, instant download, with a filled-in example.

See the Rental Property Inventory →

Related guide: Deposit Deductions and Fair Wear and Tear: A Landlord’s Guide.

Landlord inventory FAQs

Do I have to do an inventory by law?

There’s no law that says you must, but without one it’s very hard to prove damage and justify deductions from the deposit.

Should the tenant sign the inventory?

Yes, ideally. Give them a copy and a few days to add comments, then both sign. A signed inventory is much stronger evidence.

How many photos should I take?

More is better. Take a wide shot of every room, close-ups of any marks or damage, and photos of meters and appliances. Make sure they’re date-stamped.

Can I use the same inventory for check-out?

Yes. That’s the best way to do it, so you’re comparing exactly the same items in the same order.

This guide is general information for landlords in England, based on GOV.UK guidance and the Renters’ Rights Act 2025 as of October 2026. It isn’t legal advice. Rules differ in Wales, Scotland and Northern Ireland and can change, so check GOV.UK or a letting professional for your situation.