An inventory is useful when it tells both parties what was present and what condition it was in at the start of a tenancy. A bare list of furniture is less informative than a clear record that can be compared later.
Describe rather than label
Work through the property in a consistent order. Identify the room, item and observed condition. Replace vague descriptions such as “fine” with a short factual note where there is a mark, missing part or existing defect.
Keep cleanliness and physical condition distinct. An appliance can be clean yet damaged, or intact but dirty. The record should make that distinction understandable without exaggerated language.
Use photographs as supporting evidence
Take images that show where an item sits as well as any relevant detail. Label them consistently and preserve the date. Avoid including unnecessary personal information, people or documents in the frame.
Do not rely on a photograph to answer a question it cannot show, such as whether an appliance operated correctly. Record what was actually checked and any limits to the inspection.
Give residents a way to correct the record
Provide the inventory at the start and explain how discrepancies can be raised. Keep the agreed amendments with the original version rather than silently overwriting it. A clear correction is more useful than leaving a disputed description unaddressed.
Keep it for comparison
The Tenancy Deposit Scheme recommends thorough check-in and check-out evidence when a dispute concerns condition. The inventory supports that comparison; it does not guarantee that a deduction will succeed or remove the need to allow for fair wear and tear.
Store the report securely with the tenancy records and make it available to the people who need it for the agreed purpose.
Editorial review: 14 October 2026. This original Property Perpetuity guide replaces the imported text; the original archive publication date is retained.