A clear inventory gives landlords and tenants a shared record of a rented home’s condition at the start of a tenancy. Compared with a hurried list made when someone moves out, a dated, detailed baseline can make it easier to resolve disagreements about damage, missing items or cleaning. It does not guarantee a deposit deduction, and it should not turn normal ageing into a tenant’s responsibility.
What to record
Work room by room. Describe the condition of walls, floors, ceilings, doors, windows, fittings and any furniture or appliances supplied with the property. Note existing marks, cracks, stains, chips, worn areas and items that do not work. Record cleanliness in specific terms rather than relying on vague labels such as “good” or “fair”. Include keys and meter readings where useful. Photographs can support written descriptions: date them, use clear angles, and make sure they show the item or area being described. A photo without context may be difficult to compare later.
Give the tenant a copy promptly and invite them to check it, add comments and keep their own copy. If you use a professional clerk, the same practical step matters: both sides should be able to see and discuss the record. Avoid treating a signature as proof that every detail is beyond question; it confirms what was agreed at that time, while later evidence and the tenancy terms may still matter. Do not assume there is one statutory seven-day correction window for every tenancy. Set a reasonable process in writing and check the applicable agreement and deposit-scheme guidance.
At check-out, compare like with like. Use the original report, inspect the same areas and items, and take new dated photos from comparable angles. Record any differences before repairs or cleaning alter the evidence. If the tenant can attend or respond, sharing specific observations early can help resolve misunderstandings. Keep invoices, receipts, correspondence and any relevant repair records with the comparison.
Wear, damage and deposit claims
Ordinary use changes a home over time. Fading, small scuffs or gradual carpet wear may be fair wear and tear; a broken item, missing key or substantial new tear may call for a different assessment. Context matters, including the item’s age, condition at check-in, expected lifespan and length and type of occupancy. A landlord should not charge a tenant for putting an old item into a better condition than it was in before, or use the deposit to meet ordinary maintenance obligations.
If proposing a deduction, explain each item, connect it to the check-in evidence and support the amount with reasonable costs. Cleaning claims should be compared with the recorded starting standard, not an automatic demand for professional cleaning. The tenant can question a proposal and use the dispute-resolution process offered by the scheme protecting the deposit. TDS guidance identifies check-in and check-out reports, photographs and supporting documents as useful evidence, but an adjudicator considers the case as a whole.
A careful record helps both sides discuss facts rather than memory. Keep it accurate, share it, and use it as a fair comparison—not as a shortcut to blame.