Got a to-do list as long as your arm? We understand that being a landlord comes with lots of admin to balance. Use this guide to create a helpful property inventory and tick one more thing off your list.
What is a rental property inventory?
A rental property inventory keeps note of the items in your property and their condition. It’s a good way to keep track of your items to make sure your tenants haven’t broken or stolen anything.
Why is it important to have a rental property inventory?
You don't need a property inventory for your landlord insurance, and there’s no legal obligation either. But having one can help to:
- give stronger evidence to speed up a claim if something goes wrong
- keep an eye on wear and tear so you can fix things before they get worse
- check you have the right level of cover for your property and what’s inside
- build trust with your tenants by being clear and fair
What should be included in an inventory report?
It’s completely up to you what to include – but the more detailed, the better. Here’s a few suggestions to get you started:
Describe each room’s condition
Give each room or area a name, like ‘second bedroom’ or ‘upstairs hallway’ to help you keep track. Make a note of what it looks like and any issues.
You could include:
- Walls and skirting boards – what colour are they and do they have any marks?
- Doors – what type of door is it and what condition is it in?
- Windows – do they open and close properly?
- Plug sockets and light switches – do they work properly?
- Curtains or blinds – do they have any scuffs or tears?
- Flooring – what type is it and are there any stains?
If you’re making an inventory for a kitchen or bathroom, think about:
- Worktops – are there any marks or burns?
- Cupboards and drawers – is there anything inside and do they close properly?
- Sinks, baths and taps – are there any leaks or limescale?
- Tiles – are there any cracks or mould?
- Extractor fans – are they clean and working properly?
Describe any furniture and decorations
If you’re renting out a furnished property, don’t forget to write down the condition of your:
- sofas and armchairs
- bed frames and mattresses
- tables and chairs
- lamps and light shades
- wardrobes, drawers and desks
- soft furnishings like rugs and cushions
Your tenant’s responsible for keeping any furniture in good condition. But this doesn't include wear and tear from reasonable use.
Find out more about wear and tear in rental properties in our guide.
Photographs of each room
Take clear snaps of each room. Include a wide shot of the entire space, and close-ups of any existing marks or damage. Timestamp the pictures and file them safely.
Describe the exterior of the property
Don’t forget the outside too! Take notes on the condition of your garden, outside walls, doors and windows.
Condition of all electrical appliances
Make a list of each electrical item in your property, like the boiler, fridge, oven and kettle. Note down:
- the make and model
- its working condition
Leave an instruction manual for any electrical appliances with your tenants. This will help them to keep these in a good condition.
Results of alarm tests
As a landlord, you’re legally required to check smoke and carbon monoxide detectors to keep your tenants and property safe.
You also need to keep track of when the alarms were installed, maintained and tested. You can include these details in your property inventory for easy reference.
Not sure what your responsibilities are with fire safety? Check out our landlord's guide to fire risk assessments.
Meter readings
It’s a good idea to keep a note of your latest water, gas and electric meter readings. This will help you avoid disputes with your tenants over utility bills.
Details of keys
Take pictures and name each key, like ‘front door’ or ‘shed’. Keep track of how many keys for each door or window you’re handing over to your tenants.
How to carry out an inventory report
Here’s a quick step-by-step guide to create and carry out your inventory report:
- Draft up your inventory report using a word document or spreadsheet.
- Start with some basic details like the property address, your name, the tenant’s name and the move-in date.
- Use columns to help you organise the document into rooms, items and notes on the condition.
- Leave space for extra details like fire alarm checks, keys, and meter readings if you want to include these.
- Now it’s time for your checks! Start at the front door and walk around each area of the property, inside and out. Inspect each area thoroughly.
- Gather all your notes into the document, along with your timestamped photographs of each room.
- End the document with space for you and your tenants to sign.
Does my tenant have to sign the inventory report?
It's not a legal requirement. But we recommend that both you and your tenant sign the inventory report.
This shows that your tenant agreed to the description of the house at the time they moved in. So, it could help you with any disagreements when they move out.
Who can carry out an inventory check?
Anyone can do an inventory check on a property. But if you want to take it a step further and create a report, then it takes more time and patience.
You could ask a letting agent or independent inventory clerk to handle the process for you.
Hiring a professional also means you have stronger evidence and support if you have a dispute with your tenant later on.
Am I responsible for paying for an inventory check?
It’s your responsibility to either carry out the inventory check yourself or pay a professional to do it for you.
Find out more about who’s responsible for what in a rental property with our guide.
When should an inventory be carried out?
It's best to do your inventory check just before your tenants move in and after they move out. This will help you bring up any issues earlier on, especially when it's time to give the tenancy deposit back.
What’s a schedule of condition?
A schedule of condition is slightly different to a landlord inventory report. Again, it’s not a legal requirement – but it’s recommended that you keep one just in case.
A schedule of condition will focus on the overall physical state of your property. This could include notes on:
- the property's structure
- physical condition of the walls, floors and ceilings
- existing damage to the structure of the property
You can combine both reports to keep all the important information together.
New to being a landlord and still finding the ropes?
Get started with our landlord checklist. It tells you what you need to know before renting out your property.
