Free Landlord Property Inventory Template UK (Word & PDF Download)
If you rent out property in the UK, one of the smartest things you can do is keep a detailed property inventory. It might sound like an extra step, but this document can save landlords and tenants from costly disputes and misunderstandings.
A property inventory is essentially a written record of everything in your rental property, from the furniture to the walls and carpets, along with its condition at the start of a tenancy. By having both parties agree to it, landlords protect their investment while tenants gain peace of mind that they won’t be unfairly charged for pre-existing damage.
To make the process easier, we’ve put together a free landlord property inventory template UK (in Word and PDF formats) that you can download and customise for your own rental.
Why Landlords Need a Property Inventory
- Deposit protection – proves what condition the property was in at move-in.
- Avoids disputes – reduces arguments at check-out.
- Legal protection – can be used as evidence in tenancy deposit claims.
- Professionalism – shows tenants that you are organised and fair.
Without an inventory, landlords risk losing disputes and being unable to claim against damages. Tenants can also benefit as it protects their deposit from unfair deductions.
What Should Be Included in a Property Inventory?
A good property inventory template should cover:
- Property details – address, tenancy dates, landlord and tenant names.
- General condition – walls, ceilings, floors, doors, and windows.
- Fixtures & fittings – light fittings, sockets, radiators.
- Furniture & appliances – sofas, beds, fridge, oven, washing machine, etc.
- Outside areas – garden, shed, fences, driveway.
- Safety features – smoke alarms, CO detectors, fire equipment.
- Utility readings – gas, electricity, water meters.
- Signatures – both landlord/agent and tenant should sign and date.
Free Property Inventory Template Download
We’ve made this simple for you. Use our ready-to-use template and avoid missing important details.
[Download Free Property Inventory Template UK (Word)]
[Download Free Property Inventory Template UK (PDF)]
Both versions are fully customisable. You can print them, edit digitally, or adapt them for furnished or unfurnished rentals.
Example: Property Inventory Sample
Here’s a quick look at how part of an inventory might appear when filled in:
| Room | Item | Condition at Move-In | Notes |
|---|---|---|---|
| Living Room | Sofa | Good – minor wear on left armrest | 2-seater, grey fabric |
| Kitchen | Fridge | Excellent – nearly new | Includes freezer |
| Bedroom 1 | Carpet | Fair – small stain near wardrobe | Photograph taken |
| Bathroom | Shower Screen | Good – clean, no cracks | — |
| Garden | Fence Panels | Poor – 1 panel broken, leaning | Needs repair soon |
A full template ensures all rooms and items are listed with detailed notes and photos.
How to Use the Template Effectively
- Fill it in at move-in – walk through the property with the tenant.
- Take photos – back up the written notes with clear images.
- Agree and sign – both parties should sign and keep copies.
- Update if needed – repeat at inspections or when tenants renew.
- Use at check-out – compare the property’s condition when tenants leave.
Common Mistakes to Avoid
- Forgetting to include outdoor areas.
- Using vague terms like “fine” or “ok” (be specific: “small scratch on wall”).
- Not taking photographs.
- Failing to get tenant’s signature.
Frequently Asked Questions (FAQ)
1. Is a property inventory legally required in the UK?
No, but it is highly recommended. Without one, landlords risk losing deposit disputes and tenants may struggle to prove they didn’t cause damage.
2. Who should prepare the property inventory?
Either the landlord, letting agent, or a professional inventory clerk. Using a free template allows landlords to do it themselves at low cost.
3. Does the tenant have to sign the inventory?
Yes, both landlord and tenant should sign and date the inventory to confirm agreement.
4. Can photos be used instead of an inventory?
Photos support the inventory but should not replace it. A written record with signatures carries stronger legal weight.
5. When should the inventory be completed?
At the start of the tenancy, ideally during a walk-through with the tenant present.
Final Thoughts
A property inventory might feel like admin work, but it’s one of the most important documents for landlords and tenants in the UK. By using a clear and detailed template, you protect deposits, reduce disputes, and keep rental relationships professional.
Download the free landlord property inventory template UK (Word & PDF) today and make your rental process smoother and safer.