What Is a Property Inventory and Why Landlords Should Always Use One in the UK

If you’re renting out property in the UK, one of the most important steps you can take is creating a property inventory. A property inventory is more than just a list – it’s a detailed record of the contents and condition of your rental property. Whether you’re a first-time landlord or managing multiple properties, having an accurate inventory can save you time, money, and legal disputes.

What Is a Property Inventory?

A property inventory is a written document (often supported by photos or videos) that records:

• The furniture, fittings, and appliances included in the property.
• The condition of walls, flooring, and fixtures.
• The state of outside areas, such as gardens or driveways.

Both landlords and tenants sign the inventory at the beginning of the tenancy. This ensures everyone agrees on the property’s condition before moving in.

Why Landlords Need a Property Inventory

Many landlords think an inventory is optional – but in reality, it’s one of the most important legal protections you have. Here’s why:

1. Prevents Deposit Disputes

Deposit disputes are one of the most common issues in the rental market. Without an inventory, it’s hard to prove whether damage was caused by a tenant or if it was already there. An inventory creates a clear baseline.

2. Protects Landlord Assets

Your property is a major investment. By recording its condition, you have evidence to support claims for repair costs or replacement of damaged items.

3. Builds Trust With Tenants

An inventory isn’t just about protecting landlords – it also reassures tenants. They know they won’t be unfairly charged for pre-existing damage.

4. Strengthens Legal Standing

Should a dispute escalate to the tenancy deposit scheme (TDS) or even court, an inventory acts as strong evidence to support your case.

What Should a Property Inventory Include?

A professional inventory (or one created with a reliable template) should cover:

• Tenant and landlord details
• Property address
• Tenancy start date
• List of rooms with contents and condition
• Utility meter readings
• Photos for reference
• Signatures of both parties

When Should a Property Inventory Be Completed?

The inventory should be done before the tenant moves in, ideally during a joint check-in process. Both landlord and tenant should walk through the property, review the list, and sign it.

At the end of the tenancy, the same document is used for a check-out inspection to compare the property’s condition.

DIY or Professional Inventory?

Landlords can choose to:

• Hire a professional inventory clerk (usually costs £80–£150 depending on property size).
• Use a free property inventory template to create one themselves.

For smaller landlords, DIY is often the most practical choice – as long as you’re thorough.

Avoid disputes with a clear record, download our free landlord property inventory template (Word & PDF).

Final Thoughts

A property inventory is essential for every UK landlord. It reduces the risk of disputes, protects your investment, and sets a professional tone for your tenancy. Whether you hire a clerk or use a free template, the important thing is having a written, signed record in place.

FAQ

1. Is a property inventory legally required in the UK?
No, but it is strongly recommended. Without one, landlords risk losing deposit disputes.

2. Who should complete the property inventory?
Either the landlord, a letting agent, or a professional inventory clerk.

3. Can tenants refuse to sign an inventory?
They can, but it’s rare. If they do, landlords should still complete the document and add photos as evidence.

4. How often should property inventories be updated?
At the start of each new tenancy or when major changes are made to the property.