Check-in inventory: what to record when a tenant moves in

This guide covers England. It's general information, not legal advice. Rules in Scotland, Wales and Northern Ireland are different.

The short version

Record every room on the day the tenant moves in, with dated photos and a short note on condition.
Take close-ups of anything already marked, worn or damaged.
Note meter readings and the keys you hand over.
Get the tenant to check and sign it. Give them the chance to add comments.

Why it matters

At the end of a tenancy, any deduction from the deposit has to be backed by evidence. If there's a dispute, the deposit scheme compares the condition at the start with the condition at the end. Without a check-in record, it's your word against the tenant's, and the landlord has to prove the case. How deposit disputes work.

What to record in each room

Walls and ceilings: paint colour and condition, marks, holes, cracks, signs of damp.
Floors: carpet stains or wear, scratches on wood or laminate, condition of tiles.
Windows and doors: glass, frames, handles, locks, blinds and curtains.
Fixtures: lights, sockets, radiators, smoke and carbon monoxide alarms.
Furniture and appliances: what's there and what state it's in. Note make and model for appliances.
Kitchen: worktops, cupboards, oven and hob cleanliness, fridge, sink and taps.
Bathroom: bath or shower, sealant, tiles and grout, toilet, extractor fan.
Outside: garden, fences, bins, sheds and parking.

Photos that hold up

Take a wide shot of each room from the doorway, then close-ups.
Photograph anything already damaged up close, with something for scale if it helps.
Make sure the photos are dated and kept with the report, not loose on your phone.
Good light helps. Open the curtains and turn the lights on.

Plain words beat vague ones

"Good condition" on its own doesn't help much in a dispute. Be specific: "Cream carpet, clean, small faded patch by window" or "Kitchen worktop: 3 cm burn mark left of hob". Short and factual is best.

Meters, keys and alarms

Write down the gas, electric and water meter readings, with a photo of each meter.
List every key and fob you hand over.
Test the smoke and carbon monoxide alarms and record that they work. In England this is a legal requirement on the first day of a tenancy. Alarm rules.

Getting it signed

Give the tenant a copy and a few days to check it. Ask them to sign it, and to note anything they disagree with. A record the tenant has agreed to is much stronger than one they've never seen.

Do the same at check-out

At the end of the tenancy, go through the same rooms in the same order so the two records can be compared side by side. Remember that tenants can't be charged for fair wear and tear. Check-out and fair wear and tear.

UnitCare Pro does all of this on your phone: room by room with photos, meter readings and keys, then your tenant signs on screen and you get a dated PDF. See how it works.