An inventory report is one of the most important documents a landlord can prepare before a tenant moves in. It records the condition and contents of the property, setting a clear benchmark to prevent disputes at the end of the tenancy. Done properly, it protects both landlord and tenant, ensuring everyone is on the same page from the start.
Here’s what every thorough inventory report should include:
Document each space individually—walls, floors, ceilings, doors, windows, and fittings. Don’t just write “good condition.” Be specific about scratches, marks, stains, or signs of wear and tear. This creates a clear starting point for comparison when the tenancy ends.
Back up your written notes with high-quality, date-stamped photos or video. Capture every room, highlighting both the overall condition and close-ups of any existing damage or valuable items. Share a copy with the tenant and store your own securely. This creates an objective record in case of disputes over deposits or repairs later.
List all items provided with the property, such as ovens, washing machines, light fittings, and kitchen units. Record details like brand, model, and condition. This avoids confusion over ownership and helps resolve issues if something is damaged or missing.
Provide a detailed list of all furniture, including size, colour, material, and condition. For part-furnished properties, clearly state which items are included and which belong to the tenant. This prevents disagreements at the end of the tenancy.
Record starting readings for gas, electricity, and water meters and note their locations. This ensures tenants aren’t charged for usage before they move in and avoids billing disputes later.
Describe the cleanliness of the property at the start of the tenancy. If it has been professionally cleaned, include that detail. Tenants are usually expected to return the property in the same condition, so setting this standard upfront helps manage expectations.
Once the report is complete, share it with the tenant and ask them to sign to confirm agreement. This joint acknowledgment provides protection for both parties and helps resolve end-of-tenancy disputes fairly and quickly.
A comprehensive inventory report is more than just paperwork—it’s a safeguard. By carefully documenting the property’s condition, including visual evidence, detailed notes, meter readings, and cleanliness levels, landlords reduce the risk of disputes and ensure smoother, more professional tenancies.