Check-in inventory and photo evidence — Best practice for landlords

A thorough check-in inventory and comprehensive photographic evidence at the start of a tenancy are your most powerful tools in a deposit dispute. Deposit scheme adjudicators routinely decide cases on the quality of check-in evidence. Getting this right from day one saves significant time and money. Reviewed March 2026.

What the rule is

There is no legal requirement to produce a check-in inventory. However, without one, you have almost no basis for making deposit deductions at the end of the tenancy. Tenancy deposit scheme adjudicators will not award deductions where there is no evidence of the property’s condition at the start.

When it applies

• At the start of every tenancy before or on the day tenants move in
• When a new tenant joins a joint tenancy mid-term
• A mid-tenancy inspection can update the record if agreed with tenants

What landlords must do

• Prepare a detailed schedule of condition for every room, including walls, floors, ceilings, fixtures, fittings, and appliances
• Take clear, dated photographs of every room, including close-ups of any pre-existing damage or wear
• Record meter readings (gas, electricity, water where applicable)
• Note all keys provided and get a signed receipt
• Have the tenant review, sign and date the inventory at move-in
• Where a tenant refuses to sign, note the date and send them the inventory by email asking for comments within 7 days

What evidence to keep

• Signed check-in inventory (PDF or original paper)
• All photographs — dated, organised room by room
• Meter readings at the start of tenancy
• Key handover receipt
• Email or message thread where the tenant had the opportunity to comment on the inventory
• Name of any third-party inventory clerk used

What a good inventory includes

For each room:

• Walls (colour, any marks, scuffs, holes)
• Floor (type, condition, any stains or damage)
• Ceiling (any cracks, water marks)
• Windows and doors (working order, locks, keys)
• Fixtures and fittings (light fittings, sockets, switches)
• Furniture if furnished (condition of each item)
• Appliances (condition and working status)

General:

• Exterior and garden condition
• Condition of communal areas (if applicable)
• Smoke and CO alarm positions
• Meter readings and meter locations

Common mistakes

• Too generic — “good condition throughout” is meaningless to an adjudicator; describe specific items
• No photos of pre-existing damage — if there’s a scuff on the wall, photograph it and note it; otherwise you’ll be blamed for it at checkout
• Tenant not given the opportunity to sign — send the inventory to the tenant on move-in day and ask them to confirm its accuracy
• Photos not dated — always use a camera or phone that embeds a timestamp, or email photos to yourself on the day
• Inventories stored inaccessibly — keep everything in TenancyVault so you can access it quickly at the end of tenancy

FAQ

Should I use a professional inventory clerk? For furnished properties or higher-value lets, a professional inventory clerk provides an independent, detailed report that carries more weight with adjudicators. Costs vary but are typically £100–£200.

What if the tenant refuses to sign the inventory? Send it to them by email and ask for comments within 7 days. Note the date of sending. If they raise no objections, the inventory stands as accepted in most adjudicators’ view.

Can I use the inventory from the previous tenancy? No — create a fresh inventory for each tenancy. Conditions change between tenancies and using old evidence is unreliable.

How many photos should I take? There is no minimum, but adjudicators look for comprehensive coverage. For a typical 2-bedroom property, 50–100 photos covering every room from multiple angles is reasonable.